Documentation collection and validation

Purpose

1.1. Automate collection and validation of customer, vehicle, and financial documents for Alfa Romeo vehicle sales, enabling secure gathering, identity verification, compliance checks, and document storage.
1.2. Ensure all regulatory, financing, and internal compliance documents are accurately collected, validated, and processed from multiple stakeholders—customers, banks, and internal departments.
1.3. Reduce manual errors and processing time for loan, lease, purchase, and administrative paperwork, maintaining seamless workflow and audit trails.

Trigger Conditions

2.1. New sales order created in dealership management system (DMS).
2.2. Finance or lease application submitted via website or showroom kiosk.
2.3. Customer appointment scheduled for document submission or test drive.
2.4. Compliance review triggered for regulatory or financing requirements.
2.5. Internal audit or periodic document validation schedule initiated.

Platform Variants

3.1. DocuSign
• Feature/Setting: API integration for envelope creation; trigger automatic send for e-signatures on deal documents.
3.2. Microsoft Power Automate
• Feature/Setting: Automated flow to route documents from email attachments to compliance review.
3.3. Google Drive API
• Feature/Setting: Auto-create customer folders and upload scanned documents from intake sources.
3.4. Box API
• Feature/Setting: Assign access permissions and auto-tag documents by type (license, proof of income, insurance).
3.5. Twilio SMS
• Feature/Setting: Send SMS reminders with secure upload links for missing documents.
3.6. SendGrid
• Feature/Setting: Dispatch templated email requests for outstanding document submission.
3.7. Salesforce
• Feature/Setting: Auto-create tasks when documents are incomplete; sync uploaded documents to opportunity records.
3.8. HubSpot
• Feature/Setting: Workflow to prompt sales agents when customer documents are pending validation.
3.9. AWS Textract
• Feature/Setting: Extract data fields (name, address, vehicle VIN) from scanned PDFs for automatic data entry.
3.10. Zapier
• Feature/Setting: Transfer files from DMS uploads to compliance folder and trigger parallel validation workflows.
3.11. Adobe Acrobat Sign
• Feature/Setting: Initiate digital signature flow and attach completion certificate to documentation records.
3.12. OneDrive API
• Feature/Setting: Sync uploaded documentation with internal financial system folders.
3.13. Workato
• Feature/Setting: Orchestrate multi-app workflows combining CRM, storage, and finance systems.
3.14. Slack
• Feature/Setting: Alert finance team with Slack bot on document upload failures or mismatches.
3.15. Dropbox Business API
• Feature/Setting: Securely collect large document sets; restrict folder sharing to specific teams.
3.16. Monday.com
• Feature/Setting: Generate automated checklist for each new customer, updating item status as documents arrive.
3.17. Pipedrive
• Feature/Setting: Track document receipt/status via deal stages automatically updated from external inputs.
3.18. IBM Cloud Functions
• Feature/Setting: Serverless validation of document format and compliance flags before storage.
3.19. Smartsheet
• Feature/Setting: Real-time dashboards displaying documentation progress for all active transactions.
3.20. Azure Logic Apps
• Feature/Setting: Centralized triggers to collect, validate, and store documents from API, web forms, and email uploads.

Benefits

4.1. Accelerated document processing, shortening sales and financing cycles.
4.2. Lower error rates and reduced compliance risks through automated consistency checks.
4.3. Real-time status visibility for staff and customers; improved transparency.
4.4. Enhanced customer experience, fewer manual follow-ups, and automated reminders.
4.5. Secure, centralized document storage ensuring audit readiness and regulatory compliance.