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Automating Distributor Claims Processing for Faster Settlements

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A leading consumer goods company with a vast distributor network across multiple regions was struggling with inefficiencies in its distributor claims management process. Handling claims related to trade discounts, promotional reimbursements, and damaged goods involved heavy manual intervention, resulting in delays, errors, and strained distributor relationships.

The Challenge

The company’s distributor claims processing relied heavily on manual review of invoices, supporting documents, and reconciliation with internal accounting systems. The challenges included:
  • Slow Turnaround: Claims settlement often took 10–15 days, delaying distributor reimbursements.
  • High Error Rates: Manual data entry and validation led to frequent mismatches and disputes.
  • Lack of Transparency: Distributors had limited visibility into claim status, resulting in repeated follow-ups.
  • Operational Bottlenecks: The finance and sales teams were burdened with repetitive claim validation tasks instead of focusing on business growth.
The company needed a scalable and intelligent solution to speed up claim settlements, reduce errors, and strengthen distributor confidence.

The Solution: Amantra Intelligent Automation

Amantra deployed an end-to-end Intelligent Automation solution powered by AI and RPA to streamline distributor claims processing:
  • Automated Claim Intake
    • Intelligent Document Processing (IDP) extracted details from invoices, credit notes, and supporting documents in real time.
    • Validation rules ensured data accuracy at the point of entry.
  • Smart Reconciliation
    • AI agents cross-checked claims against internal accounting records, trade promotions, and distributor agreements.
    • Automated exception handling flagged discrepancies for human review.
  • Workflow Automation
    • Claims were automatically routed for approvals based on pre-defined rules (amount thresholds, claim type, distributor category).
    • Notifications were sent to distributors at each stage of the process for improved transparency.
  • Real-Time Analytics Dashboard
    • Finance teams gained visibility into claim volumes, approval timelines, and bottlenecks.
    • Distributors accessed claim status through a self-service portal.

Business Impact

The automation initiative delivered significant improvements:
  • 70% Faster Settlements: Average claim processing time reduced from 10–15 days to 2–3 days.
  • Near-Zero Errors: Automated validation minimized manual entry mistakes and disputes.
  • Enhanced Distributor Trust: Transparent claim tracking improved distributor satisfaction and loyalty.
  • 40% Cost Savings: Reduced manual effort allowed finance teams to focus on strategic activities instead of repetitive tasks.
  • Scalability: The solution handled seasonal spikes in claims without requiring additional staff.

Conclusion

By automating distributor claims processing, the client transformed a traditionally slow and error-prone process into a fast, accurate, and transparent settlement system. With Amantra Intelligent Automation, the company not only improved distributor relationships but also unlocked efficiency gains that supported long-term business growth.