Business process automation services for end-to-end operations

A European applied engineering company faced a significant challenge in manually processing fuel expenses for its large fleet of vehicles. Every month, employees spent a full day sorting and organizing data from supplier invoices, matching each car’s fuel cost to its respective cost center, a time-consuming and error-prone task.

We automated this process using Power Automate, Cloudconvert, AI Builder OCR, and SharePoint, integrated with their existing ERP system, Navision. The automation extracts data from both Excel and PDF invoices, converts them for processing, and automatically categorizes and assigns expenses to the correct cost centers in Navision. Errors are flagged for manual review, but the rest of the process is fully automated.

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Our solution reduced the task from a full day’s work to just five minutes of data validation. This drastic time-saving eliminates manual errors and offers a scalable solution for future automation of other business processes. The integration with Microsoft tools and Navision was seamless, providing a reliable and efficient fuel expense management system.

Blu.Coffee, a specialty coffee roastery in Cluj, faced growing operational challenges as their customer base expanded. They struggled with bottlenecks across several areas:

• Real-time Customer Feedback: Tracking and addressing feedback effectively.
• Customer Retargeting: Re-engaging customers who stopped ordering required significant manual effort.
• Order Processing: Handling a higher volume of orders and providing real-time delivery updates was overwhelming.
• Invoice Management: Manual invoicing led to errors and delays, impacting regulatory compliance and inventory management.
• Customer Communication: Manual updates on order status were time-consuming, risking customer satisfaction.

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To overcome these challenges, Makeitfuture deployed strategic automation using Make.com to connect Blu.Coffee’s systems. The approach included:

1. Automated Order Sync to Trello: Orders were automatically synced to Trello, creating order cards with all key details, streamlining processing and reducing errors.
2. Customer Data Integration in HubSpot CRM: Orders and communications were integrated into HubSpot for better customer tracking and segmented retargeting campaigns.
3. Automated Invoicing and Delivery Notices: Delivery updates and invoices were automatically sent to customers via SMS, ensuring accurate and timely notifications.
4. Incoming Invoice Automation: Incoming invoices were automated to handle stock deduction, consolidation, and error-checking, cutting down a previously two-day task to minutes.

Following the integration, Blu.Coffee experienced measurable improvements:

• Customer Retention: Retargeting automation led to a 54% increase in returning customers.
• Order Processing Efficiency: Reduced manual work by 90%, freeing up the team to focus on strategic growth.
• Enhanced Customer Satisfaction: Real-time SMS updates for orders boosted trust and transparency.
• Error Reduction: Automated invoicing minimized errors, improving both regulatory compliance and inventory accuracy.

Through Make.com automation, Blu.Coffee now operates with a streamlined, customized ERP system that supports sustainable growth and enhanced customer engagement.

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ViennaHouse's needed monthly billing for long-stay guests, but their property management system couldn't automate the process.

• 300+ manual invoices generated monthly across all hotel properties
• 2+ hours per guest for invoice creation, payment processing, and German tax compliance
• 100+ staff hours monthly consumed by repetitive billing workflows
• Payment tracking chaos with multiple billing cycles and manual reconciliation
• Front desk teams buried in PDF generation instead of guest experience
• Inconsistent billing processes across properties destroying operational efficiency

We deployed an enterprise automation platform that eliminated ViennaHouse's manual billing across 40 properties:

What we automated:

• Daily guest monitoring: Automatic detection of 300+ long-stay accounts
• Invoice generation: From 2 hours to 30 seconds per guest
• Payment processing: Direct payment links with automatic reconciliation
• Compliance reporting: German tax documentation generated instantly

ViennaHouse transformed their hotel billing operations achieving 90% automation across 300+ monthly long-stay invoices in just 10 hours monthly. Their automated billing system eliminated 100% of calculation errors while maintaining full German tax compliance.

Their hotel automation infrastructure now scales effortlessly: 40 properties process invoices in 30 seconds per guest versus 2+ hours manually, while the billing automation workflow handles 10x volume with zero additional resources.