From acquisition to sale of a damaged vehicle - in one application
How Svetkom and BizIT brought the entire damaged-vehicle sales process - from receiving a case to signing and archiving - into a single digital solution, using AI where it added real value.
"BizIT first understood our entire process and worked with us to turn it into a solution that is being developed in phases. We now enter data only once; documentation is generated automatically, sent for digital signature and stored in our Microsoft environment. We particularly value the hybrid approach because our own team learned alongside the development. We are now introducing artificial intelligence wherever it makes sense, bringing significant time savings and fewer opportunities for error."
Challenge
Svetkom manages the entire process of selling damaged vehicles for insurers, bringing together the insurer, the seller, the buyer, logistics partners and vehicle registration authorities. As volumes grew, tracking in Excel became unsustainable: the same data was entered into records, contracts, authorisations and e-mails.
Documents were prepared from templates and sent by post, then scanned and filed again once signed. Information about each vehicle's stage in the process was scattered across different tools, while many clients still had to have signatures certified by a notary or administrative office.
KEY CHALLENGES
- entering the same data repeatedly into different tools,
- manual preparation of contracts, authorisations and other documents,
- documentation scattered across e-mail, post and folders,
- manual scanning and filing of signed documents,
- limited visibility of the stage of each case,
- manual re-entry of data from incoming documents.
Solution
The application guides users through the entire case: the vehicle, seller and insurer, buyer, documentation and collection, ownership transfer, payments and closure. Data, documents and statuses are all in one place.
Documentation is generated automatically, sent for signature via mSign and, once signed, stored in SharePoint. The solution validates entries (VIN, EMŠO, IBAN), sends notifications at key steps and provides a statistical overview of cases.
FROM DOCUMENTS RECEIVED TO CASE CLOSED
- OCR and AI data extraction: documents are read and AI extracts the required data about the vehicle, owner and case.
- Case folder: a case folder is created automatically according to predefined rules and all related documents are uploaded to it.
- Verification on eUprava: the accuracy of the extracted data is checked on the eUprava portal.
- Confirmation in the application: the case manager reviews the data and confirms that it is correct.
- Document generation: the case manager triggers preparation of the contract, powers of attorney and other case documentation.
- Signing via mSign: the flow sends the documentation to all signatories for remote digital signing.
- Payment via eBanka: once all signatures have been collected, a file is prepared for import into eBanka and payment processing.
- Thank-you message and survey: a thank-you message and satisfaction survey are sent automatically.
Artificial intelligence in the process. Key documentation arrives as a scan or PDF. The solution identifies vehicle and owner data and enters it into the form automatically; the employee only needs to review and confirm it. We introduce AI only once the process is structured, with human review built in.
Hybrid development. BizIT developed the solution, while members of Svetkom's team developed their knowledge of Power Platform during the project.
Impact
- Less duplication and data re-entry.
- Automatic document generation from case data.
- Remote digital signing - no trip to a notary and no physical post.
- Traceable documentation in Microsoft 365.
- A clear view of the case stage and responsibilities.
- A foundation for further integrations and automation.
How we worked
This project also followed our proven approach: process mapping and a solution prototype, approved by the client before development began.
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