Eliminating Manual Order Processing from Manual Marathon to Automated Excellence
How we transformed a custom metal fabrication company’s order processing from a 20-minute manual ordeal into a streamlined 2-minute automated workflow.
- Case Study Completed
- Custom metal fabrication company (62 employees)
73%
Time Reduction
18+
Hours Saved Weekly
95%
Error Reduction
40%
More Orders Handled
The Challenge
This growing fabrication shop specializes in producing custom steel components for construction and industrial equipment manufacturers. They received 40-60 purchase orders weekly via email from various clients, each containing different formatting styles, delivery requirements, and part specifications.
The bottleneck was killing efficiency: The administrative team was spending 15-20 hours weekly manually extracting order details from emails, entering data into spreadsheets, and preparing work orders for the shop floor. This manual process was error-prone and inefficient, causing delays in production scheduling and creating frustration for both customers and the production team.
20 minutes
Average processing time per email
15-20 hours
Weekly admin time wasted
Multiple errors
Data entry mistakes weekly
The SmartTaskFlow Solution
Smart Taskflow developed an intelligent order processing automation system that revolutionized their email-to-production workflow. The system continuously monitors their email inbox for incoming purchase orders, automatically identifying relevant emails based on subject line patterns and sender information.
Our automated system:
- Intelligent extraction and categorization of requirements from email documents using advanced parsing tools
- AI-powered processing engine analyzes email content to extract critical manufacturing information
- Automatic formatting and entry into production management system with standardized data fields
- Individual processing of each order line item with validation checks for accuracy
- Flagging of orders with missing information or unusual requirements for human review
- Team notifications alert relevant personnel when urgent orders arrive
The system is trained to understand various email formats and can adapt to different client communication styles while maintaining consistent data extraction accuracy. All processed orders are immediately available to production planners and shop floor supervisors through their existing tracking system.
The Results
Complete transformation achieved: Order processing time decreased by 73%, from an average of 20 minutes per email to under 2 minutes of automated processing. The administrative team saved 18+ hours weekly, allowing them to focus on customer service and production coordination rather than data entry.
Data accuracy improved significantly, with manual entry errors reduced by 95%. Order-to-production lead time decreased by an average of 4 hours, enabling faster response to customer deadlines. The company can now handle 40% more orders without adding administrative staff, supporting their continued growth in the competitive fabrication market.
Under 2 minutes
New processing time per order
4 hours faster
Order-to-production lead time
No new staff needed
Despite 40% more orders
60 days
Complete ROI achieved
Ready to Automate Your Order Processing?
Stop losing valuable time on manual order processing. See how SmartTaskFlow can transform your manufacturing workflow and increase efficiency while freeing up your team for high-value work.
SmartTaskFlow
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