Case Study

Simplified Financial Onboarding for Speed, Visibility & Control

Transformed fragmented, manual approval processes into a centralized, automated financial onboarding system—delivering faster approvals, real-time budget visibility, and enterprise-wide governance.

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Company

Global FinTech Enterprise

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Industry

Financial Services & FinTech

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Focus

Financial application onboarding & budget approval transformation

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Platforms

ServiceNow ITSM, Service Portal, AWS

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Timeline

Phased enterprise rollout

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Primary Outcome

Approval cycles reduced from months to days

Posted On: 02 April 20206

Proven Business Results

90–95%

Faster approval cycles (months → days)

100%

Real-time visibility into budget allocation and approvals

60–70%

Reduction in manual effort through workflow automation

3–5x

Increase in onboarding capacity (handling more applications efficiently)

Standardized+

End-to-end structured workflows with full auditability

Scalable+

Unified platform supporting enterprise-wide onboarding

The Challenge & Goals

Financial application onboarding was manual, disjointed, and lacked financial clarity—resulting in delayed decision-making, inefficient funding processes, and limited cross-team visibility.

35+

App requests / yr

3–4month

Per approval cycle

Zero

Cost visibility

The Challenge

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Core business problems

  • 35+ application requests annually requiring planning, development, and execution
  • Applications dependent on annual IT budget allocation with no structured process
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Operational Bottlenecks

  • Decision-making took months to approve or reject proposals
  • Minimum 3–4 months to determine the fate of each application
  • No streamlined way to calculate, approve, and fund projects
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Technology Gaps

  • No clarity on costing—unable to estimate application build/run costs
  • Fragmented workflows across multiple teams, tech stacks, and deployment platforms
  • Lack of a centralized system for approvals and tracking

Business Impact

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Delayed onboarding of critical applications

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Inefficient budget utilization and planning

visibility

Limited visibility into project costs and approvals

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Lack of accountability and structured governance

Goals & Success Criteria

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What the Client Wanted to Achieve

  • Accelerate application onboarding and approval timelines
  • Enable accurate cost estimation before decision-making
  • Establish a structured funding and approval mechanism
  • Create a centralized platform for end-to-end visibility
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Defined KPIs / Expected Outcomes

  • Reduce approval timelines from months to days
  • Improve accuracy in budget estimation and allocation
  • Increase throughput of application onboarding
  • Eliminate manual tracking and follow-ups
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Strategic Alignment

  • Automation-led process transformation
  • Standardized and scalable workflows
  • Centralized governance and financial visibility

Strategic Alignment

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Automation-led Process Transformation

Replace manual handoffs with intelligent, automated workflows across the entire approval lifecycle

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Standardized & Scalable Workflows

Build reusable, enterprise-grade workflow templates that scale across teams and tech stacks

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Centralized Governance & Visibility

Establish a single source of truth for all applications, budgets, and approvals with a complete audit trail

Solution Overview

From fragmented processes to a unified governance system

We designed a centralized, workflow-driven financial onboarding system to streamline application intake, automate cost estimation, and enforce budget allocation—bringing complete control across the entire lifecycle.

From fragmented processes to a unified financial governance system—purpose-built for a high-volume FinTech environment.

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Transformation Approach

  • Introduced a single, unified platform to manage financial application onboarding end-to-end
  • Replaced fragmented, manual processes with structured and automated workflows
  • Enabled data-driven decision-making through integrated cost estimation and approval logic
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Platforms & Technologies

  • ServiceNow ITSM as the core workflow and process orchestration engine
  • Service Portal as the user interface for application intake and approvals
  • AWS integration for real-time cost estimation and infrastructure insights
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Architecture / Ecosystem Snapshot

  • Service Portal → Front-end interface for application submission and tracking
  • ITSM Workflow Engine → Approval orchestration, routing, and governance
  • AWS Cost Integration → Dynamic budget estimation and validation
  • Dashboards & Reporting → Real-time visibility into budgets, approvals, and pipeline
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Business Alignment

  • Aligned workflows with financial governance and approval hierarchies
  • Standardized processes across teams, tech stacks, and deployment environments
  • Established a single source of truth for all onboarding, budget, and approval data

What We Delivered

A fully customized, end-to-end financial onboarding solution was delivered—combining structured workflows, real-time cost estimation, and seamless integrations to enable faster, data-driven decision-making.

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Discovery & Solution Design

  • Conducted extensive discovery sessions with stakeholders, POCs, and cross-functional teams
  • Identified gaps across onboarding, costing, and approval processes
  • Defined and proposed a Minimum Viable Product (MVP) aligned to business priorities
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MVP Delivery & Platform Implementation

  • Delivered the MVP within the defined timeframe, ensuring rapid value realization
  • Implemented ServiceNow ITSM modules and Service Portal for centralized onboarding
  • Enabled third-party API integrations to support seamless system connectivity
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Workflow Automation & Process Standardization

  • Built end-to-end automated workflows for application intake, approvals, and funding
  • Enabled structured approval routing with role-based controls
  • Introduced automated notifications and status tracking across the lifecycle
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Cost Estimation & Budget Intelligence

  • Developed a real-time budget calculator using AWS API integrations
  • Enabled dynamic cost estimation based on:
    • Region
    • Database
    • Tech stack
    • Number of resources
  • Provided accurate, data-driven inputs for faster decision-making
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Dynamic UI & Experience Layer

  • Designed dynamic rendering of catalogs, forms, and application screens
  • Built configurable interfaces for:
    • Budget calculation
    • Approval workflows
    • Notifications and tracking
  • Ensured a seamless, intuitive experience across stakeholders
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Drive Similar Outcomes

Looking to streamline financial onboarding and accelerate approvals?

Build a centralized, automated system tailored to your workflows and governance needs.

Start Your Transformation

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Before vs. After Snapshot

From Manual Complexity to Structured Financial Governance

From disconnected workflows to a streamlined, governed onboarding ecosystem.

Why This Worked

By centralizing the intake process, we eliminated 90% of manual follow-ups, enabling the finance team to focus on strategic allocation rather than administrative data entry.

Key Outcome

Achieved a 95% reduction in approval cycle times while maintaining full compliance and audit readiness.

Area Before GTR TeK After GTR TeK
apps
Application Management
35+ proposals managed via email & spreadsheets Centralized service portal managing all requests end-to-end
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Cost Estimation
No clarity on application costs Dynamic, real-time cost estimation at submission stage
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Budget Allocation
No structured funding mechanism Integrated budget planning, allocation, and tracking
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Approval Timeline
3–4 months per application Accelerated to days with structured workflows
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Team Collaboration
Siloed teams across systems and tech stacks Unified platform enabling cross-team alignment
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Decision Process
Ad hoc approvals with no audit trail Structured workflows with full traceability
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Notifications
No follow-ups or alerts Automated notifications ensuring continuous progress
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Operational Visibility
Limited insight into pipeline and decisions Live view of application pipeline and approval status

Client Success Stories

What Our Client Had to Say

The transformation brought clarity, speed, and control into our financial onboarding process. What once took months is now completed in days—with complete visibility and structured governance at every stage.

— Arun Kumar,
Head of Operations,
Global FinTech Enterprise

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