Document automation case study
Order automation that fulfils faster for a wholesale supplier
A wholesale supplier retyped every emailed, PDF and spreadsheet order into the ERP. An order flow now creates each sales order in minutes.
- MinutesFrom order to sales orderNot stated in source · Delivery report
- FewerKeying errors and wrong shipmentsNot stated in source · Delivery report
- NoOrder backlog on busy daysNot stated in source · Delivery report
- 4 wkFrom kickoff to liveProject duration · Delivery report
The challenge
Every order retyped before it could ship
Orders came in as emails, PDFs and spreadsheets, each in the customer's own format.The desk read them and keyed the lines into the ERP before anything could be picked. The retyping was slow, mistakes led to wrong shipments, and busy days built a backlog that delayed fulfilment.
- Orders arrived in every customer format.
- Each was retyped into the ERP by hand.
- Keying errors caused wrong shipments.
- Busy days delayed fulfilment.
The solution
A flow that reads the order and creates it
We built an order flow connected to the sales inbox and the ERP.It reads each order whatever the format, maps the products to the catalogue, checks quantities and prices, and creates the sales order, flagging anything it cannot match for the desk to confirm.
- Reads emailed, PDF and spreadsheet orders.
- Maps products to the catalogue.
- Checks quantities, prices and stock.
- Creates the sales order, flags the rest.
How we delivered
Mapped the catalogue, then went live
We mapped the product catalogue and customer codes, set the matching and validation rules, and ran the flow beside the desk to check its orders before it created them on its own.New products and unclear lines still go to a person.
The flow went live in four weeks.
The outcome
Orders in minutes, fewer mistakes
The flow now turns most orders into sales orders within minutes of arrival, so fulfilment starts sooner and the backlog is gone.Mapping to the catalogue cut the keying errors that caused wrong shipments, and the desk handles exceptions rather than retyping every order.
The desk used to retype every order before we could pick it. Now the order reads itself into the ERP and the team only checks what does not match. We ship the same day far more often. Operations Lead, Wholesale Supplier
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