In aviation parts management, traceability is everything. Whether you’re buying, selling, or maintaining components, the ability to instantly access trace documentation—8130s and Form Ones, teardown reports, repair certs—is not just a convenience, it’s a requirement. But manually attaching large volumes of PDFs and images to inventory records in an ERP like AvSight can be a challenge that is time-consuming, error-prone, and hard to scale. That’s where Robotic Process Automation (RPA) with AvSight comes in!
What is RPA?
Robotic Process Automation uses bots—software scripts that mimic human actions—to automate repetitive tasks in digital systems. Think of them as virtual assistants that never sleep, never miss a step, and don’t mind the grunt work.
Challenges with Managing Trace Paperwork Manually
For many aviation parts traders and MROs using AvSight, the process looks like this: A part arrives or is repaired. A team member logs into AvSight. They manually scan or download the paperwork. They locate or create the record in AvSight and manually attach the document. Multiply that by dozens, hundreds or even thousands of parts per week, and you can run into a bottleneck that slows operations, introduces data-entry risks, and burns staff time.
How RPA Solves It
Voila RPA with AvSight! This process becomes quick, flexible and seamless: Bots Monitor Inboxes or Folders: RPA watches for incoming paperwork—whether via email or file upload. Smart Matching: Using file names, barcodes, or part/serial numbers inside the PDF, bots identify which inventory record to match. Auto-Attach in AvSight: The bot logs into AvSight (just like a user), finds the correct inventory item, and attaches the trace file. Exceptions Managed: Even bots can get confused – any unmatched files (think sloppy paperwork) are sent to an exception process with necessary users alerted.
Process Bonus
Our Bots can also CREATE records! This means that companies purchasing a bulk inventory or receiving a tear-down can actually use the trace paperwork to build Inventory or Manifest Lines in AvSight while attaching the paperwork to those lines.
Key Benefits
✅ Speed What takes a human 2–3 minutes can be done by a bot in seconds—around the clock.
✅ Accuracy RPA eliminates copy/paste errors and ensures the right doc goes to the right part, using structured logic or OCR.
✅ Scalability Whether you’re processing 10 documents or 10,000, bots handle volume effortlessly without burnout.
✅ Compliance Instant trace attachment means fewer gaps in your audit trail—critical for FAA, EASA, and customer audits.
✅ Employee Productivity Free your staff to focus on value-added work like sourcing, quoting, or quality assurance.
Conclusion
Automating trace paperwork is one of the biggest wins for aviation companies. It’s a powerful technology that boosts compliance, efficiency, and scalability leveraging your existing AvSight investment. Want Help Getting Started? Our team specializes in automating AvSight Accounting Seed, LeaseWorks and Salesforce workflows for aviation businesses. Contact us to schedule a free consultation and see how RPA with AvSight can streamline your trace documentation process.
Check out our other blog posts for more RPA insights.