Case Study Category: I need Camunda Experts

Automating Billing and Invoicing for Logistics Operations

Shipping & Logistics

Automating Billing and Invoicing for Logistics Operations

Client Overview

Leading Shipping & Logistics Company
The client operates an extensive network of distribution hubs, warehouses, and transportation routes. Their operations involve complex workflows, including traffic flow management, labor allocation, and compliance with diverse regional regulations. As part of their modernization initiative, they sought to automate their billing and invoicing processes while optimizing operational efficiency.
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Several Challenges Faced

Process Automation and Robot Coordination

Inaccurate Billing

Manual processes led to frequent errors in invoices for drivers, dock workers, and temporary staff, causing disputes and delayed payments.

Inefficient Traffic Flow

Congestion at distribution hubs resulted in delays and reduced throughput.

Complex Cost Allocation

Assigning costs for labor, equipment, and interrupted services was labor-intensive and lacked transparency.

Regulatory Compliance

Ensuring adherence to state-specific and federal logistics regulations required significant manual effort and frequent audits.

Solution

Implementation of a Integrated, Technology-Driven Solution
To address these challenges, the client implemented an integrated, technology-driven solution focused on mobile tracking, activity-based costing, and compliance automation. The key components of the solution included:
Mobile Tracking Integration
A mobile tracking system was developed and integrated with the client’s Transportation Management System (TMS). This allowed for real-time monitoring of vehicles, equipment, and labor activities. Key features included:

Dynamic Traffic Flow Management

Optimized inbound and outbound traffic patterns to reduce bottlenecks and improve turnaround times at distribution hubs.

Geo-Fencing for Task Allocation

Ensured tasks and costs were allocated based on geographic locations, complying with local regulations.

Real-Time Notifications

Provided instant alerts for disruptions, such as vehicle breakdowns or weather-related rerouting, enabling proactive adjustments.
Activity-Based Costing
An advanced activity-based costing model was implemented to improve billing accuracy. Features included:

Labor Cost Tracking

Monitored hours and tasks completed by drivers, dock workers, and temp staff.

Equipment Utilization Metrics

Calculated costs for forklifts, trailers, and other equipment based on usage and depreciation.

Dynamic Invoice Adjustments

Automated adjustments for interrupted services, such as partial deliveries or delays, with detailed breakdowns for clients.
Compliance and Audit Automation
The solution ensured full compliance with labor and logistics regulations while reducing the administrative burden of audits:

Billing Reconciliation

Generated detailed audit trails for all tasks and expenses, improving transparency.

Regulatory Adherence

Automatically adjusted workflows to comply with hours-of-service (HOS) rules and other relevant regulations.

Compliance Reports

Delivered real-time reports to internal and external stakeholders, reducing manual intervention.

Result

Significant Operational and Financial Benefits

  • Optimization efforts resulted in licensing costs reduced.
  • System became more efficient, cost-effective, and easier to manage.
  • Automation goals were achieved, improving the overall workflow and adherence to regulations.

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Empowering a Global Financial Leader by Migrating to Camunda

Financial Services

Empowering a Global Finanical Leader by Migrating to Camunda

Challenge

Scalability, Modernization, and Time Constraints

The client, one of the largest financial institutions in the world, relied on a homegrown BPMN engine to manage 37 highly complex processes, each averaging over 100 activities. Over time, their legacy system became a bottleneck to innovation, as it lacked the scalability, adaptability, and modern features required in a competitive financial landscape.

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Complex Process Landscape

Processes integrated with custom connectors, rules, JavaScript, Groovy, Drools, and decision-making logic.

Time Constraints

An initial estimate of 3.7 years for a manual migration threatened to delay the client’s strategic initiatives.

Modernization Needs

Transitioning to Camunda’s modern architecture while maintaining operational consistency.

Refactoring Requirements

Optimizing processes to align with Camunda’s scalable, developer-friendly standards.

Solution

Effortless Migration with CapBPM’s Exodus Tool
CapBPM deployed its industry-leading migration tool, Exodus, to address these challenges and accelerate the transition to Camunda. Exodus enabled the client to migrate seamlessly from their homegrown system while optimizing their processes for modern workflows.

Process Migration and Refactoring

Automated the transformation of 37 complex BPMN processes, ensuring compatibility with Camunda’s architecture and optimizing for performance.

Rules and Decision Table Conversion

Updated decision-making logic to align with modern DMN standards, enhancing transparency and usability.

Connector and Script Modernization

Migrated custom connectors and refactored scripts in JavaScript, Groovy, and Drools for improved efficiency and compliance.

Comprehensive Testing

Delivered end-to-end validation to ensure all migrated processes were accurate and consistent with the legacy system.

Accelerated Delivery

Completed the entire migration and refactoring process in just 5 months, a dramatic improvement over the original 3.7-year estimate.

Result

Transformative Results Through Expert Migration

CapBPM’s expertise and the Exodus tool enabled the client to:

Successfully transition 37 processes from a homegrown BPMN engine to Camunda in 5 months, including extensive refactoring to modernize workflows.

Gain a flexible, scalable, and future-proof process automation platform.

Achieve operational consistency, ensuring seamless integration with existing systems and delivering improved agility. The migration empowered the client to adopt modern best practices, reducing technical debt and enabling faster time-to-market for their financial products and services.

CapBPM at a Glance

Expertise and Innovation

Capital BPM is a trusted leader in Camunda-based process automation and migration solutions, delivering exceptional results for clients worldwide. With cutting-edge tools, certified expertise, and a proven track record, CapBPM ensures seamless transitions and outstanding outcomes for even the most complex projects.

Proprietary Tool – Exodus

Designed specifically for seamless BPMN migrations, Exodus enables rapid, efficient transitions while optimizing workflows for modern platforms. This tool simplifies the migration process, significantly reducing time and cost for clients.

Certified Platinum Partner:

Recognized as the 2024 Regional Partner of the Year for the Americas, CapBPM’s Platinum Partner certification underscores its commitment to excellence and leadership in the industry.

Proven Expertise

CapBPM guarantees exceptional results, accelerated project timelines, and measurable success. With a portfolio of referenceable success stories from global leaders, CapBPM is the trusted choice for companies looking to modernize and scale their operations.

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Overcoming Camunda 7 Migration Challenges

Overcoming Camunda 7 Migration Challenges

Challenge

Equivalence, Time, and Cost Challenges

The client relied on a legacy Camunda 7 environment to run mission-critical business processes, including 21 complex workflows with approximately 20 activities each. These processes incorporated custom scripts, DMN tables, Java delegates, Groovy, and JavaScript scripts, along with BPMN elements. The client needed to transition these processes to the modern Camunda 8 platform to embrace cloud-native scalability and composability.

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  • Ensuring equivalence between Camunda 7 and Camunda 8 outputs.
  • Migrating complex processes in just 60 days to avoid business disruption.
  • Reducing the high cost and effort of manual migration (estimated at seven months).

Solution

Seamless Process Transition with Exodus
CapBPM deployed Exodus, a proprietary, automated migration tool, to seamlessly transition the client’s processes to Camunda 8. Key steps included:

Process Conversion

Client operates large storage warehouses. Client needs to automate warehousing operations efficiently to improve productivity and minimize errors.

Testing Framework

Ensured equivalence by validating outputs using 50 randomly selected test cases.

Delegate and Listener Migration

Transitioned Java and Groovy delegates to asynchronous, event-driven job workers.

Accelerated Delivery

Leveraged Exodus to complete the majority of the migration in just 10 days, dedicating the remaining time to rigorous testing.

Result

Efficient Migration Success

Through a collaborative effort between the client and CapBPM:

The entire migration was completed in 30 days, far exceeding expectations.

All outputs from Camunda 7 and Camunda 8 were validated as identical, ensuring zero disruption to operations.

The client achieved a scalable, cloud-native, and future-proof architecture with Camunda 8. CapBPM’s expertise and Exodus tool enabled the client to meet their aggressive timeline with guaranteed success, ensuring their continued business growth and efficiency.

CapBPM at a Glance

Expertise and Innovation

Capital BPM is a trusted leader in Camunda-based process automation and migration solutions, delivering exceptional results for clients worldwide. With cutting-edge tools, certified expertise, and a proven track record, CapBPM ensures seamless transitions and outstanding outcomes for even the most complex projects.

Proprietary Tool – Exodus

Designed specifically for seamless BPMN migrations, Exodus enables rapid, efficient transitions while optimizing workflows for modern platforms. This tool simplifies the migration process, significantly reducing time and cost for clients.

Certified Platinum Partner

Recognized as the 2024 Regional Partner of the Year for the Americas, CapBPM’s Platinum Partner certification underscores its commitment to excellence and leadership in the industry.

Proven Expertise

CapBPM guarantees exceptional results, accelerated project timelines, and measurable success. With a portfolio of referenceable success stories from global leaders, CapBPM is the trusted choice for companies looking to modernize and scale their operations.

CapBPM combines innovation, reliability, and industry-leading expertise to help organizations achieve their strategic goals with confidence.

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Transforming Insurance Workflows through Seamless Migration​

We worked with a national leader in the insurance industry to successfully migrate them from…
Insurance

Transforming Insurance Workflows through Seamless Migration

The Heroes

Leading Insurance Provider’s Technical and Business Leaders

A prominent insurance provider relied on a legacy IBM BPM system to manage 17 critical workflows, each averaging 97 activities.

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The Challenge

Complexity, Time, and Optimization Challenges

Choose the right expertise—onshore, offshore, or embedded architects—to optimize your workflow automation.

These workflows spanned key business operations such as:
  • Policy Issuance
  • Claims Processing
  • Underwriting Approvals
  • Renewals and Cancellations
  • Fraud Detection and Prevention
  • Customer Service Requests
  • Regulatory Compliance and Reporting
The challenges they faced included:

Migration Complexity

Transitioning high-volume, intricate workflows without disrupting ongoing operations.

Time Constraints

The internal estimate for completing the migration was 2.4 years, posing a risk of delayed modernization.

Modernization Needs

Shifting to the modern, scalable Camunda BPM platform to enhance agility and efficiency.

Process Optimization

The need to refactor workflows to leverage Camunda’s advanced capabilities fully.

Solution

Streamlined Migration with Exodus
CapBPM deployed its proprietary migration tool, Exodus, to facilitate a seamless migration from IBM BPM to Camunda. By automating key processes and focusing on optimization, CapBPM delivered a tailored solution that exceeded client expectations.

Workflow Migration and Optimization

Automated the migration of all 17 workflows while refactoring them to align with Camunda’s modular and cloud-native architecture.

Script and Rule Transition

Migrated complex decision rules, business logic, and custom scripts, ensuring compatibility and improved maintainability.

Rigorous
Validation

Performed end-to-end testing to guarantee consistent results and seamless performance after the migration.

Accelerated
Delivery

Reduced the projected timeline from 2.4 years to just 6 months, including process refactoring to enhance performance and scalability.

Result

Efficient Migration Delivering Scalable Results

CapBPM’s collaboration with the insurance provider resulted in:

  • The successful migration of 17 critical processes, averaging 97 activities each, in just 6 months.
  • Enhanced operational efficiency with fully optimized workflows and a modern BPM platform.
  • Seamless adoption of Camunda, enabling scalability, composability, and a future-proof architecture.
  • Reduced technical debt and faster time-to-market for insurance products and services, positioning the organization for continued growth and adaptability.

CapBPM at a Glance

Expertise and Innovation

Capital BPM is a trusted leader in Camunda-based process automation and migration solutions, delivering exceptional results for clients worldwide. With cutting-edge tools, certified expertise, and a proven track record, CapBPM ensures seamless transitions and outstanding outcomes for even the most complex projects.

Proprietary Tool – Exodus:

Designed specifically for seamless BPMN migrations, Exodus enables rapid, efficient transitions while optimizing workflows for modern platforms. This tool simplifies the migration process, significantly reducing time and cost for clients.

Certified Platinum Partner

Recognized as the 2024 Regional Partner of the Year for the Americas, CapBPM’s Platinum Partner certification underscores its commitment to excellence and leadership in the industry.

Proven Expertise

CapBPM guarantees exceptional results, accelerated project timelines, and measurable success. With a portfolio of referenceable success stories from global leaders, CapBPM is the trusted choice for companies looking to modernize and scale their operations.

CapBPM combines innovation, reliability, and industry-leading expertise to help organizations achieve their strategic goals with confidence.

Start Your Business with AI?

Are you ready for BPM consulting services, process automation, and business process management,? Contact us today to learn more about our services.
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Transforming Warehouse Operations with Automated Billing and Activity-Based Costing

Warehousing

Transforming Warehouse Operations with Automated Billing and Activity-Based Costing

Client Overview

High-Volume Warehouse Operation
The client faced significant challenges in managing billing and invoicing processes for a dynamic workforce and equipment-intensive environment. With fluctuating demand, seasonal peaks, and a mix of permanent and temporary staff, the client sought a solution to improve billing accuracy, optimize cost allocation, and ensure compliance with labor and safety regulations.
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Several Challenges In Place

Several Challenges In Place

Demand Fluctuations:

Seasonal peaks and troughs in operational output created variability, making it challenging to align labor and equipment costs with revenue.

Compliance and Reporting:

Adhering to labor laws, safety standards, and operational regulations required extensive documentation and manual reporting, increasing administrative overhead.

Dynamic Workforce Management:

The warehouse relied heavily on temporary staff alongside permanent employees. Tracking hours, roles, and activities across shifts manually led to frequent errors and inefficiencies in the billing process.

Equipment Usage Monitoring:

The operation involved numerous machines, each with unique maintenance, depreciation, and utilization costs. Manual allocation of equipment-related expenses to specific tasks or shifts was error-prone and time-consuming.

Solution

Implementation of New Billing and Costing System
To address these challenges, the client implemented an IoT-enabled billing and activity-based costing system designed to streamline processes and improve operational efficiency. The solution included the following components:

IoT Integration for Real-Time Data Collection

  • IoT sensors were deployed across the warehouse to monitor equipment usage, task completions, and workforce activity.
  • Real-time data was aggregated into a centralized system, providing granular insights into performance metrics for each shift and resource utilization.

Role and Activity-Based Cost Allocation

  • An intelligent system processed IoT data to dynamically allocate costs based on roles, shift activities, and equipment usage.
  • Activity-based costing models ensured that every operational expense was mapped directly to specific tasks or outputs, improving billing precision.

Predictive Maintenance and Resource Prioritization

  • Predictive analytics identified potential equipment failures, enabling proactive maintenance to reduce downtime..
  • Staffing and resource allocation algorithms were optimized for peak demand periods, ensuring operational efficiency without incurring excessive costs.

Automated Compliance Reporting

  • Detailed compliance reports were generated automatically, ensuring adherence to labor laws and safety standards.
  • Comprehensive audit trails were maintained, reducing the manual effort required for regulatory reporting.

Result

Seamless Integration with Existing Systems

Enthusiasm displayed by Client. Genuinely thrilled about substantial progress achieved in such a short time.

AI-Driven Demand Forecasting:

Leveraging machine learning to predict seasonal peaks and proactively adjust staffing and resource allocations.

Blockchain Integration:

Ensuring secure, transparent invoicing and payment tracking for all stakeholders.

Advanced Analytics:

Utilizing operational data to drive continuous process improvements and identify further cost-saving opportunities.

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Warehousing Client Improving Business

Warehousing and Distribution

Warehousing Client Improving Business

The Champions

Client’s Team and Decision Makers: Leading Strategy and Innovation

Discover the experienced professionals and decision-makers who drive innovation, strategy, and successful Camunda implementations within our team.

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The Champions

Process Automation and Robot Coordination

Client had two different challenges presented to the CapBPM team.

Automation:

Client operates large storage warehouses. Client needs to automate warehousing operations efficiently to improve productivity and minimize errors.

Robot Coordination

Client uses robots for various tasks. Need to orchestrate these robots effectively. Includes extracting totes from rigs, placing on conveyors, and controlling movements.

Solution

Camunda to the Rescue
Choose the right expertise—onshore, offshore, or embedded architects—to optimize your workflow automation.
Leverage Camunda to orchestrate, automate, and optimize your business processes efficiently
Employ BPMN for robot coordination and integrate expert system for precise robot control.
CapBPM provides support and training to enhance command expertise.

Result

A More Smooth, Efficient Operation

Enthusiasm displayed by Client. Genuinely thrilled about substantial progress achieved in such a short time.

Seamless Workflow

Clients are genuinely excited about how quickly their operations have become more streamlined, allowing them to achieve better results with less effort and improved consistency

Optimized Processes

Clients are thrilled with the rapid transformation of their workflows, experiencing smoother operations, reduced bottlenecks, and a noticeable boost in overall efficiency within a short time.

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Are you ready for BPM consulting services, process automation, and business process management,? Contact us today to learn more about our services.
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As a leading consulting firm specializing in business process management, Capital BPM is proud to be a Certified Camunda Partner.
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