A CASE STUDY
TRANSFORMING MANUAL DATA PROCESSING INTO AN AI AUTOMATED WORKFLOW
A CASE STUDY
TRANSFORMING MANUAL DATA PROCESSING INTO AN AI AUTOMATED WORKFLOW
Overview
A rapidly growing retail coffee chain primarily located in the western and southwestern regions of the United States. Founded in Portland, Oregon, the company has built a strong reputation for high quality beverages, including specialty coffees, teas, smoothies, and a signature line of energy drinks that appeal to a wide range of customers. With a focus on exceptional service, community engagement, and a lively store atmosphere, it continues to expand its presence to hundreds of locations. Its commitment to consistency, customer experience, and brand loyalty drives its ongoing growth and strengthens its position in the market.
Business Challenge
The client’s leadership team identified three core issues limiting operational effectiveness:
- Scalability
As the company grew, each location had many hourly employees, making accurate time tracking difficult. The central office logged all data and handling invoices through fax or other manual methods which wasn’t practical as the business expanded.
- Data Management
Excessive manual data entry led to inefficiencies and increases the risk of errors.
- Cost
The company spends a lot of time using manual labor on administrative tasks, and physical processing of documents adds unnecessary expenses.
Solutions
Automated Data Capture
Trellissoft implements AI/OCR (Optical Character Recognition) technology to digitize timesheet and invoice documents. Since timesheets and FAXed invoices come in various formats, AI/OCR can efficiently interpret PDFs, images, and text, standardizing the data into digital formats.
Efficient Data Processing
Trellissoft uses a sophisticated ETL (Extract, Transform, Load) process to transfer and load timesheet and invoice data into downstream accounting systems (SAGE). This allows supervisors and central office staff to focus on reviewing
completed tasks instead of manually entering data, improving accuracy and saving time.
Cost Reduction through Automation
The business can cut administrative expenses, supervisor overtime, and costs
associated with managing physical documents by automating time sheet and invoice processing and minimizing manual labor.
Automated Data Capture
Trellissoft implements AI/OCR (Optical Character Recognition) technology to digitize timesheet and invoice documents. Since timesheets and FAXed invoices come in various formats, AI/OCR can efficiently interpret PDFs, images, and text, standardizing the data into digital formats.
Efficient Data Processing
Trellissoft uses a sophisticated ETL (Extract, Transform, Load) process to transfer and load timesheet and invoice data into downstream accounting systems (SAGE). This allows supervisors and central office staff to focus on reviewing
completed tasks instead of manually entering data, improving accuracy and saving time.
Cost Reduction through Automation
The business can cut administrative expenses, supervisor overtime, and costs
associated with managing physical documents by automating time sheet and invoice processing and minimizing manual labor.
Conclusion
By leveraging AI/OCR and efficient data processing, the company can streamline financial workflows, improve overall data integrity, and reduce manual errors. This approach saves time, lowers costs, and ensures greater accuracy and reliability in handling timesheets and invoices.
Why Trellissoft?
Trellissoft’s architects and
designers excel at creating
innovative and scalable data
solutions. Their expertise ensures
the development of reliable,
efficient, and future ready business
processes that customers can
trust, enabling seamless operations
and supporting long term growth.
