AI case study · Example project
Two people spent most of every day retyping emailed purchase orders into QuickBooks and calling customers about deliveries.
The question: How do I automate the manual data entry in my business?
Why this question matters
Retyping information from one system to another is the most common hidden cost in a small business. AI can now read emails and PDFs reliably, which means even messy, unstructured orders can flow into your systems automatically, with a person checking only the exceptions.
The project, step by step
Orders that enter, invoice and ship themselves
Example: a building-supply distributor shipping across MississippiTwo people spent most of every day retyping emailed purchase orders into QuickBooks and calling customers about deliveries.
- 01 · ASK
The question
We tracked every copy-and-paste step from inbox to invoice to delivery: 23 manual steps per order.
- 02 · AI + TOOLS
Connect the right tools
We use AI on top of the apps already in the business:
GmailClaude (PDF reading)n8nQuickBooks OnlineShipStationTwilio SMSGoogle Sheets - 03 · TASKS + AGENTS
Turn it into tasks and agents
- Inbox agent reads emailed POs and PDFs and pulls out items, quantities and ship-to
- Order entry agent creates the sales order and invoice, flags anything unusual
- Logistics agent books the shipment and texts customers pickup and delivery updates
- 04 · CONTROL PANEL
Manage it from one screen
We build a control panel that ties the texts, emails, tasks and logistics together, with a person approving anything important.
Today’s activity
This example is based on systems Travis Finseth has built and used in his own businesses. The company, names and figures are illustrative; your free assessment gives real estimates for your business.
Related services
Business Process Automation · AI for Business · Get a free AI assessment