Contract and Document Workflow Automation: Task Manager + Intelligent Documents

This solution addresses the real challenges companies face in managing documents and concluding agreements with clients. It is built on proven components already used by our customers, while taking organizations to the next level of hyperautomation – with greater control, transparency, and operational speed.

Application in the Leasing Industry

The leasing industry is entering an era in which, from the client’s perspective, concluding leasing agreements becomes simple, and the opportunities to streamline this process are now widely available to leasing companies. This shift is driven in part by amendments to the regulations that came into force on July 13, 2025 – changes that enable broader use of electronic form in leasing contracts and simplify the formal requirements related to document signing.

However, the contract conclusion stage involves more than just signing and verifying the completeness of the collected signatures. It also includes additional documents and processes, such as:

handling purchase invoices

processing compensations

managing own and third-party insurance policies

corporate documentation: company agreements, new entries in the National Court Register (KRS)

analysis of initial fees.

Fintin provides your team with ready-to-use implementation processes that are fully measurable and auditable. Thanks to the use of artificial intelligence, these processes are fully automated, enabling a significant reduction in contract activation time and minimizing the risk of errors.

What Needs Do We Address?

Fintin’s Task Manager solution combined with sensID’s Intelligent Documents module is designed to improve key areas of document processing within organizations. It addresses challenges related to automation, data completeness, and process transparency. We focus on three main areas:

Handling “Traditionally” Signed – Paper Documents

Many organizations struggle with classifying and verifying the completeness of documents that were signed in the traditional way and delivered as electronic files (e.g., scans). When done manually, this process carries a high risk of errors and requires significant effort. By using sensID technology embedded in the Intelligent Documents module, Fintin automates these tasks, supporting users in their daily work and ensuring compliance with applicable standards.

Automatic document classification

Completeness assessment based on predefined rules

Efficient Handling of Missing Documentation

Gaps in documentation are a common issue in relationships with clients and business partners. Detecting and filling these gaps can significantly extend process completion times. With our solution, it is possible to quickly identify missing elements and automatically route cases to the right people or systems.

Automatic detection of missing documents or data

Integration with the Task Manager system

Real-time tracking of completion status

Process Monitoring and Workflow Optimization

During contract conclusion and in subsequent stages of customer service, transparency and process standardization are crucial. Thanks to integration with the BPM engine and decision rules (DMN), Fintin enables real-time process monitoring and continuous optimization in line with the company’s policies.

Implementation and enforcement of business rules

Real-time process tracking

Ability to analyze and optimize based on actual operational data

How Does Our Solution Work?

The activation module operates on a modern, automated workflow that integrates multiple elements of the process – from case initiation to completion. The entire system is fully scalable, flexible, and ready to integrate with your existing IT environment. Here’s a simplified overview of how it works:

1. Case Initiation

The process can start within our system – for example, in the Advisor Panel – or be registered in Task Manager, created from email correspondence, or launched through ready-made integrations with third-party systems. The tool provides a flexible approach, ensuring smooth integration with the client’s existing system architecture.

2. Rules Activation and Document List Generation

The case moves to Fintin’s process module, where – based on rules defined in the DMN decision engine – a list of required documents and a set of attributes necessary for further processing are generated. By leveraging the decision engine, we can adapt any business rules and meet the specific procedural requirements of the financing institution.

3. Document Processing in sensID

In the next step, the submitted documents are transferred to sensID – the module responsible for intelligent data processing. The system:

classifies documents according to predefined categories,

assesses their completeness in the context of the specific case,

extracts key data required for the subsequent stages of the process,

supports handling of documents such as invoices, insurance policies, vehicle registration certificates, company agreements, and National Court Register (KRS) entries.

4. Feedback and Next Steps

Based on the processing results, the system receives feedback on the status of the documentation. If the documents are complete and compliant, the process continues automatically. In cases of missing items or the need for manual intervention, the case is sent to the task queue in Task Manager – along with full context and all necessary materials.

All information about missing items is structured, auditable, and reported. This enables back-office teams to analyze required process changes for continuous improvement or highlight issues to business partners so that all parties can work toward eliminating them.

With this solution, companies can significantly reduce case handling time, minimize the number of errors, and increase process transparency – all while leveraging the full potential of hyperautomation.

What Do You Gain from Implementation?

The solution delivers tangible operational and strategic benefits – both for individual teams and the entire organization. Through automation and intelligent data processing, it is possible to significantly improve the efficiency of business processes.

1. Reducing leasing activation time by up to 70%

By leveraging AI for the automatic processing and verification of documents (e.g., purchase invoices, internal and external insurance policies, company agreements, new entries in the National Court Register), the financing activation process becomes much faster. The system identifies missing items, verifies data accuracy, and sends complete document packages to operational systems – without the need for manual document review.

2. Consistent, digital document flow

Whether documents arrive via email, dealer systems, client portals, or in physical form – they are instantly digitized and routed to the correct stage of the process. A single, unified digital workflow based on Fintin’s Task Manager ensures consistency, eliminates errors, and enables process auditability.

3. Increased scalability of your portfolio

Eliminating operational bottlenecks shortens handling time and allows your team to process more leasing cases within the same timeframe – while maintaining high service quality, even at scale. For the client, this means fewer interactions and corrections, faster financing confirmation, quicker delivery of cars, machines, or equipment, and increased loyalty and likelihood of repeat transactions.

Ready-to-Use Components, Fast Implementation

The module is built on existing implementations and proven components of the Fintin platform. This makes it possible to deploy the solution quickly, even in complex environments, with integration to external systems via API/MQ.

The solution is based on a microservices architecture, the Camunda rules engine, and the Fintin-docs document repository – ensuring flexibility and ease of adaptation.

Who Is This Solution For?

The activation module is designed for organizations that handle large volumes of cases and must ensure high-quality documentation in contract execution processes. It is ideal wherever speed, data completeness, and compliance with procedures are critical.

The solution is particularly beneficial for financial institutions working daily with both individual and business clients. It is especially effective for leasing and insurance companies, where fast and accurate document and decision verification is essential.

A New Standard in Document Handling

Implementing the activation module is a powerful response to challenges related to document workflows and contract execution. It offers a complete, scalable approach that combines automation, quality control, and full integration with your processes.

See it in action – book a demo or talk to us about implementing it in your organization.