Automation of Document Workflows for Vehicle Rental and Repair Ecosystem

The client manages a network of vehicle rentals, insurance claims, and body shops using manual processes in spreadsheets, leading to inefficiencies, security concerns, and limited scalability. They need an automated, secure, and scalable system to manage contracts, incidents, invoices, and reports, enabling rapid onboarding of new partners and improved operational workflows.

A mid-sized vehicle rental company focusing on electric vehicles, collaborating with insurance providers and body repair shops across the country.

• Develop a secure, web-based platform to automate workflows such as contract creation, incident logging, invoicing, and reporting across partners.
• Implement a scalable architecture to handle large data volumes with flexibility for future expansion.
• Ensure strict security measures, including role-based access control and separation of sensitive data.
• Facilitate secure, tokenized user authentication via dynamic, one-time links sent through SMS and email.
• Enable integration with external services for SMS notifications, email communications, invoicing, and payment processing.
• Deliver an initial minimum viable product within a 2-month timeframe to support business expansion and new partnerships.

• Contract creation, editing, and management with partner access.
• Incident logging and management for vehicle repairs and claims.
• Automated invoice generation and processing integrated with external billing services.
• Report generation for operational and financial insights.
• User authentication via secure, dynamic links sent through SMS and email.
• Role-based access control for different partner levels (renters, insurance agents, body shops).
• Secure storage and separation of personal user data from financial and insurance data.

• Twilio for sending SMS notifications
• SendGrid for email communication
• Invoicing systems (e.g., Visma)
• Payment gateways (e.g., Stripe, QuickPay)

• Scalability to process large data volumes and support increased partner networks
• High security standards to protect sensitive financial and personal data, including role-based access controls
• Performance optimization for real-time notifications and reporting
• Easy maintenance and extendability of the microservices-based architecture

Implementation of the automated, secure document workflow platform will significantly improve operational efficiency by reducing manual tasks, enhance data security, and enable rapid onboarding of new partners. The project aims to deliver a minimum viable product within two months, positioning the client for business growth and new partnership opportunities, similar to the successful outcomes observed in comparable initiatives.