Automating dealer financial-data collection from email to warehouse

The challenge

A distributed dealer network submitted management and audited financial information on recurring deadlines. The operating team had to announce dates, personalise and distribute templates, track dealer submissions, chase missing files, reject invalid returns, consolidate accepted data, and prepare it for reporting.

The process needed to preserve the difference between submission types and reporting periods while giving the business a controlled resubmission path and a clear approval point before warehouse loading.

What Monic delivered

Monic delivered a UiPath workflow covering annual deadline communication, dealer-specific template preparation, scheduled reminders, mailbox monitoring, structured file storage, submission validation, and automated resubmission requests. Dealers that had already submitted were excluded from later reminders, while outstanding submissions were reported to the operating team.

Validated files are transposed into a common master structure, enriched with traceable sequence identifiers and processing dates, and updated when a newer valid submission arrives. The workflow maintains a seven-year rolling history. After business pre-validation, current-quarter records are transformed for the enterprise data warehouse, with duplicate records excluded from the load.

The result

The engagement created a controlled path from dealer communication through validated master data and data warehouse ingestion. Submission events and processed emails are logged for tracking, invalid files follow a defined resubmission route, and human approval remains in place before financial data is loaded for downstream reporting.