Automation of the process of concluding a leasing contract

Łukasz Bieniewicz
Board Member / Pega Certified Lead System Architect
Łukasz Bieniewicz
Board Member / Pega Certified Lead System Architect


The solution was implemented in a company which is a leading player within the Polish leasing market and it concerned automation of the process of concluding a new leasing contract. Before the introduction of automation, the process was largely manual, prone to human error, and relatively slow. Its execution was spread across many smaller tools (excel sheets, web interfaces to external applications, etc.). The solution was intended to speed it up, centralize it, and minimize the need for the company’s employees to make subjective decisions concerning its course. So far, the automation covered practically the entire process of concluding a new leasing contract, from the registration of the leasing application in Pega, through checking the partners’ credibility and making a credit decision, to creating and registering a leasing contract in an external system.


The project’s first step was to integrate Pega with the front office solution already existing in the organization, where leasing applications are registered. Based on the information collected by the seller, the front-office system generated an XML file with all the required data and delivered it to the specified directory. Using only the platform’s functionalities available straight from the box, we built a functionality in Pega that detects the appearance of a new file, processes its content, and registers a new business case, based on the collected data.

Another type of important information sent from the front-office system were photos of documents, at least some of which are required for the lease agreement to be processed. We created a functionality which allowed for automatic processing of external files: based on the file name, we would determine which business case the document was related to and what was its type (e.g., ID card, PIT, etc.). Then, the document was attached to the appropriate business case, while indicating the proper attachment category.
The list of necessary documents was determined by Pega, based on internally maintained configuration managed by business users. Moreover, adding a new record to Pega triggered an automatic check, to determine whether all required documents had already been attached to the business case. Only then was it possible to further process the leasing contract.

The next stage of the process was to perform numerous credibility checks on the contract partners (anti-money laundering, anti-fraud checklist, and others). Pega carried out inspections in two parallel streams – checks related to the Supplier and reviews related to the Customer. These checks and reviews were based on data dynamically downloaded from external data sources (synchronous and asynchronous SOAP services, database procedures) and, in some cases, on data entered by users directly in Pega (forms).

After checking the Partners’ credibility, the processing of the business case in Pega would proceed to the credit decision stage. The final credit decision was made as a result of a detailed assessment of many aspects of the processed lease application. The client described the method of assessing these aspects in the form of several dozen business rules that Pega had to apply and calculate to determine the overall credit decision in the next step. Moreover, all business rules had to be configurable for the client, with the possibility of changing the threshold values which determine the results of the checks and reviews. Using the capabilities of the Pega platform, we were able to build a complete decision engine that comprehensively and quickly assesses the application, while ensuring an appropriate level of the solution’s flexibility.

If the Partners assessment yielded good results and a positive credit decision was issued, Pega would enter the leasing agreement into the client’s central system.

It is worth noting that, during the process, our solution actively notified interested parties about the course of the process in Pega (through email notifications and status changes in the front-office system).

Implementation benefits

The implementation of the solution allowed for the following:

  • Issuing over 60% of credit decisions in a fully automatic manner, with the potential for a further increase of this percentage in the future,
  • Shortening the average lessee’s waiting time for a credit decision from ~25 hours to ~17-18 minutes. – a decrease by approx. 99%! (time calculated from registration of the leasing application),
  • Better control over the correctness of the process from the compliance side – primarily due to the elimination of human steps that are prone to errors and omissions,
  • Easier reporting and measuring of the duration of the entire process, as well as its stages,
  • Ensuring order in the structure of maintained data, both in Pega and in external systems with which the platform communicates,
  • Managing the configuration of many elements of the solution directly by the Customer’s employees, without the need to perform programming works.

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