- ProblemEvery order meant entering and looking up data again in four systems.
- ApproachPrepare administration and shipping from the existing sales order.
- ResultsLess manual work, better use of existing stock and visibility of duplicate purchase orders.
Every order meant more work in four systems.
The sales data was in Pipedrive. Yet the team still had to process it again in QuickBooks, ShipStation and the central order overview.
Entering a new customer took about eight minutes. Processing a purchase order took ten. And after shipping, staff had to keep looking up the parcel status.
Start with the order. Repetitive work taken care of.
Pretrain connected these steps. Administration is now prepared from the sales order. The team reviews exceptions and stays in control of what is approved and sent.
From copying data repeatedly
to one continuous order flow.
The team connects the systems
- Sales order in PipedriveLook up and pass on data
- Update QuickBooks manuallyEnter customer, invoice and purchase order
- Fill in ShipStation separatelyAddress, weight and shipping details
- Maintain the order overviewLook up the parcel, copy the delivery status
The order starts the work
- Start with the sales orderReuse existing customer and product data
- Administration preparedCustomer and invoice ready; stock checked first
- Shipment preparedShipping details filled in in ShipStation
- Delivery status updatedAutomatically sent back to CRM and order overview
Less admin. More control over spending.
By taking over repetitive data entry and lookups, Bucanna automates an estimated 21–26 hours of manual work per month. The team retains the final check.
What does the team no longer
have to do repeatedly?
*Estimate based on recorded volumes over 3.5 months and the team's time estimates: 597 invoices, 111 purchase orders, 583 deliveries, 60 customers and 80 shipments. This is manual work taken over, before deducting the remaining checks. Rounded figures may not add up exactly.
Do not buy what is already in stock.
orders fulfilled from paid-for stock
Before preparing a purchase order, the system checks whether stock is still held by a supplier. For 110 orders, no new purchase order was needed.
potentially duplicate purchase orders
Automated checks flag multiple open purchase orders linked to the same invoice. The team can review and correct them. The number of duplicate payments prevented has not been established.
Even the small details no longer need to be looked up.
For 26 invoices, the purchase order number was automatically extracted from the customer's attachment. This puts the customer reference on the invoice without extra lookups.
Repetitive work taken care of.
Decisions stay with the team.
When data is missing or inconsistent, the automation requests a review. Staff stay in control without processing the same data again for every order.
