From manual data entry to automation

Every day, Van Marcke receives hundreds of order confirmations as PDF files. Until recently, extracting information from these PDFs and entering it into their system was an entirely manual process. Clearly a tedious and inefficient use of their employees' time, so they started looking towards automation.

Luckily, RoboRana was ready to come to the rescue with their expertise in AI and intelligent automation. They implemented a solution that combined the power of Robotic Process Automation (RPA) with Intelligent Document Processing (IDP). Here's how it works:

1. RPA bots use Blue Prism software to collect the order confirmation PDFs.

2. Klassif.AI, an IDP tool, uses Optical Character Recognition (OCR) and AI to “read” the PDFs and extract key data points such as product names, quantities, and amounts.

3. Through training process, Klassif.AI learned the structure of Van Marcke's orders. This lets it classify them without any manual intervention.

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Efficiency gains and happier employees

The impact of this solution has been significant. "In the first month, almost 7,000 PDFs were processed," says Stijn Hoegaerts, IT manager at Van Marcke. "If you know that an employee usually needs 1 to 2 minutes per document, this results in 10 hours saved per day on average." That's an incredible amount of time that can now be dedicated to more value-adding tasks.

But that’s not all. By automating this process, Van Marcke has also reduced errors and improved the customer experience. Orders are processed faster and with greater accuracy, allowing Van Marcke to share delivery information with customers more quickly and transparently. And, of course, happier employees now have more time to focus on interesting and engaging work. Definitely a great way of showing the power of intelligent automation!

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