Abstract: See how AI-powered doc processing helped them reduce 70+ hours weekly, get rid of errors costing €144,000+ yearly, and enabled automated buyer updates—all with out increasing employees.
Promoting custom-made furnishings on this age of mass manufacturing is just not straightforward. However this mid-sized, Europe-focused furnishings retailer was making it work. Their secret? Letting prospects select every part — from material selections to couch leg kinds, even right down to the colour of ornamental nails.
Nonetheless, as gross sales grew, the made-to-order created a significant drawback. Every order was distinctive — totally different materials, {custom} options, and particular necessities. The crew needed to rigorously deal with every customization, create detailed specs for suppliers, and guarantee each particular request was accurately manufactured. When suppliers despatched again order confirmations, the true problem started.
With an 8-week order cycle, processing delays meant prospects waited with out updates. Order backlogs grew, adverse evaluations elevated, and 20-30% of all orders had been experiencing some type of error or challenge. They wanted a solution to course of these paperwork precisely with out hiring extra employees.
The actual value of handbook provider order administration
The provider paperwork arrived as complicated PDFs — some as much as 16 pages lengthy, in a number of languages, and with totally different technical notations. Their seven-person operations crew spent 10-15 hours per week per particular person processing these paperwork. That is 70-105 hours weekly simply matching codes and verifying particulars.
At a median hourly charge of 180 SEK for operations specialists in Sweden, the handbook processing was costing them roughly 655,200-982,800 SEK (€59,600-€89,400) yearly in direct labor prices.
On high of that, the handbook course of resulted in 20-40 order errors throughout 100-150 month-to-month orders. It meant both the client needed to be compensated or the wrong merchandise needed to be bought off at a loss. The potential losses on account of incorrect order may find yourself costing €12,000 month-to-month.
To sum up, the processing inefficiencies had main downstream results:
- Prospects left ready for updates about their orders
- Incapacity to offer correct supply timelines
- Rising adverse evaluations particularly mentioning poor communication
- Time spent correcting errors managing and promoting off returns
- Alternative value of expert crew members doing handbook work
- Extra hiring wants as order volumes grew
Automation appeared like the plain answer. Nonetheless, their distinctive processes and excessive degree of customization meant they needed to discover a system that might deal with their particular wants. They wanted one thing that might not solely course of complicated PDFs precisely but additionally adapt to their cautious, detailed verification course of whereas working seamlessly with their current techniques.
Why conventional order affirmation processing failed the retailer
Let’s check out how this retailer’s order dealing with workflow regarded like.
- Buyer locations order on their web site
- Order flows by way of their e-commerce system, Crystallize, into their ERP, Enterprise Central, as a gross sales order
- Crew manually collects these orders 2-3 occasions weekly and makes use of inner filters to pick out the suitable provider for the order
- Creates Excel recordsdata for suppliers detailing what must be manufactured
- Suppliers ship again order confirmations confirming what they’ll make and after they can ship
- Order affirmation information is manually extracted and matched to gross sales orders
- Order affirmation quantity and promised supply dates are added to Enterprise Central for matched gadgets
- When all gadgets in an order are matched, prospects are knowledgeable the tentative supply information
- As soon as the product is in manufacturing and transit, suppliers ship packing lists
- Crew verifies these towards gross sales orders to make sure every merchandise is being readied
- Continia is used to create POs from these packing lists
- These assist mark gross sales orders for supply and schedule product launch of their warehouse administration system
This complicated course of created a wierd workflow the place buy orders had been created after receiving packing lists relatively than earlier than putting orders with suppliers. This uncommon method was crucial as a result of they collected web site orders on particular days earlier than sending them to suppliers. Moreover, not all gadgets in a buyer order would go to the identical provider, that means elements of a single order would possibly arrive at totally different occasions.
Moreover, three extra elements made this course of notably troublesome to automate:
Variations in product listings
Since customization was on the core of their enterprise, they wanted to trace every part of a {custom} order individually. So a {custom} couch gained’t be recorded as a single merchandise in Enterprise Central however as separate line gadgets — one for the couch mannequin, one other for the material selection, and extra for particular options like bronze nails.
Nonetheless, the provider typically lists all these particulars as a single merchandise of their order affirmation. For instance, if a provider confirmed ‘Valen three-seater in Blue material with bronze nails‘, the crew must match this single entry to a few separate strains in Enterprise Central. This complicated construction made processing order confirmations notably difficult.
Language and notation variations
The furnishings firm’s suppliers used totally different languages and technical notations of their paperwork. One provider used English with German technical notations, whereas one other blended Swedish and English phrases. This made matching with gross sales orders notably difficult as a result of Enterprise Central wanted clear, standardized product codes.
So, even one thing easy like metal nails may seem in a number of methods — as a technical code in a single doc, in plain English in one other, or as a German notation in a 3rd. The crew needed to manually interpret and translate these variations throughout information entry to make sure correct matching.
Particular case dealing with
Some orders required particular dealing with guidelines. As an illustration, when an order affirmation was marked as ‘Showroom’ as a substitute of getting a buyer reference, it wanted totally different processing because it wasn’t tied to a buyer order.
The crew needed to first spot these distinctive circumstances, then apply totally different verification guidelines — including extra steps to their handbook processing. This meant continuously switching between totally different procedures relying on the kind of order they had been dealing with.
Cut up orders
Prospects may order gadgets that got here from totally different suppliers. For instance, a buyer would possibly order a settee from one provider and a footstool from one other.
So when order confirmations arrived, the crew needed to rigorously match every to the best elements of the client’s order in Enterprise Central. Since confirmations got here individually from totally different suppliers, they wanted to trace which gadgets had been confirmed and which had been nonetheless pending — all whereas making certain they had been updating the right line gadgets for every product.
They tried numerous instruments, together with Continia, however they could not successfully deal with these complicated paperwork whereas sustaining the accuracy their course of demanded. They wanted a versatile answer that might precisely extract and interpret inflexible, prolonged PDFs whereas adapting to their particular workflow wants.
That is after they approached us at Nanonets.
How we automated the retailer’s order affirmation processing workflow
their complicated order dealing with course of, we knew automation wanted to occur step-by-step. We began with order confirmations. We constructed a versatile workflow that might automate the method from receiving provider paperwork to updating Enterprise Central with supply dates. The thought was to make use of this as a basis for different potential workflows, like packing listing processing.
Here is a fast overview of how the automated workflow labored:
- Crew forwards order confirmations to a devoted e-mail tackle or uploads them to a Dropbox folder
- Our system identifies the provider format and applies related processing guidelines
- For every doc, our mannequin:
- Extracts order references, product particulars, and supply dates
- Finds corresponding gross sales orders in Enterprise Central
- Maps provider product descriptions to right Enterprise Central codes
- Identifies particular circumstances like showroom orders
- Nanonets flags gadgets needing overview:
- Amount mismatches
- Product code discrepancies
- Unmatched gadgets
- Crew evaluations flagged gadgets by way of easy interface
- System learns from corrections
- As soon as verified, updates Enterprise Central with supply dates
Right here’s how we went about fixing totally different challenges of their doc processing workflow:
1. Automated doc consumption:
We established dependable doc consumption channels by configuring e-mail forwarding guidelines and organising Dropbox folder monitoring. This eradicated the handbook downloading, sorting, and classifying of order confirmations. The system routinely detects new confirmations and routes them for processing.
2. Product matching:
The most important problem was matching provider product descriptions to a number of Enterprise Central line gadgets.
So, we constructed an identical system that:
- Begins with precise description matching
- Falls again to fuzzy matching when wanted
- Filters outcomes primarily based on extra standards like upholstery codes
- Handles the “one-to-many” drawback (one provider merchandise to a number of Enterprise Central strains)
When a provider lists “Valen three-seater in Blue material with bronze nails” as a single merchandise, our system can now routinely determine and replace the corresponding couch mannequin, material, and particular function strains in Enterprise Central.
3. Provider-specific guidelines
Every provider’s paperwork required {custom} dealing with:
- For provider A: The system extracts article numbers and variant codes from product descriptions, checking “Choices” fields for particular options like ornamental nails
- For provider B: The system handles blended Swedish-English phrases and matches primarily based on product descriptions and portions
- For each: Extra verification steps for upholstery codes, kinds, and particular notes
4. Managing exceptions
To deal with their particular circumstances, we constructed particular detection and processing guidelines:
- System identifies showroom orders routinely
- Handles break up orders by monitoring a number of confirmations
- Processes particular product codes with particular guidelines
- Flags exceptions that want human overview
The interface lets the retailer overview these exceptions effectively. Once they make corrections, the system learns from these adjustments — bettering future extraction and matching accuracy.
The ROI of automated provider order administration
Inside 3-4 months, the automated system delivered measurable outcomes throughout 4 vital areas:
- Processing time reduce from 70-105 to 40-50 hours weekly
- Full elimination of order backlogs
- Capability to deal with rising order volumes with out extra employees
- Built-in with Klaviyo for automated buyer communications
- Proactive order updates all through the 8-week order cycle
- Fewer adverse evaluations and buyer inquiries
- Early detection of product mismatches earlier than manufacturing
- Month-to-month financial savings of €12,000 from error prevention
- Operations crew shifted to value-creating actions
- Enlargement into the German market with the identical workflow
What moved the needle most for the retailer? Our system’s skill to precisely course of complicated PDFs – it’s one thing they did not count on may very well be accomplished successfully. Even 16-page paperwork with blended languages and technical notations are actually processed precisely.
They’re additionally planning to increase the automated workflow to their Germany-region operations for the reason that course of would stay the identical, roughly. The one distinction could be the language – one thing that Nanonets would have the ability to deal with seamlessly.
