Clients' Challenge
Every day, hundreds of order confirmations arrive in Van Marcke's mailbox. Usually, this information is embedded in a pdf file, from which information has to be copied into Van Marcke's mainframe. Until recently, this process was done entirely manually. After realizing this was an extremely time-consuming and non-value-adding task, Van Marcke called in RoboRana's expertise.
Every day, hundreds of order confirmations arrive in Van Marcke's mailbox. Usually, this information is embedded in a pdf file, from which information has to be copied into Van Marcke's mainframe. Until recently, this process was done entirely manually. After realizing this was an extremely time-consuming and non-value-adding task, Van Marcke called in our expertise. As we already helped Van Marcke by implementing RPA in other processes, we were already familiar with the business. However, RPA wasn't enough to fix this problem. Therefore, we called in our AI specialists.
Our Solution
An Intelligent Automation solution powered as an Intelligent Document Processing (IDP) tool got deployed to automate the business problem. Klassif.AI receives the PDFs from a Blue Prism software bot. During the next step, the IDP uses optical character recognition (OCR) and AI technology to convert unstructured data such as product names, quantities, and amounts into structured data. To recognize the unstructured data, the AI tool had to be trained first. In the early stages, the employees had to intervene manually by showing the tool where to find an amount or indicating the difference between an invoice and delivery data. Through this kind of training, the system became smarter and gained insight into how the orders are usually structured. As a result, the tool can now classify Van Marcke's order confirmation without any help.
Created Impact
The time and efficiency gains from this intelligent process automation story are enormous. Stijn Hoegaerts, IT manager at Van Marcke, explains: "In the first month, almost 7.000 PDFs were processed. If you know that an employee usually needs 1 to 2 minutes per document, this results in 10 hours saved per day on average. This is an immense amount of time that can be used for more value-adding tasks." Moreover, the error margin that was involved in manual processing has been reduced as well, as both the interpretation by Klassif.ai and entry by the software bots are almost error-free. Therefore, Van Marcke can provide a better customer experience, as they can now share delivery times to the customer more quickly and transparently. Finally, employee happiness increased since there is more time to do interesting tasks instead of repetitive ones.
