Less admin, fewer missed orders and invoices

Context

Orders and supplier invoices arrived through several channels, including email and social media. Two full-time team members handled the process manually, working through up to 100 order requests and around 150 invoices from multiple suppliers each month. They had to find each request, read the details and transfer the information into the systems and records the business relied on.

The challenge

The work was repetitive, but missing an item could create a much bigger job later. Orders and invoices were often overlooked, and correcting those mistakes cost more time and effort than getting them right at the start. Three issues made the process difficult to manage:

• Requests spread across channels. The team had to check multiple sources to find incoming orders and supplier invoices.
• Manual processing. Reading each item, logging orders and preparing reports took around two weeks each month for two full-time employees.
• A payment picture that had to be assembled by hand. The client needed to bring supplier invoices together to know who to pay at the end of each month and how much.

The objective

Reduce the time spent finding and processing orders and invoices, make incoming requests harder to miss, and give the client a clear monthly view of supplier payments.

The solution

We built an automation that monitors the client’s incoming data sources and uses an AI agent to identify and process orders and supplier invoices.

Order details are entered into the client’s CRM, removing the need to copy each request across by hand. Supplier invoices are gathered into a monthly report showing who needs to be paid and how much.

The team now spends its time reviewing and making decisions with the processed information rather than searching through channels, manually assembling records and fixing errors.

The results

A process that occupied two full-time employees for around two weeks each month now takes around one or two days a month, mainly for review.

Time saved on preparing reports, logging orders and correcting errors gives the employees more capacity to follow up on order leads and move sales conversations forward.

Orders move into the CRM through a consistent process, and the monthly invoice report gives the client a clear view of supplier payments due. The team has less information to gather and re-enter by hand, with fewer opportunities for incoming items to be overlooked.