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Case study · Production operations

From hand-keyed paperwork to a business that can grow

A production business ran on retyped purchase orders, paper receiving sheets and status calls. We delivered wins along the way and had the full intake, inventory and fulfillment system live in 18 weeks. Two months in, it has given the team back hundreds of hours and opened up a new line of business.

AUTOMATIONS RUN
3,021
STAFF TIME SAVED
230+ hrs
PER PURCHASE ORDER
11 sec
LIVE FOR
2 months

Aug–Oct 2026, measured by the platform against the team's manual baseline.

PART 1 · OPERATIONS

Take the retyping out of the day

Staff opened, read and retyped every purchase order. Receiving meant printing the PO, counting on paper and typing the counts back in. Where an order was shelved depended on who you asked.

PO email intake

39× faster
1,283
POs processed
11 sec
now
7 min
by hand
Time saved145.9 hrs

Goods receiving

450× faster
1,738
receipts
Instant
now
3 min
by hand
Time saved86.7 hrs

ONE PURCHASE ORDER, START TO FINISH

  1. 9:02:00
    A supplier emails a purchase order

    The PDF is attached, the same as always. Nobody has to open it.

  2. 9:02:11
    The order is in the system

    Every line, quantity, customer, ship-to address and due date is entered and checked against existing records.

  3. 9:02:11
    Routed and answered

    Routine orders go straight to production, and a reply to the supplier is ready to send.

  4. Delivery day
    Received and put away

    Counts are tapped in on a tablet against the order, and every item gets a zone, rack and bin.

  5. Any time
    Partners check for themselves

    Status, inventory and tracking are in the portal. No call or email needed.

Before: about 7 minutes of typing per PO, plus paper counts and status calls.

Email order intake

Reads any supplier PDF from the inbox and creates the order. No template for each supplier.

Routing rules

Routine orders go straight through. Staff only see the exceptions.

Auto-drafted replies

A supplier reply is ready to send the moment a PO is processed.

Digital receiving

Counts are tapped in on a tablet against live line items. The order notes update themselves.

Inventory locations

Every received order gets a zone, rack and bin, so anyone can find it.

Operations dashboard

Live activity, run history and time saved, all in one view.

PART 2 · GROWTH

From emails, spreadsheets and phone calls on every order to click and fill

A single order used to mean several emails, rounds of spreadsheets going back and forth, and often a phone call or two. Now partners click and fill in an order, and from the moment it's placed, everyone involved can see its status in real time. With that friction gone, each new program adds almost no work, and that opened a line of business the company couldn't take on before.

PER ORDER, BEFORE
Multiple emails · spreadsheet exchanges · phone calls
PER ORDER, NOW
Click and fill · real-time status for everyone

WITHOUT THE PLATFORM

  • Account teams email to ask "how many do we have left?"
  • Inventory and billing kept in spreadsheets and rebuilt by hand each month
  • Phone calls to find tracking numbers
  • Reorders arrive as emails that someone retypes
  • Every new program means more admin, so growth stalls

WITH THE PARTNER PORTAL

  • Partners log in securely and see inventory for each of their customers
  • Order history and monthly billing totals, always current
  • Ship dates and tracking without picking up the phone
  • Click-and-fill ordering, coming next, feeds the same intake
  • New programs barely add admin, so the business can say yes
  • Positioned to offer same-day delivery across the DFW metroplex

One login for every program

The portal reads from the same records the team already keeps, so nobody updates it by hand. Partners watch orders move and check stock without sending an email.

Live: secure login, inventory, real-time status and tracking
Next: click-and-fill ordering and same-day delivery across the DFW metroplex
Fulfillment PortalPartner access
Northwind Supply Co. ▾
Jordan ReyesPartner Log out
DashboardInventoryOrder history
+ New order
Dashboard
Northwind Supply Co. · updated live
Open orders
12
Low stock items
3
Orders this month
86
Out for delivery today
5
Inventory snapshotView full inventory →
ItemOn handStock status
Starter kit, standard418
Welcome packet1,260
Replacement parts, 12-pack36Low stock
Countertop display, small74
Sample set, assorted22Low stock
Event banner, 6 ft58
Recent ordersView all →
Plano regional officeFP-10482 · Oct 20 · Same-day
Out for delivery
Fort Worth, Store #214FP-10479 · Oct 19
In transit
Austin field teamFP-10471 · Oct 17
Delivered
Dallas, Trade show boothFP-10468 · Oct 17
Processing
Real-time order status, inventory and tracking Production & Fulfillment · Dallas–Fort Worth
IN PROGRESS

Client operations: one record for everything

Leads, payments, access, scheduling and renewals in one place the owner controls, with billing and onboarding running on their own. Concept to launch is planned at six weeks, in three two-week blocks.

What could your business take on if the admin ran itself?

Most small businesses have a growth opportunity stuck behind a manual process. We'll help you find yours and get it running quickly.

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