Agentic AI Automation
Case Studies
We automate your complex processes end-to-end with AI agents and RPA bots – from strategy to operations. And we stay until it pays off. Here you will find our case studies and success stories.
Industries
Manufacturing
Instrument maker logistics
Instrument maker carrier check-in
Legal & Tax
Public Services
Construction
Functions
Procurement & Finances
Order processing at network technology firm
Procurement RFQs in construction
Order confirmations at manufacturer
SAP Engagement Setup
Customer Service
Customer service automation at Mnet
Guest registration at hotel group
Human Resources
Automated processing of sick notes
Internal IT
Test automation at trade fair
User profil management automated
Project billing in SAP without SAP usage
Event Management
Insurance
Case Study: Internal IT Automation
Regulatory requirements oblige the firm to regularly verify whether employees still hold the appropriate IT access rights. The existing process ran on email and spreadsheets: fragmented, time-consuming, and virtually untraceable. Responsible owners were contacted manually, responses went missing, deadlines were missed - and access changes still had to be applied one by one. No audit trail, no structured evidence.
Lunatec built a Power App that manages the entire review cycle: it automatically pulls all access rights from Azure AD, notifies responsible owners via a kick-off email, and sends automated reminders for outstanding decisions. Each owner sees in the app exactly who has access to their system - and decides with a single click whether access should continue or be revoked. At the end of the review period, the app applies all decisions automatically. Full audit trail included.
Projekt Billing Without SAP
Every time a new client engagement started or billing rates needed to be updated, staff navigated manually through multiple complex SAP screens. This cost time, introduced errors - and required extensive SAP training for every new colleague. The most painful part: during rate review cycles, thousands of billing rates had to be entered individually into SAP. A process that took days and created no value whatsoever.
Lunatec built two lightweight apps that keep SAP entirely in the background. New engagements are set up through a simple form - the bot handles everything in SAP automatically. For rate reviews, staff select the relevant projects with a click and upload a rate card - the bot updates all values in SAP within minutes. New employees learn the app, not SAP.
Case Study: Test automation at trade fair
A complex IT landscape spanning multiple environments and applications - from event management and ticketing to exhibitor services - made comprehensive testing essential, and increasingly unmanageable. Every process in every application, as well as the complete end-to-end workflow, required regular testing. The result: a growing backlog of time-intensive manual test cases that slowed release cycles, tied up resources, and raised the risk of production defects.
Lunatec automated all relevant test cases using UiPath Test Automation - from individual applications through to the complete E2E process. The new test architecture enables full regression testing at every release cycle with zero manual effort. The result: dramatically shorter test runs, comprehensive E2E coverage, and significant time and cost savings from the very first year of operation.
Case Study: Annual Financial Statements in Tax Consultancy
Dispatching annual accounts to clients was a highly manual, error-prone process: data from multiple systems had to be consolidated by hand, documents created individually for each client, and then sent and filed across different channels. Varying data formats and client-specific dynamic content turned every transaction into a time-intensive one-off task — with significant potential for mistakes at every step.
Lunatec implemented a UiPath RPA bot that handles the entire process from data retrieval to archiving: automatic extraction of client data from source systems, dynamic generation of documents with client-specific content, fully automated dispatch to the correct recipients, and audit-proof filing — with zero manual intervention at any point in the process chain.
Multi-process-Automation at Automotive Supplier
A global automotive supplier had already invested in UiPath licences and an internal RPA team — with disappointing results: unstable bots, frustrated stakeholders, and no measurable ROI. Over 300 processes were queued for evaluation with no systematic approach to prioritisation. Management demanded measurable results within 12 months.
Lunatec designed an enterprise-wide automation framework: a top-down rapid assessment of all 300+ processes ranked by business impact, structured target-process design before the first build, a dedicated delivery team, and ongoing managed services. The organisation moved out of proof-of-concept mode into a continuously growing automation platform — break-even reached in 7 months.
Case Study: Order Processing
Incoming orders were transferred manually between isolated systems — with no direct integration between the document inbox and the ERP. Staff extracted document data by hand, performed manual matching, and routed each order individually through the approval workflow. This resulted in high time expenditure, error-prone data entry, and delays across the entire accounts order process.
UiPath Intelligent Document Processing (IXP) with Document Understanding and LLM integration for automatic extraction and classification of order documents — with direct ERP connectivity. Rule-based matching, automatic exception handling, and seamless routing through the approval workflow. No manual intervention between inbox and posting.
Case Study: Customer Service Automation at Telecom
39-day turnaround in order management. Significant backlog in the residential segment. 150 customer service staff tied up with manual data entry across four IT systems. Rising customer complaints about long processing times.
Built an RPA Competence Centre with UiPath and Lunatec. Scaled from 5 to 75+ automated processes in four years. Internal developers trained through a structured 4-phase programme. Works council agreement secured for long-term adoption.
Finance automation at Asklepios
One of Germany's largest private hospital groups faced growing workloads, increasing staff shortages, and a high volume of repetitive, error-prone processes across finance and administration. Manual data entry in SAP, duplicate documents, missed early-payment discounts, and labour-intensive accounts payable workflows were consuming capacity that was urgently needed for patient care.
Since 2018, Asklepios has been building an enterprise-wide automation programme under Sandra Schlösser (Head of RPA), with Lunatec as its strategic automation partner. Over 120 processes have been automated — from order confirmations and vendor checks to AI-assisted document processing with OCR. Lunatec supported development, scaling, and managed operations of the entire automation platform as a UiPath Diamond Partner.
Case Study: Intelligent Processing of Order Confirmations
More than 50,000 order confirmations from over 800 different suppliers had to be checked manually and entered into SAP. The documents arrived in varying formats - with no standardised structure. Procurement staff spent the bulk of their time on manual data entry rather than on value-adding supplier relationships. The consequences were errors, delays, and a complete lack of scalability as document volumes continued to grow.
Lunatec implemented an AI-driven end-to-end automation: an intelligent agent fully extracts the contents of every order confirmation - regardless of format or supplier. The extracted data is automatically validated and transferred directly into SAP. The solution went live within 8 weeks. Today the system processes more than 50,000 documents per year with a 0 % error rate - and 2.3 FTE can focus entirely on supplier relationships.
Case Study: Automated Processing of Sick Notes
A major German aviation group receives around 3,500 sick notes (Arbeitsunfähigkeitsbescheinigungen) every month. Manual processing tied up significant HR capacity: data had to be read from each sick note, manually transferred into the HRIS, and line managers individually informed. The consequences were data-entry errors, delayed downstream processes, and a heavy administrative burden.
Lunatec implemented an end-to-end automation: an AI agent automatically extracts the relevant information from each sick note - using Document Understanding and an LLM - transfers the data fully into the HRIS and updates the affected employees' calendars. Line managers are notified automatically. The solution went live within 1.5 months.
Case Study: Automating the beA Legal Inbox
Since 1 January 2022, use of the special electronic lawyer mailbox (besonderes elektronisches Anwaltspostfach, beA) has been mandatory in Germany. All communication with courts and authorities runs through this channel. The beA interface is not user-friendly and lacks many of the functions law firms actually need. Legal assistants spend a substantial part of their working day monitoring mailboxes, sorting messages and manually triggering follow-up processes.
Lunatec automates the entire beA inbox, including the xjustiz_nachricht.xml metadata. Incoming messages are routed by content - sender, recipient, case number and urgency - with mis-addressed messages forwarded automatically to the correct recipient. Documents are identified, classified and transferred directly into the firm's case management system. Deadlines are detected, prioritised and documented automatically. Legal assistants can fully focus on qualitative, value-adding work.
Case Study: Automated Assignment of Court Hearings
As part of a mass-litigation mandate, 400 to 700 court cases are filed every week. Hearings are attended by various in-house lawyers and partner firms. Assignment was handled centrally by the firm's in-house counsel, based on individual judgement. At this volume, the process generated significant overhead and a critical backlog.
Lunatec automates the entire assignment of court hearings: based on a defined set of standard criteria - practice area, court location, hearing date - cases are automatically routed to the right in-house lawyers and partner firms. The assigned attorneys receive automatic notifications with all case information, and document and data access rights are provisioned in the system without manual intervention. Scalable, error-free, and with no further backlog.
Case Study: Automated Court Filing Intake
Around 30 new court filings arrive every day - and many times that during class action proceedings. From each filing, the relevant data has to be extracted: plaintiff, location, date, subject matter and other case details. The data is then transferred into the system, checked for duplicates and validated. Manual transcription regularly leads to errors, and a growing backlog builds up - especially during class actions.
Lunatec automates the entire intake process: all relevant data points are extracted directly from incoming court filings and validated automatically. Complex cases are flagged for targeted manual review by case handlers; everything else runs fully automated. Validated data and documents are loaded into the firm's case management system, and new cases are assigned directly to the responsible attorneys. Scalable, error-free and with no backlog.
Case Study: Client Claim Intake and End-to-End Processing
The firm represents consumers in a class action. Until now, claim facts and supporting details were collected through fragmented channels - email, phone, in-person consultation - with no consistent structure. As the volume of the mass-litigation case grew, case handlers could no longer keep up with intake and the follow-up correspondence. A growing backlog began to affect client communication and the overall progress of the proceedings.
Lunatec built a chatbot and a web application on the firm's website for standardised claim intake. All data needed to register a claim is captured in a structured form; duplicate checks and case file creation run automatically. Pre-litigation letters, invoices, insurance coverage requests and draft statements of claim are generated and dispatched automatically. Every step is fully documented in the firm's case management system - scalable up to full mass-litigation volume.
Case Study: Automated Parking Permits in Public Administration
The city's online application form for resident parking permits was not connected to its specialist back-office system. Applications arrived by email and had to be transferred manually, line by line, by two case workers via copy-and-paste. With more than 100,000 applications per year, that meant permanently tied-up capacity, long waiting times for residents - and no way to process applications outside of office hours.
A UiPath RPA robot reads the incoming form data from the email, validates the information and creates the application directly in the specialist system - using the same interface the case workers do. The bot handles new permits, vehicle changes and address changes for vehicles registered in the city. In parallel, Lunatec is building up the city's in-house RPA capability through monthly coaching, so the team can develop further automations independently.
Case Study: Procurement RFQs with SAP Ariba
The company was issuing more than 400 tenders per month entirely by hand. The repetitive process was not only time-intensive but also error-prone: typing and transcription mistakes regularly triggered rework that slowed down the procurement cycle and strained supplier relationships. The result was avoidable delays in sourcing - with a direct impact on costs and lead times.
Lunatec implemented an RPA layer to automate data entry and validation across SAP Ariba and S/4HANA. On top of it sits an agentic AI layer that handles market research and supplier evaluation autonomously. A hybrid approach in which RPA provides the execution and AI provides the intelligence - layered on top of the customer's existing workflow, without changes to the system architecture.
Case Study: Bill of Quantities (BoQ) Automated from AutoCAD
The team produces 360 Bills of Quantities (BoQs) per year - and every measurement is transferred manually from AutoCAD drawings into Excel. The process ties up enormous amounts of time and inevitably leads to inconsistencies and errors between the drawing and the BoQ. Every revision of the CAD file multiplies the workload - with direct consequences for tender quality and costing accuracy.
Lunatec automates BoQ creation directly from the CAD software: an RPA robot reads the metadata straight out of AutoCAD and populates the client's BoQ template in Excel automatically. A deep-learning component recognises measurement items and maps them to the correct positions. The bot communicates with the estimating team via Microsoft Teams - flagging anything that needs human clarification.
Case Study: Automated Guest Registration at a Hotel Group
Every guest registration had to be entered manually into two systems: first into the accounting platform Fibunet to create a debtor number, then into the hotel reservation system Opera Cloud. With no interface between the systems, staff typed identical contact data twice. With up to 20 new registrations per day, this meant up to 5 hours of work per shift - error-prone, monotonous, and adding no value.
A UiPath RPA bot reads the guest data from a central Excel file, automatically creates the profile in Fibunet, captures the newly generated debtor number, and uses it to create the matching profile in Opera Cloud - sequentially, fully automated, with no human intervention. The missing system interface is bridged through UI automation: the bot operates both systems through their user interface, exactly like a human would.
What our clients achieve.
The manufacturer produces high-end carpets in fully custom configurations - with free choice of colors, shapes, borders and backings. Field sales reps visiting architects had to hand every enquiry back to the back office. Per quote: 30 to 45 minutes of manual processing, error-prone color-code entry in the ERP system, and waiting times of over 2 hours during peak periods. Delayed quotes meant lost orders.
Lunatec built an AI agent on UiPath Agent Builder: the agent receives quote requests by email, automatically extracts and validates the product configuration against the full catalogue, calculates pricing via the ERP/CRM API, and delivers a ready-to-send quote in 3 to 5 minutes. When information is missing, the agent follows up with the field sales rep on its own - true self-healing behavior. Where no API is available, classic RPA handles the UI automation.
Case Study: Inventory Management at Yamaha Music
The annual stocktake of Yamaha's equipment rental fleet was a process that could barely be managed manually: inventory counts at hundreds of borrowers were requested by email - resulting in a response rate of only 40–50%. The time-critical year-end inventory could not be completed on schedule with manual methods. Responses arrived unstructured and in inconsistent formats, and the subsequent posting of stock movements in the systems consumed significant staff capacity at the most resource-constrained point of the year.
Lunatec developed an integrated solution combining Microsoft Power Pages and UiPath RPA: borrowers receive structured access via an external Power Pages portal through which they submit their stock counts in a simple, standardised format. Responses are centrally stored and validated. Following staff sign-off, three specialised UiPath bots handle the complete posting of inventory records in the systems - with no further manual intervention required.
Case Study: Carrier Check-In at Yamaha Music
Carrier check-in at the warehouse was an entirely paper-based, error-prone process: driver data was recorded manually, the documentation of loading conditions was done on paper, photos were not systematically archived, and gate access depended on an old legacy system. Producing a complete, audit-proof record of each loading operation - including vehicle condition, photos, and signatures - was practically unachievable.
Lunatec built an integrated Power Platform solution comprising two apps: the Registration App on a TV touchscreen at the entrance captures driver details and controls a physical coin hopper - automatically dispensing the coin needed to open the gate. The Documentation App on a warehouse employee's iPad guides the team through the loading process step by step - capturing photos, vehicle data, and digital signatures from all parties. All records are automatically archived in SharePoint.
Case Study: Data Migration in Environmental Administration
The district was replacing its system landscape: the data on around 5,000 installations handling water-hazardous substances – petrol stations, heating-oil tanks and more, including all sub-installations, volumes, hazard classes and inspection dates – had to be transferred in full from the legacy system Komvor into the new system PROSOZBau. Neither the old nor the new system offered an export or import interface. Without automation, every installation would have had to be retyped by hand – roughly 2,500 hours of work alongside day-to-day operations, with a high risk of typing errors in safety-relevant environmental data.
Lunatec automated the migration with a 3-bot architecture based on UiPath and Orchestrator queues. Bot 1 reads all the file references from an Excel table and provides them as queue items; Bot 2 extracts every installation’s data from Komvor; Bot 3 creates them fully automatically in PROSOZBau. As both specialist systems run only inside a Citrix environment, the bot works directly on the interface via UiPath Remote Runtime – entirely on-premises, with no data leaving the district’s infrastructure. Decommissioned installation parts are filtered out, total volumes are recalculated, and every field is checked automatically for plausibility.
Case Study: Automated Portal Retrieval in Public Administration
Citizens and institutions submit their applications and notifications – from child-benefit claims to reports of unvaccinated children – through the regional portals NAVO and FormSolutions. For every submission, the responsible department received an email, had to log into the portal manually and download the data. Around 20 cases a day, about five minutes each – reliably handled, but pure routine with no specialist value, tying up valuable capacity every single day.
Lunatec automated the entire portal retrieval with UiPath using a dispatcher-performer pattern. Every 15 minutes, a dispatcher checks both portals for new submissions and creates them as queue items in the UiPath Orchestrator. A performer logs in, downloads all associated files (XML, PDF, ZIP), matches each case against a forwarding table maintained by the department and sends it to the correct recipients – the application is then marked “Completed” in the portal. New specialist procedures can be added through the table alone, with no change to the bot code. The solution runs entirely on-premises.
Case Study: Automated Claims Processing
Several thousand cases a day: the high volume of repetitive tasks in claims processing tied up staff, lengthened response times and made the seamless, personal customer service the insurer aimed for harder to deliver.
An enterprise RPA platform automates tasks across 12 of the most critical applications – including the systems for claims processing and core policies. The robots take on, among other things, support calls after an accident, preliminary analyses of certain claim types, and administrative tasks such as data entry for direct costs incurred, change of policyholder and end of cover.
Case Study: Event Management Automation
Taxable events under Section 37b were processed manually and in a decentralized way: event data, documents and costs captured in fragments, responsibilities unclear, completeness hard to verify. For every event, a cost center had to be created via the stubborn SAP web portal - that alone tied up around 1 FTE per month. The result: long lead times, chaotic processing and delayed tax refunds.
Lunatec built a Power App that manages the entire event process centrally: an input form for all master data, an event overview and a detail sheet for documents and participants. An RPA bot automatically creates the cost center in SAP for every event - the machine handles the tricky navigation. Checks and alerts control the flow of information: each user group sees an event only once it enters their area of responsibility. A standard role concept ensures compliance.
Case Study: Engagement Setup Automation
Every new client engagement had to be created manually in SAP: six transactions in a fixed sequence, plus 10–12 rate conditions per staffed employee per line item. Even with practice, a small engagement took around 15 minutes - and required deep SAP expertise. Training, execution and support tied up around 2 FTE per month. Errors meant SAP support tickets and delayed invoicing.
Lunatec built a Power App with a direct SAP interface: an input form for all master data, permission checks straight from the app, copy-and-paste staffing and templates for recurring engagements. UiPath bots execute all transactions in SAP in the correct sequence - rate conditions are derived automatically from the integrated rate card, and bulk changes to existing conditions run automatically as well. New employees learn the app, not SAP. Available around the clock, 100 % functional accuracy.