🧾 Case Study: Automating Royalty Refunds in Hospitality CRM Using RPA

📌 Client Overview:

A large hospitality franchise group managing multiple hotel properties under well-known international brands was struggling with an inefficient royalty refund process. Manual tasks, data reconciliation across systems, and compliance checks resulted in delays, higher costs, and potential human errors.

🎯 Problem Statement:

The client’s Customer Relationship Management (CRM) system was not integrated with a refund automation mechanism. Every month, royalty refunds to franchisees were:

• Manually calculated
  
  
• Prone to inaccuracies
  
  
• Labor-intensive (5+ people working full-time)
  
  
• Slow, leading to payment backlogs
  
  

The lack of automation in franchise royalty reconciliations impacted both financial accuracy and brand credibility.

💡 JW Infotech’s Solution:

JW Infotech deployed a custom-built Robotic Process Automation (RPA) workflow tailored for franchise CRM logic. The automation was trained to:

• Extract, validate, and match franchise revenue and performance data
  
  
• Calculate royalty rebates and refunds based on set policies
  
  
• Integrate directly with CRM and ERP systems
  
  
• Auto-generate compliance reports and disbursement logs
  
  

All this was done using low-code automation tools and enterprise-grade RPA technologies.

⚙️ Key Features Implemented:

• 🔁 Automated Royalty Refund Engine
  
  
• 🔄 Real-time Data Sync Between CRM & ERP
  
  
• 🧠 Decision Logic for Multi-Tier Franchise Contracts
  
  
• 📊 Auto-Reporting Dashboards for Audits & Approvals
  
  
• 💬 Notifications for Exceptions & Approvals
  
  

✅ Results & Impact:

• 💰 Reduced manual workload by 80%
  
  
• 🕒 Cut down refund cycle from 5 days to <1 day
  
  
• 👥 Team size reduced from 5 to 1
  
  
• 💸 Improved accuracy and trust in the royalty process
  
  
• 🧾 Enabled audit-ready documentation for compliance
  
  

🤝 Value Delivered:

JW Infotech’s RPA solution didn’t just automate a broken process; it helped redefine operational efficiency for hospitality franchisors. With transparency, speed, and traceability, the client scaled this system across multiple brands.