Streamlining Operations with Automation in Engineering Product Sales

An engineering product sales company struggled with inefficiencies in order processing and inventory management. By implementing automation tools integrated with their existing ERP system, we streamlined repetitive tasks, reduced manual errors, and improved real-time data visibility. This transformation led to a 40% faster order fulfillment rate, improved customer satisfaction, and freed up staff to focus on high-value activities, driving scalable and efficient growth.

Problem/ Challenge

The business relied on a highly manual process for invoice creation and commission calculation, consuming 120–150 hours monthly. Verifying payment statuses, managing varying commission structures, and reconciling stock and invoice data demanded extensive manual oversight. This inefficiency limited the finance team’s ability to focus on strategic tasks like cash flow planning and growth forecasting.

Pain Point:

Thanks to their strategic guidance, we achieved sustainable growth by balancing selective hiring with cost-saving outsourcing, ensuring financial stability while maintaining our competitive edge in the global market.

Brad Taylor

Founder

Solutions

Technology Integration: Connected Google Sheets, Zapier, Finale Inventory, and QuickBooks to automate end-to-end processes.
Automated Invoice Creation: Approved sales quotations in Google Sheets triggered invoice generation and email dispatch via QuickBooks.
Smart Commission Calculations: Zapier tagged invoices with sales rep data, automating commission calculations using real-time paid amounts.
Inventory Sync & Purchase Orders: Finale Inventory monitored stock levels and auto-generated purchase orders for understocked items.
Bank Reconciliation & Bill Sync: Paid invoices updated Google Sheets, triggering automated bill creation in QuickBooks, synced to Bill.com for controller approval.

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Results

The restructuring and outsourcing strategy bore immediate and tangible benefits

80% Reduction in Manual Labor

Automating the invoice and commission workflows reduced monthly labor hours from 120–150 to just 30 hours, resulting in an 80% reduction in manual work. This freed up staff capacity, minimized errors, and accelerated turnaround times. The automation also improved tracking and reporting consistency. Overall, it drastically increased operational efficiency.

Reallocation of Financial Resources

With routine tasks automated, the finance team redirected time and resources to high-value strategic activities. These included budgeting, cash flow planning, forecasting, and financial analysis. This shift improved decision-making support for leadership. It also elevated the department’s impact from transactional to advisory.

Streamlined, Error-Free Processes

By automating key finance and ops workflows, the company eliminated manual entry errors and delays. Invoicing became faster and more accurate, commissions were calculated consistently, and purchase orders (POs) were triggered proactively based on inventory thresholds. These improvements created a fully streamlined, error-free process across billing and supply chain tasks.

Improved Employee Morale

Automation reduced tedious manual work for both sales and warehouse teams, easing their daily workload. This led to fewer errors, faster turnaround times, and less burnout. As a result, employee morale and productivity significantly improved. Happier staff also contributed to smoother operations and better team retention.

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