Situation

The client, a B2B wholesale retailer with 85 employees, faced critical bottlenecks in order processing. Manual data entry from email to ERP caused high error rates and delayed shipments.

Key pain points included:

  • 45 minutes average handling time per order.
  • 12% error rate in data transcription.
  • Inability to scale during peak seasons without hiring temporary staff.

Implementation

We deployed a Robotic Process Automation (RPA) solution using Microsoft Power Automate integrated with the client’s existing ERP and email server. The project ran for six weeks from analysis to go-live.

Core components built:

  • Automated Email Parsing: Bots extract order details from structured and semi-structured emails.
  • ERP Integration: Direct API connection to validate stock and create sales orders.
  • Error Handling: Automated alerts for anomalies, routing exceptions to human operators.
  • Reporting Dashboard: Real-time tracking of processed orders and error logs.

Results

The automation delivered immediate, measurable improvements in operational efficiency. The system now handles 90% of all incoming orders without manual intervention.

Key performance indicators:

  • 60% reduction in processing errors.
  • 70% decrease in average handling time (from 45 to 13 minutes).
  • 30% cost savings in order processing labor.
  • 24/7 availability for order intake, improving customer satisfaction.

Learnings

Successful RPA requires clear process documentation before automation begins. The client initially underestimated the variance in email formats, which required iterative bot training.

Key takeaways:

  • Start with high-volume, rule-based processes for quick wins.
  • Ensure robust error handling to maintain trust in the system.
  • Involve end-users early to refine exception workflows.

Results

  • -60 % – Reduction in processing errors
  • -70 % – Decrease in average handling time
  • 30 % – Cost savings in order processing
  • 90 % – Orders processed automatically