Automating orders and invoices

Record its source, validation owner, payment and stock checks, and document preparation. Identify manual transfers and decision points. A first phase can move data without automating every approval.

• Enquiry or order received
• Data and availability validation
• Payment confirmation where required
• Document preparation and approval
• Shipping and status updates

Hypothetical example: 300 monthly orders and six minutes of copying each require 30 hours. Reducing copying to two minutes would save 20 hours. This is a scenario calculation, not a Midavco result. Include exception handling and checks when estimating the benefit.

Define where customer, product, price and document data live. Use shared identifiers and retry rules so duplicate transmissions are recognized. The accounting owner should approve document issuance, numbering and correction rules.

Missing product codes, incomplete customers and delayed application responses should be visible to staff. Define an intervention queue, alerts and an owner. Human approval can remain for steps affecting documents or stock.

Include analysis, integration, data cleanup, training and maintenance, as well as application and interface costs. Estimate a payback range using the value of time saved and monthly operation costs. Time savings do not automatically reduce company expenditure.

Choose one channel and order type. Use normal examples, cancellations and retries with agreed acceptance criteria. Compare time, errors and interventions before expanding. Midavco designs automation around real processes and available access.