Leasing: Automated Payment Validation

The client we worked with is one of the largest leasing companies in Poland. Each month, they handled up to 20,000 documents, processed by a 30-person team. That’s a massive workload, involving hours of manual effort and a high risk of human error.

Before we dive into the implementation and results, let’s take a closer look at the process itself.

Validating initial lease payments is a crucial step in the financing workflow. Traditionally, it requires manually checking client payments, matching them to lease agreements, and verifying that the amounts are correct. With high transaction volumes, this process quickly becomes time-consuming, costly, and prone to mistakes.

Let’s take a closer look at the solution that used the SensID platform to address the challenges presented by the client.

Step 1. System integration and data collection

Automation begins with streamlining the data gathering process. Through API integrations, SensID retrieves data from multiple sources:

• Information contained in client contracts

• Bank transaction data

• Current exchange rates

By integrating these systems, SensID can automatically collect and update data, eliminating the need for manual input and minimizing the risk of errors.

Step 2. AI model linking cases with payments

One of the key tasks SensID can automate is document matching. Within a single case or client account, multiple documents may be generated and received, sharing a common reference point such as a case number.

The deployed model uses transaction data (description, sender, or any other information defined during the process mapping phase) along with case-related data (e.g., tax ID, contract number, amount, title). By cross-referencing these two separate data categories, SensID matches incoming payments with the correct cases. This removes the need for employees to manually search through documents and compare information.

Step 3. Payment amount validation

An additional step in this model is verifying payment amounts. This involves comparing the required amount with the actual transaction data. The system is configured to flag potential overpayments or underpayments using a dedicated validation method.

We refer to this capability within SensID as business logic.

Step 4. Data transfer to the sales system

The final stage of the WOL automation process is transferring payment data into the system responsible for transaction registration and monitoring.

Using API integrations, SensID sends the relevant information directly. This process also incorporates the AI Assistant, which further relieves employees of manual data entry. The Assistant populates the sales system with collected information, shifting the employee’s role to overseeing and approving the Assistant’s work.

The goal of implementing the above-described automation process was to achieve several key objectives:

• Shorter payment processing time – payments are recorded and matched to contracts much faster. This allows more cases to be handled in the same amount of time.
• Error reduction – eliminating manual data entry significantly reduces mistakes that could result in financial losses.
• Increased work efficiency – the entire process occurs automatically, leading to a shift in employee competencies.
• Better customer service – quickly assigning payments to leasing contracts results in fewer inquiries and complaints. Employees can proactively act, suggesting better solutions to clients or improving the overall service standard.

Automating initial leasing payments is a way to accelerate accounting processes, eliminate errors, and improve efficiency. By integrating systems, intelligently matching payments, and supporting users in data analysis, leasing companies can significantly streamline their financial operations.

To schedule a meeting during which 4Semantics experts will help map your process and prepare for platform implementation, contact us using the form below.