The challenge
Coopecaja's onboarding flow ran across three disconnected legacy systems. The front-office team re-keyed the same information three times, waited on overnight batches between steps, and chased document verification by hand. Average time to activate a membership was 14 business days, with a rising error rate and a complaints queue piling up.
The approach
We started with a two-week process-engineering sprint: shadowing the front-office team, analyzing event logs from the core banking system, and designing a BPMN target state that removed four redundant steps. From there, a UiPath RPA solution automated data entry across the three systems, queued document verification, and surfaced real-time status to both the member and the internal team.
The solution
Bots built in UiPath Studio and orchestrated by UiPath Orchestrator, with an exception queue handled by a dedicated operator. Document verification integrated with the cooperative's existing provider. A lightweight Next.js page gave members and branch staff real-time visibility into every application.
The outcome
End-to-end onboarding went from 14 business days to same day for 87% of cases. Manual re-keying across the three systems fell sharply on the automated flow. The front-office team was reassigned from data capture to member advisory, with no layoffs. A 12-month managed-services contract keeps the automation healthy.
“SabanaTech didn't just build us a bot. They redesigned the process and owned the outcome.”
Lessons
The hardest part wasn't the bot. It was redesigning the verification handoff with the external provider.