Manufacturing
DocuSign Integration for Automating Tax Certificate Process
Business Need
A leading product manufacturer, was facing significant challenges in managing the collection of signed tax certificates from their network of retailers. The existing process was manual, time-consuming, and prone to delays, leading to a high risk of compliance issues. With hundreds of retailers involved, it became increasingly difficult to ensure timely submissions and maintain accurate records. What they needed was a way to streamline this process, reduce errors, and ensure compliance with tax regulations.
Solution
To address these issues, the CA team designed and implemented an automated DocuSign-based solution that would simplify and expedite the collection of tax certificates. The solution includes:
• Dynamic DocuSign Envelope Creation: Integration was done with DocuSign’s API to generate envelopes for each retailer, dynamically filling in the necessary details for the tax certificates. This ensured that each document was personalized for the right recipient without the need for manual input.
• Automated E-Signature Workflow: As retailers receive clear instructions for signing the documents electronically, it eliminates confusion and speeds up the process. Once the document is signed, it is automatically sent back for further processing.
• Real-Time Tracking: A webhook was set up to notify the system as soon as the signing was complete. This helped track the status of each document in real-time and store the signed certificates immediately.
• Secure Integration with OAuth 2.0: OAuth 2.0 authentication was implemented to ensure secure communication between our system and DocuSign’s API, keeping all data protected and compliant with security standards.
Highlights
Outcome
The DocuSign integration improved the client's tax certificate process, offering key benefits. Automation removed manual steps, speeding up tax certificate processing and improving workflow. Pre-filled data guided retailers through a clear signing process, ensuring accurate tax information and reducing compliance errors. Automated notifications and storage made it easier to maintain accurate records, reducing admin work and ensuring audit readiness. The system’s flexibility allows it to scale as the retailer network grows, handling more documents without extra manual work.