Before our system, the team was swamped. Every day, dozens of supplier invoices arrived by email. Staff had to extract the data, enter it into a spreadsheet, prepare payment runs, then manually log the details across multiple internal systems. It was a full-time job split between multiple team members. Errors were frequent. Time was bleeding out of the business.
We built a complete invoice automation layer. It reads incoming emails, extracts invoice data, and feeds it into a master Excel spreadsheet for payment approvals. Once marked paid, remittance notices are sent automatically to each supplier. That same data is sent to their vehicle tracking systems to log fuel, servicing, and cost history. It also updates a custom registration tracker that alerts staff ahead of any renewals. All systems are connected. No double entry. No missed steps.
• Over 1,000 invoices processed each month • System runs 24 hours a day with no manual input • Previously handled by 2 to 3 staff, now managed by one part-time admin • Full visibility and control over vehicle payment cycles • Reduced errors and eliminated manual double handling • Client remains on an ongoing monthly retainer due to long-term success
This was one of our most complex builds. High volume. High stakes. Multiple systems that all had to stay in sync. We delivered a fully autonomous solution that now powers the financial heartbeat of the business. What once drained hours every week now runs in the background with total accuracy and zero stress.
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(2021-25©)
