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.