between systems
Copy, paste, repeat
Your team keeps copying the same data between systems. Orders, products, prices, inventory and supplier information move by hand between SaaS platforms, spreadsheets, PDFs and internal tools.
Workflow improvement & automation
Rebuild Your Operations for the AI Era.
Connect the tools you already use. Reduce manual work, costly errors, and delays across your business.
Target $50,000+ in Annual Operating Value.
Estimated from your workflows, workload, and operating costs.
catalog-update
preview → release → read-back
- parseSupplier price list5,887 SKUs
- matchExisting listings7,073
- diagnoseComparable prices3,286
- approvePrice tier and scopea person
- writePrice updates, with rollback386
- read-backWritten = calculated386 / 386
64,000
products in an online catalog, audited and kept accurate
21,531
product records entered into legacy software without manual typing
99.68%
of 2,838 product images uploaded and verified
5 min → 30 s
to locate a showroom sample
All figures come from production systems. Each case explains how they were measured.
The problem
Work your team keeps doing by hand
The software may work well on its own. Moving information between tools often takes more time than it should.
in files and memory
Data that lives in someone’s head
Important business data lives in spreadsheets, PDFs, websites or people’s memory. The information exists, but the organization cannot use it consistently.
on the website
The website says one thing, the shelf another
Prices, stock and images online drift away from what you actually sell. Supplier price lists change, image links break, and products go live without prices — and nobody can fix thousands of listings by hand.
in the core system
A core system you’ve outgrown
Your POS, ERP or SaaS works — but not for the way you work now. Replacing it looks risky and expensive; keeping it means employees do the same workaround every day.
between teams
Each department has a different record
Sales, purchasing and the warehouse keep separate records. Staff have to check which version is current before they can act.
document handling
Someone has to read every file
Supplier PDFs and spreadsheets arrive in different formats. We can help extract the information, match it to your records and flag uncertain results for review.
Who it’s for
For teams working with orders, stock and supplier data
If your business runs on products, orders, inventory, suppliers and customers — and your team spends part of every day moving that information between systems, spreadsheets and PDFs — this is for you.
These projects often start with a spreadsheet, a price list or a task that takes too much of someone's day.
Typically teams of 5 to 200 people, where operations are too complex for spreadsheets alone but too specific for an off-the-shelf platform to fit perfectly.
You will probably recognize at least one of these
- A supplier sends a new price list, and someone spends days updating it.
- The website, the POS and the spreadsheet each show a different stock number.
- One person knows where everything is — and everything stops when they are away.
- Your core system works, but everyone does the same workaround every day.
- You are thinking about switching systems, and afraid of what will break.
Start here
Workflow Reconstruction
This is our starting service: improve one recurring piece of work, such as updating prices or passing orders from sales to purchasing. We first look at what can be done with the tools you already have.
Where to start
A task you repeat
Show us how the work is done today, which files and systems it uses, and where staff spend the most time.
What we do
Work through it with your team
We agree on a better process, build the necessary tools and test them with normal cases and exceptions.
What you receive
Tools and a clear way to use them
The working tools, instructions, review points and a comparison with the old process. Changes to business data include a recovery plan.
Services
The work a project can include
You do not need to choose a software package first. Once we understand the work, we agree on which of these services the project needs.
start here
Workflow Reconstruction
Choose one recurring task. We work through how it is done, build the tools it needs and check whether the changes save time or reduce mistakes.
website
Website & Catalog Operations
Keep a large product website accurate: products, prices, images and stock updated in bulk, every change reversible and verified.
migration
SaaS / POS / ERP Transition
Switch or upgrade a core system without losing how the business actually runs.
data
Operational Data Structuring
Turn PDFs, invoices, spreadsheets and supplier catalogs into structured, traceable data.
tools
Internal Tools & Automation
Build a lookup, data-entry tool or script for the work your existing software does not cover.
AI
AI-Assisted Operations
Use AI to read documents, suggest matches or prepare drafts. Staff review uncertain results and approve business decisions.
Method
From the current process to a tested solution
01
Understand
See how the business actually operates: roles, systems, repeated actions, data sources, decisions, exceptions.
02
Rebuild
Decide what to automate, what stays human, what data needs structure, and where systems connect.
03
Build
An automation, an internal tool, an integration, a data pipeline, an AI-assisted workflow, or a website operation.
04
Integrate
Work with the systems already in place — or migrate to a new one when the operating model requires it.
05
Validate
Test against real cases: exceptions, human review, source checks, and read-back reconciliation.
How we check the work
Rule 1
Measure, don't assume.
An image is “working” only after a real request loads it — not because the file name looks right.
Rule 2
Every write can be undone.
Bulk changes run in preview first and ship with a rollback.
Rule 3
Disable, don't delete.
Deleting breaks links and history; hiding does not.
Cases
Examples of the work
These seven projects come from one business with a store, warehouse, a 64,000-product catalog and dozens of suppliers. They show different parts of the same operation.
- 01
online catalog
Keeping a 64,000-product online catalog accurate
Supplier prices, images and stock kept drifting out of sync with a 64,000-product website.
386 / 386
price updates verified correct after writing
Measured - 02
POS migration
Moving from a legacy POS to Square
The old POS fed the whole back office: order follow-up, delivery, purchasing and commissions.
66,000+
products in the old POS; tooling built and dry-run
In progress - 03
legacy software
Automating data entry into legacy desktop software
Product and receiving data were typed by hand into desktop software that could not be replaced.
21,531
product records entered without manual typing
Measured - 04
orders & purchasing
Reconnecting sales and purchasing
The same order information was re-entered and reorganized across sales and purchasing.
≈ 67.7 h
of manual work removed each month
Operating estimate - 05
price & stock lookup
One lookup for prices and inventory
Staff searched supplier price files, internal stock and supplier stock separately.
≈ 40,000
products in one lookup; 2,000+ lookups a month
Operating estimate - 06
showroom
Tracking showroom samples
Finding a showroom sample, and whether it was installed, depended on memory and walking around.
5 min → 30 s
to find a sample
Operating estimate - 07
supplier documents
Turning supplier documents into structured product data
Invoices, price lists and spec sheets arrived as PDFs and spreadsheets in every format, and were re-keyed and cross-checked by hand.
44 / 45
models matched in a trial against ~6,500 records; 10 ambiguous matches sent to a person
Tested
Project status
What is running and what is still being tested
Some workflows run in production. Others are tested but not yet in daily use, and a few are only designed. We label which is which.
- In productionWebsite catalog pipeline · image pipeline · legacy software entry · price & inventory lookup
- TestedInvoice structuring · SKU matching · specification enrichment
- In progressLegacy POS → Square migration
- DesignedSupplier change detection · scheduled catalog updates
Existing systems
Start with the software you have
We usually start by improving the workflow around your existing ERP, POS, SaaS, website, spreadsheets, legacy desktop software and supplier systems.
When the operating model has outgrown the core system, we help you switch — without losing the business rules, data and habits that made the old one work.
Sometimes a small tool is enough. Sometimes the core system needs to change. We work out which applies before choosing the software.
People and systems
Agree on what staff need to review
Tools can prepare data and carry out agreed rules. Pricing, purchasing and uncertain matches still need a named person to review or approve them.
Systems do
- Collect, move, format and convert data
- Match, look up and consolidate
- Repetitive entry and bulk updates
- Rule execution and verification
- Drafts, diagnostics and recommendations
People decide
- Ambiguous cases
- Business exceptions and approvals
- Pricing and purchasing decisions
- Customer-specific situations
- Final accountability
Depending on the job, we use APIs, scripts, document extraction or a small internal web tool. AI can help read files and suggest matches; it does not approve prices or purchases.
Which task takes too much time?
Tell us how your team does it today and which software and files are involved. We can work through where a tool or a different process would help.
Discuss Your Project