Overview

Easivio designed and implemented a Coupon Distribution Automation System for a leading car showroom. The goal was to streamline the manual process of filling customer details into coupon PDFs and sending them individually to customers on WhatsApp. With this solution, the showroom could automatically generate personalized coupon PDFs every morning and distribute them instantly to the right customers, saving hours of manual effort and ensuring error-free communication.

Challenge

The client’s marketing team regularly received large sets of customer data in Excel format, which needed to be mapped into a 10-page coupon PDF template. Each coupon contained customer-specific details such as name, phone number, and a unique coupon number. Traditionally, the team had to manually enter customer information into the PDF, generate separate files for each customer, and send them one by one on WhatsApp.

This manual process was:

• Time-consuming, requiring multiple hours daily.

• Prone to errors, with high chances of mismatched details.

• Operationally inefficient, as WhatsApp distribution was manual.

• Difficult to scale, especially when handling hundreds of customers daily.

Solution

Easivio automated the entire workflow with a dynamic coupon PDF generator integrated with WhatsApp API. The automation included:

1. Excel Integration – Every morning, the system captured the updated Excel sheet containing customer details.

2. Dynamic PDF Generation – Customer data (name, contact number, coupon code, and other fields) was automatically merged into the 10-page coupon PDF template.

3. Personalized Distribution – For each customer, a unique PDF was created and instantly sent to their WhatsApp number.

4. Error Handling – In case of missing or invalid numbers, the system flagged entries for review.

5. Scalability – The workflow was designed to handle hundreds of customers daily without performance issues.

Implementation Flow

1. Data Capture – The automation reads the new Excel file uploaded by the showroom every morning.

2. Data Mapping – Each row is mapped to customer fields inside the coupon PDF.

3. PDF Creation – The system dynamically fills details in the template and generates a unique coupon PDF per customer.

4. WhatsApp Integration – Using the WhatsApp API, the generated PDF is automatically delivered to the respective customer’s WhatsApp number.

5. Confirmation & Logs – Each message is logged for delivery confirmation and future reporting.

Results

The automation delivered immediate business value:

• 90% reduction in manual effort — what earlier took hours now runs automatically in minutes.

• Zero human errors in filling customer details inside PDFs.

• Faster distribution of personalized coupons to customers on WhatsApp.

• Improved customer experience, as customers receive professional, branded PDFs directly on their phones.

• High scalability — capable of processing hundreds of customers daily without additional manpower.

Conclusion

With Easivio’s automation, the car showroom successfully eliminated a highly manual and error-prone task by digitizing and automating coupon distribution. The result was a seamless, end-to-end system where customer data from Excel was dynamically transformed into personalized PDFs and delivered instantly via WhatsApp. This not only saved significant operational time but also created a more professional and consistent customer experience.