Invoice Processing Automation

client

Tito Electrical

role

AI & Automation

recognition

year

2023

launch project

Objective

To create a system that automates the creation and management of creating invoices from Trello to Quickboooks by automatically turning job cards into formatted invoices using Automation and AI tools

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What we did

Tito Electrical is an electrical contracting company and has gone through a big growth phase. An issue they faced with this growth is the increased number of job cards coming through, which was dramatically increasing admin and increasing the grammar and error rates of transforming job cards into invoices.

Our Solution: We automated the entire process!

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And... How Did We Do It?

Tech Stack: Trello, make.com, OpenAI API, QuickBooks

How it works: We automated the full process from a a job being completed, to an invoice ready to be sent off. We made sure to still haev some human intervention to make sure quality checks are being done since there are a lot of short form sentences and abbreviations used by the team when they fill out the Trello job cards, and the admin assistant still has a final checkthrough before the invoice is sent to make sure it's for the correct customer, and there is not any duplication being made.

Future updates:

Automating the QA process and making the process near 100% automated.

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Results

Decreased the invoice error rate by 90%

Decreased time to invoice by 200%

Decreased the number of job cards waiting to be created to invoices from an average list of 15-20, to zero

Decreased the time spent on admin by over 200%

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Let's talk

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