Motor industry firm automates data collection and transformation

The customer

The customer is a provider of administrative and operational support services to more than 200 motor vehicle dealerships across Australia. With data sourced from multiple systems and vendors, the business handles large volumes of information each month, requiring efficient, scalable processes to ensure accuracy and consistency.

Challenge:

Each month, the company must consolidate data from over 200 motor vehicle dealerships, with files sourced from a variety of systems and vendors. These inputs arrive in inconsistent formats, requiring transformation and validation before they can be used for reporting and analysis.

Previously, the process relied on a script-based solution maintained by the IT team, making it difficult for business users to understand or adjust the workflow. As dealership numbers grew, scaling the process became increasingly time-consuming and fragile, with every new dealership requiring manual updates to the codebase. The orchestration of tasks was largely manual, increasing the risk of errors, missed steps, and inconsistencies in month-to-month results. The business needed a more scalable, transparent solution that could be owned and managed directly by operational teams.

Solution:

To replace its manual, IT-dependent process, the company implemented a rules-based automation solution using Solvexia. The system consolidates incoming files from over 200 dealerships, applies data transformations, and performs comprehensive validation checks—all based on a structure that can be fully managed by the business team.

At the heart of the solution is a simple Excel-based rules table where users define how to align, transform, and validate incoming data. This gives the business full control and eliminates the need for IT intervention. New dealerships can be added in minutes by updating the rules table, while automated orchestration ensures every step is completed accurately and in the correct sequence. A working prototype was delivered in just two weeks, with the full solution capable of handling over 10 million records and running in under three minutes.

Results:

With the automation in place, the company achieved an 80% reduction in manual effort and significantly improved the consistency of its monthly data processing. More than 40 steps are now fully automated, including 10+ unique validation checks and 20+ transformation rules—all executed seamlessly and without manual oversight.

By shifting ownership of the process to the business, the solution has reduced total cost of ownership, removed IT bottlenecks, and made it easy for non-technical users to scale the process as needed. The result is a faster, more reliable, and highly scalable data pipeline, ensuring dealership data is ready for analysis, reporting, and decision-making—on time, every month.