Guardian Fueling Technologies case study

Guardian Fueling Technologies Saved Hours with The RPA Functionality of Power Automate

About Guardian Fueling Technologies

With more than 3500 years of petroleum equipment experience and 500+ employees, Guardian Fueling Technologies is a world-class petroleum equipment distributor, fuel system construction contractor, and innovative service provider.

Accounting Challenges the Client Faced with its Current System

Guardian Fueling Technologies used a third-party website platform – VixxoLink, for all accounting needs, adding hundreds of new orders and payments monthly. The process is repetitive and time-consuming, requiring a dedicated employee to log into VixxoLink, download the needed attachments (the number varies from 1 to 10 per record), create an excel file, and manually add the attachments and forward them to their client. Now, repeat that process multiple times. There’s no value in this. They needed to find an alternative to this repetitive, manual process.

Developing Robotic Process Automation (RPA) Solution

To help Guardian Fueling Technologies address these problems, our team chose the robotic process automation (RPA) capability in Microsoft Power Automate. We automated all manual processes using desktop flow to convert all lower-value tasks to automated ones.

How Robotic Process Automation Changed their Way of Doing Business

Implementing robotic process automation (RPA) capability in Microsoft Power Automate brought much-needed efficiency into the business process of Guardian Fueling Technologies. To help Guardian Fueling Technologies address the problems, our team automated the entire process by leveraging Azure VMs. Power Automate desktop flow selects an available virtual machine configured for this process, creates the gateway, and logs in.

The Step-By-Step Power Automation Process

This allows a bot to take control and run an unattended automation:

Step 1: Open the Chrome browser and log into VixxoLink by adding the credentials

Step 2: Check today’s date and go to the orders

Step 3: Grab the order and payment details

Step 4: Create a separate worksheet in the single Excel sheet and add the details collected in step 3

Step 5: Upload the file to OneDrive and close the browser.

Azure VM will be shut down, and the flow will be terminated. The solution turned out to be a huge time saver from a data consistency point of view because now the Guardian Fueling Technologies team no longer has to worry about the quality of the data or its migration. Now they have an automatic process that runs in real time instead of manually uploading hundreds of these at the end of the day.

How RPA Improved Operational Efficiency

Adding RPA to this process alleviated that mundane, error-prone manual task that had no value-added. It also helped prevent the loss of data or tracking of version history. It also greatly improved processing time and data accuracy, which freed up time to work on more strategic projects and increased job satisfaction.

Key Performance Indicator Metrics

500+

Users Benefitted

96%

Reduction in Data Loss

2X

Time Savings