A leading benefits advisory group achieved an 83% reduction in manual processing time for employee benefits onboarding. By deploying the Hercules platform, the firm cut average file processing from 4.5 hours to 45 minutes, processed 750+ census files annually with automation, and saved more than 2,100 hours each month across its teams.
Benefits teams constrained by manual, error-prone onboarding
Across insurance and HR consulting, benefits organizations rely on accurate, timely onboarding of census and plan data. Yet onboarding often involves fragmented spreadsheets, PDFs, and scanned documents with inconsistent structures. For one fast-growing benefits advisory group, each new client engagement triggered long days of manual file cleanup, validation, and re-keying of data into downstream systems. Renewal periods intensified the strain, driving burnout, high turnover, and missed service-level agreements (SLAs).
Rising costs, inefficiency, and limited scalability
The reliance on manual onboarding limited scalability, delayed proposals, and jeopardized client satisfaction. Errors in census data created rework, compliance risk, and financial exposure. As caseloads grew, the firm faced a critical dilemma: increase headcount at significant cost, or accept the operational bottlenecks that were constraining growth. Industry studies underscore the stakes; poor data quality can cost organizations 15–25% of total revenue (MIT Sloan), while strong data practices can increase revenue by up to 70% (Sirius Group).
Leading benefits advisory group reduces 83% in onboarding time with HerculesAI
Firm saves over 2,000 hours monthly without adding headcount
INSURANCE
CASE STUDY
Hercules platform automates benefits data extraction, transformation, and validation
The firm partnered with HerculesAI to deploy the Hercules platform, which automates data extraction from capital call and distribution notices in diverse formats. The AI-powered platform was trained to read, interpret, and extract key data points without custom coding, making it easy to export CSV files directly into the IMS. The results exceeded expectations: 94% accuracy per data field, a 25% reduction in resource allocation, and faster turnaround times. The Hercules platform has become a critical tool in daily operations, streamlining workflows today while providing a scalable foundation for future innovation.
The results were immediate and measurable:
83%
reduction in processing time, cutting file processing from 4.5 hrs to 45 mins
750+
census files automated annually, eliminating thousands of hours of repetitive work
2,100+
hours saved monthly
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Improved client satisfaction, with faster onboarding and reduced error rates
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The Hercules platform not only optimized day-to-day operations but also enabled the firm to scale sustainably, respond to compliance demands, and free consultants to focus on higher-value advisory work
Enabling sustainable growth for benefits organizations
Automation through the Hercules platform positions benefits groups to scale profitably while meeting rising client expectations. By eliminating the operational drag of manual onboarding, firms can strengthen client relationships, improve margins, and create a more resilient business model—ready to adapt as benefits complexity continues to grow.