Case study · Logistics · Gauteng

Load confirmations and supplier invoices, read and checked without retyping

A Gauteng logistics operator received load confirmations and supplier invoices by email. Staff opened each one and retyped the details into a tracker: reference numbers, dates, weights, amounts. The client is kept anonymous.

The problem

Every document was captured by hand, line by line.
Typing errors and missed documents only showed up later, at billing or reconciliation time.
The person capturing was the same person who should have been chasing and checking.

What we built

Read from email. Workflows pick up load confirmations and supplier invoices as they arrive, including scanned and multi-page PDFs.
Check the figures. Totals, VAT and references are checked before anything is written down.
Write the data in. Each document becomes a row in the tracker the team already used.
Send the doubtful ones to a person. Anything the software is unsure about is flagged for a person to check, never guessed.

What changed: staff stopped retyping these documents, and checking runs on every document instead of only when someone has time. An audit of the captured invoices also surfaced invoices that had been billed twice.

How the work ran

A conversation about the documents and where the data needed to go, then a written quote with scope, testing and a fixed price. The workflows were built and tested on the client's own documents, and we kept watching them after handover. Documents are used only for the agreed work and personal information is handled under POPIA.

Try it on your own documents, free

Send three of your invoices or load confirmations to info@stanautomate.co.za. We send them back as a finished spreadsheet within 24 hours, at no cost.

Figures and screenshots from this client are not published. Any demo on our website uses made-up example data.