dozens
of processes optimised
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International tradeEuropean Union, United Kingdom, Switzerland, Norway
An international trading group with its own logistics
About 95 % of the sales documents in 14 companies go through without a person.
hundreds
of hours of manual work removed
50–95 %
faster in the optimised processes
01
The situation
A trading group: 14 companies in 12 countries, from 150 to 300 people, different currencies, languages and legal systems. Inside the group a separate company set up for logistics, which later added retail sales: it runs its own supply chains and ships through DHL and other carriers, and part of the production is its own. Every sales, purchase and production document was created, checked and sent by hand. Debtors were reminded when there was time for it. Accounting put its reports together in Excel.
02
What I did
Process analysis
Over three years I went through dozens of business processes and problems, and designed a solution for each one.
EffectIn every automated process 50 to 95 % of the manual time was removed.
Automation of sales documents
The whole cycle, from the order to the letter to the customer, runs automatically in every company and is fitted to the law of each country, including the automatic, multi-level payment reminders that run in six countries. The same for purchase and production documents.
EffectAbout 95 % of sales documents are made and sent without manual work; the money actually recovered is counted in hundreds of thousands of euros.
Monitoring by exception
The system checks every document itself and looks for errors and gaps. A person gets only what really needs a decision, not the whole pile.
EffectOnly 10–20 % of documents are handled manually.
Integrations between the ERP, the shop, the banks and the marketplaces
The ERP in the middle and around it the shop, the banks, the marketplaces and the vendors' systems: the data moves between them by itself, nobody re-types it.
EffectInformation travels faster, processes are shorter, and functions appear that were not there before, such as bank operations done from the ERP instead of by hand, for one.
Data and reports instead of spreadsheets
I went through with accounting and sales which reports and statistics they actually needed, the filings for the tax office among them. They are built automatically on the system's data now, at one click, instead of in Excel.
EffectDozens of reports across 12 jurisdictions; process tracking 80 % shorter, document handling 75 % faster.
Vendor negotiations: POS and OCR
In the talks with the vendors I worked on the company's side. For the point-of-sale system (POS) I collected and diagnosed the errors, took them to the vendor and we closed them together within the implementation; about 90 % of my diagnoses the vendor confirmed. For document recognition (OCR) I screened and compared 30 vendors against the company's requirements. The point is a solution fitted or bought for the company, not bought and not working.
EffectThe tills run steadily and under monitoring, and the OCR choice fits the way the company works.
03
The effect
Documents, payments and reports stopped depending on whether somebody got to them in time. The freed hours, estimated at thousands a month across the group, the company either saved or redirected to other work; in money that is an estimated hundreds of thousands of euros a year.
04
Other examples
This example is the Company optimisation service.Company optimisation
ConstructionIn progressA construction firm: analysis and planA heavily indebted construction firm with a structure standard for the trade, in which the work, the money and the decisions do not add up to one whole.The analysis identified 75 problems, and out of them came a one-year plan of 12 work packages that the firm is already carrying out.MoreOnline tradeA trading company built from zeroThe owner wanted to start trading from nothing and asked for the whole thing turnkey: from what to sell to working systems.Goods, orders, delivery, payment and documents run through one system, which holds more than 500 products.MoreStartupA startup: product and team from zeroThe investors had an idea and money, but there was no product, no team and no plan.The application reached an MVP in three months and was developed for six more, with 99.99 % availability and a team of 12 built from zero.MoreSmall businessesSmall businesses: one scheme since 2021Small businesses, mostly in services, come with the same concrete scenario: they need clients, bookings and order in the mailbox.Since 2021 the same order: analysis, organisation, launch, support, and various processes automated, from 50 to 95 % less manual work.More
05
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