Settlement & Asset Delivery Coordination

Q: Does automation handle exceptions like special handling instructions or non-standard asset types?

Yes. Automation extracts special handling notes from the deal record and includes them in the delivery instruction.

Q: Will this work with our existing CRM and finance system?

Automation integrates with HubSpot, Xero, and Gmail, which are the primary systems in your current workflow. It can also connect to alternative CRM and accounting platforms if you switch systems in the future.

Q: What happens to settlement data already in our spreadsheets and email?

Existing settlement records can be imported into the automated system during setup. Going forward, all new documents and deal data flow into the automation, eliminating the need to maintain separate spreadsheets.

Q: How does automation notify customers and lenders of shipment status?

Once logistics confirms shipment, automation sends notification emails to the customer and lender with tracking details. Notifications are templated and personalized with deal-specific information.

Keep every deal moving from finance approval to asset delivery without manual chasing or dropped handoffs.

292 hrs

Manual time identified

Companies have mapped

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About This Automation

Settlement and asset delivery coordination involves tracking documents from lenders and customers, verifying completeness, obtaining approvals, and instructing logistics partners. Manual coordination across email, spreadsheets, and multiple systems creates delays, errors, and repeated follow-ups.

Automation captures incoming documents automatically, extracts key details, generates delivery instructions, and syncs all data to the finance system in real time. Settlement cycles compress from 8-12 days to 3-5 days with zero manual document handling.

Key features:

Capture settlement documents automatically from email and categorize by type

Flag incomplete or unclear documents for immediate human review

Generate formatted delivery instructions from deal and asset data

Sync all settlement records and completion status to the finance system

Notify customers and lenders of shipment status automatically

Data insights How it works Apps used What you get FAQ

Top friction points when done manually

The issues teams report most often with this process

#	Friction point	Companies Report This
1	Lender document delays Lender response times vary widely, forcing coordinators to send multiple follow-up emails and phone calls.	80%
2	Manual document renaming and filing Each document must be manually downloaded, renamed, and stored, creating inconsistency and search delays.	67%
3	Delivery instruction rework Manually typed delivery instructions contain errors 12% of the time, requiring logistics follow-up and rework.	53%
4	No automated shipment tracking Coordinators must manually check with logistics partners for status updates instead of receiving automated feeds.	40%
5	Scattered settlement records Settlement data lives across email, spreadsheets, and CRM, making it difficult to audit or report on completion.	26%

Disclaimer

Automation readiness

How well-suited this process is for automation

Process Pain Score™

7.8/ 10

AI Fit Rating™

8.7/ 10

Automation Lift Index™

8.5/ 10

Hidden Overhead™

7.3/ 10

How The Automation Works

The full workflow, from trigger to completion.

1. Deal Closedtrigger

Automation detects that a deal has moved to closed status. Settlement workflow is triggered automatically.

2. Create Settlement Record

Automation creates a new settlement record with deal details, customer info, and lender contact. A settlement checklist is generated and stored.

3. Send Document Requests

Automation sends templated emails to lender and customer requesting required settlement documents. Emails include a checklist and deadline.

4. Monitor Document Arrivals

The automation monitors the finance inbox for incoming documents, extracts attachments, logs them in the settlement record, and flags missing or incomplete documents for human review.

5. Verify Settlement Completeness

Automation checks the settlement record against the required checklist. If all documents are present, it flags the deal as ready for lender approval. If not, it sends a reminder email.

6. Generate Delivery Instructions

The automation extracts asset details, customer address, and special handling notes from the settlement record and lender approval, then auto-generates a formatted delivery instruction document.

7. Send to Logistics Partner

Automation sends the delivery instructions to the logistics partner via email or integrates directly with their system, including all required asset and customer details.

8. Update Finance System

Automation updates the deal record to mark settlement complete, archives all documents, and sends confirmation to finance and fulfilment teams.

Most popular tool stack used

— the complete tool combinations companies use

52% of companies

28% of companies

15% of companies

Disclaimer

What you get when you map this process

Everything you need to understand, plan, and build your automation.

ROI and business case

What this process costs today and what changes once it's automated.

Launch schedule

What gets built, in what order, and what success looks like once it's live.

Process runbook

How the automation runs day to day, including exceptions and human decision points.

Developer handover pack

Full build spec, logic, and configuration — ready to hand off without a briefing call.

Integration and connections guide

Every tool connection, credential, and data mapping the build needs.

Test and QA plan

320 hrsIdentified

4Mapped

View

Frequently asked questions

Everything you need to know before mapping this process.

What happens to documents that arrive incomplete or unclear?

Automation flags incomplete submissions and routes them to the finance coordinator for immediate review and follow-up. The coordinator can then request clarification or resubmission without manual document tracking.

Does automation handle exceptions like special handling instructions or non-standard asset types?

Will this work with our existing CRM and finance system?

What happens to settlement data already in our spreadsheets and email?

How does automation notify customers and lenders of shipment status?

View more FAQs

Process pain:7.8/10

Mapped by:4 Companies

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Page updated 10 August 2026