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Monthly documentation

Financial Documentation

In production Standalone application

Automatically opens each month's document folder for every dealership and analyzes the uploaded files.

Problem

The corporate team requested each dealership's monthly financial documents by email, with no single list of outstanding items. Staff reviewed each file manually only after receiving the full package.

Solution

Templates define the documents required from each company and create the next period's folder when the previous period expires. Submission status is always visible, and when enabled, each file is checked against configured rules.

Outcome

The corporate team can see submission status by dealership and period, while each document is automatically checked against configured rules.

My role

I designed the monthly process, templates, and validation rules, and implemented document analysis with structured results.

How it works

Each period begins with a requirements template and moves from document upload through central tracking.

Scroll horizontally to view the full diagram.

Monthly financial documentation cycle The system opens each monthly period using the assigned template. The dealership uploads documents, and optional analysis runs in the background. Tracking continues and, when the due date passes, the system creates the next period. PERIOD SETUP AND SUBMISSION OPTIONAL ANALYSIS AND TRACKING HOURLY CHECK DEFINE ASSIGN OPEN FILE YES NO OUTCOME COMPLETE MANUAL REANALYSIS TRACKING NEXT MONTH REVIEW LATER ADMINISTRATOR Define template Documents and rules ADMINISTRATOR Assign template Dealership or group-wide PLATFORM Create folder Monthly requirements DEALERSHIP Upload files Period submission PLATFORM Analysis enabled? Period setting and rules SERVICE / MODEL Run analysis Structured result PLATFORM Outcome? Pass · fail · review or error CORPORATE TEAM Review submission Dealership, period, and result HOURLY Due date passed? Cycle continues PERIOD PROCESS BACKGROUND PROCESS / REVIEW NEXT PERIOD
Each period remains visible for tracking. When the due date passes, the hourly check opens the next month; document analysis is optional and can be started again manually.

Key functions

Technical details

Backend
NestJS 11 · TypeORM · PostgreSQL · scheduled tasks
Document analysis
Language model with validated structured output
Frontend
React 18 · Vite · Tailwind CSS · TanStack Query
Infrastructure
Elastic Beanstalk · RDS PostgreSQL · S3