Client Overview
A leading Midwest-based construction company, ranked in ENR's top 400 contractors, faced challenges with manual data entry processes between their modern construction management platform and traditional ERP system.
The Challenge
The client utilized Procore's advanced SaaS-based construction management software, including the Project Financials module, to manage their subcontractor relationships, contract changes, and invoice approvals. However, they faced several critical challenges:
- All approved financial data from Procore needed to be manually re-entered into their ERP/Accounting system
- Their on-premises ERP system lacked modern integration capabilities, specifically REST APIs
- The manual process created delays in data availability and increased the risk of entry errors
- Staff time was being consumed by repetitive data entry tasks
Solution Implementation
Calance developed a comprehensive RPA (Robotic Process Automation) solution to bridge the technology gap between the client's systems. The solution included:
Automated Data Entry Bots
- Custom-designed RPA bots to handle routine data entry tasks
- Automated processing of purchase orders, change requests, and invoices
- Intelligent data mapping to ensure accurate information transfer between systems
Real-Time Integration Framework
- Implementation of Procore webhook listeners to detect system events
- Automated data retrieval triggered by specific actions (e.g., change order approvals)
- Real-time data synchronization between Procore and the ERP system
Technical Innovation
The solution demonstrated significant technical innovation by:
- Overcoming the ERP system's integration limitations without requiring system modifications
- Creating a reliable automated bridge between modern SaaS and legacy systems
- Implementing real-time data synchronization without traditional API integration
Results and Benefits
Operational Improvements
- Eliminated manual data re-entry requirements
- Achieved real-time data synchronization between systems
- Reduced the risk of human error in data entry
Business Impact
- Increased staff productivity by automating routine tasks
- Improved data accuracy and consistency across systems
- Enhanced financial visibility with real-time data availability
- Reduced processing delays in financial operations
Key Success Factors
- Deep understanding of construction industry processes
- Expertise in both modern SaaS platforms and legacy ERP systems
- Innovative application of RPA technology to solve integration challenges
- Seamless implementation with minimal disruption to existing operations
Technology Stack
- Procore Construction Management Software
- Legacy On-Premises ERP System
- Custom RPA Solution
- Webhook Integration Framework
Conclusion
Through innovative use of RPA technology, Calance successfully automated critical business processes for a major construction firm, eliminating manual data entry while achieving real-time system integration. This solution demonstrates how modern automation techniques can bridge the gap between contemporary and legacy systems, delivering immediate operational benefits without requiring extensive system modifications.