Success story: Intelligent automation of the order process

Problem Identification

For one of our clients in the naval sector, we transformed their product order management process, achieving comprehensive automation that optimizes time, accuracy, and efficiency throughout the entire order cycle.

The client was looking for a way to improve the management of their orders received via email, a task that required significant time and manual effort to coordinate with suppliers, update prices, and verify stock availability. Additionally, they needed to streamline the creation of personalized proposals for each customer, including the corresponding technical documentation.

Process inefficiencies:

• Manual and error-prone order management.
• Lack of integration: ERP hosted on a local server, with no API or external connectivity.

Solution

We implemented an advanced solution combining Artificial Intelligence (AI) and Robotic Process Automation (RPA), enabling our client to manage orders autonomously and without human intervention at every key stage:

1. Automatic email reception and classification: The AI system identifies, classifies, and automatically extracts key information from the customer's email, recognizing the type of product and its specific requirements.
2. Automated communication with suppliers: Through RPA, requests are automatically sent to suppliers, verifying stock availability and real-time price updates. Our system integrates directly with supplier platforms, ensuring always up-to-date information and avoiding delays in the supply chain.
3. Real-time price and stock updates: The AI solution continuously monitors the availability and cost of each product, allowing quick adjustments to offers based on the latest market conditions. This ensures the client receives a precise proposal tailored to the current situation of each supplier.
4. Automatic preparation of proposals and documentation: We generate a draft response that includes a detailed, personalized offer for the customer, along with the appropriate technical documentation and any other relevant attachments. All of this is presented in a response email, ready to be sent with a single click.

Result

Thanks to this advanced automation, the order process now operates seamlessly with only system supervision. The team can now dedicate time to strategic and value-adding tasks, leaving efficient and effective order management in the hands of AI.

• 70% reduction in time spent on administrative tasks.
• Automation has significantly decreased the time required for manual management.
• 35% increase in order accuracy.
• Process improvements have led to more effective inventory management.
• Significant improvement in customer satisfaction.
• Faster and more accurate responses.
• More efficient processes allow the team to focus on value-added tasks and deliver better service and personalized attention.
• Scalability: The client now has the flexibility to scale operations without the need for a proportional increase in staff.

Why Trust CodeGenia?

Our expertise in AI and RPA solutions enables us to design business processes tailored to each client's needs. The automation of product orders showcases our ability to combine artificial intelligence with the automation of complex processes, ensuring not only efficiency but also an improvement in service quality.

Transform your business, contact us now to take your order process to the next level: