10d • Business & Strategy 🧠
Client Processing 720 POs Annually (Automation Recovered 240 Hours) 🔥
Procurement company. 720 purchase orders annually. Manual validation consuming 240 hours.
Built automated validator. Eliminated manual checking.
THE CLIENT'S MANUAL PROCESS:
Every PO manual. Specialist downloads attachment. Opens spreadsheet. Reads PO. Types details manually.
Checks vendor approval. Searches approved list. Verifies vendor authorized. Compares prices. Looks up each item. Checks for price increases.
Validates budget. Checks category budget. Calculates spent plus committed. Determines if PO fits. Verifies calculations. Sums line totals. Compares to subtotal.
Routes for approval. Under $5K auto-approved. Over $5K requires director. 20 minutes per PO. 240 hours annually.
Audit problems - 45 unauthorized vendors processed. 89 price variances not flagged. 67 budget overruns. 34 calculation errors not caught.
THE AUTOMATION SOLUTION:
8-node workflow with 3-branch approval routing:
Gmail Trigger → Get Email → Prepare Binary → Extract PO → Vendor Validation → Price Variance →
Budget Check → 3-Way Match → Log Tracker → [Budget Alert] → [Approval Router] → [Auto-Approve OR Request Approval]
Monitors inbox. PO arrives. Triggers processing.
EXTRACTION:
PO details - number, order date, delivery date
Vendor - name, address, contact email
Line items - item code, description, quantity, unit price, line total
Totals - subtotal, tax amount, total amount
VENDOR VALIDATION:
Checks vendor name against approved vendor list. TechSupply Corp, Office Depot, Dell, HP, Amazon Business, others. Flags unauthorized vendors automatically.
PRICE VARIANCE:
Compares each item unit price to historical pricing database. Calculates percentage variance. Flags items with >5% price change from last purchase.
BUDGET CHECK:
Validates line item calculations. Verifies totals match. Checks budget utilization. Calculates (spent + committed + new PO) / total budget. Determines status - OK, Warning 80%+, Critical 90%+, Over Budget 100%+.
3-WAY MATCH:
Prepares PO for future matching. Stores quantities, prices for comparison against invoice and receipt when they arrive.
DEPLOYMENT METRICS:
12 months operation. 720 POs processed.
Manual validation eliminated. Zero hours checking vendors, prices, budgets. Zero unauthorized vendor POs processed. Zero undetected price variances.
Vendor compliance - 100%. All POs validated against approved list automatically.
Price variance detection - 100%. All items checked. Variances flagged immediately.
Budget monitoring - 100%. All POs validated against available budget. Alerts at 80%, 90%, 100%.
Time recovered - 240 hours annually. Reallocated to vendor negotiations.
Hours validating POs annually?
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Client Processing 720 POs Annually (Automation Recovered 240 Hours) 🔥
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