Dossier

Distribution and manufacturing.

POs as PDFs, keyed by hand, mistakes shipped.

8 hrs

a week of order entry removed, projected.

100 POs a week at 5 minutes each. A projection, not a measured result.

A 1990s hiring manager behind three tall stacks of resumes — Three hundred resumes. One Thursday.

The piles we see here.

Someone types every invoice in.

Every invoice entered and coded within a day of arriving, waiting for one click. Overdue reminders send themselves.

Purchase orders arrive as PDFs.

Every purchase order entered within an hour of arriving, with price and stock mismatches flagged before anything ships.

Now

Invoices and orders, entered.

Invoices and purchase orders arrive by email in every format. The AI reads each one, codes it, and queues it in QuickBooks, Xero or your order system for approval.

See the operation

Invoice entry logtoday

10:15	an invoice arrived from a packaging supplier (PDF, French)	read
10:15	vendor matched to supplier record; GL code 5120 Materials; tax parsed	coded
10:16	queued in QuickBooks as a bill awaiting approval	queued
10:31	a purchase order arrived from a regular retail customer; 6 lines read	read
10:31	line 4 unit price differs from the price list by 12%	flagged
10:31	order entered on hold; flag sent to the order desk	waiting
14:05	the controller approved 9 bills in one click	approved
17:00	day summary: 23 entered, 1 flagged, 0 duplicates	done

What the invoice entry system shows the person who reads the log. Example entries, invented.

Behind the curtain.

What a person sees

An approval queue, not a data-entry screen. Each bill shows the original beside the fields the AI filled. Approve, fix or reject.

What it may do alone

Enters and codes on its own; never approves, pays or sends. Duplicates and price mismatches are held.

Who answers for it

A named approver in the accounting system. The log keeps the source document, the fields and who approved.

Whose work changes

The bookkeeper approves and handles exceptions. Month-end starts with the books already current.

Review list2 waiting

line 4 unit price differs from the price list by 12%Decide
order entered on hold; flag sent to the order deskDecide

day summary: 23 entered, 1 flagged, 0 duplicates

What a person reads each morning: the few items the system was not sure about, and what it did. Example, invented.

These four questions are our doctrine. They are answered in writing for every system before it runs.

Less paperwork.

Book a free 30-minute call. We'll run the maths for distribution and manufacturing with your numbers.

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