1 We Listen
A logistics company with 16 field managers across the country. The accounting person spent 12 hours/week manually processing expense reports—creating folders, downloading receipt images, transcribing data, and filing everything. The owner couldn't get managers to use expense software, so email with photo attachments was the only workflow that worked.
2 We Audit
We observed the accounting workflow for a morning. The email-with-photos method was actually smart—low friction for busy field managers. The problem was everything after the email arrived: manual data entry, folder creation, filing. Work that had to happen but was wasting expensive talent on tasks far below their skill level.
3 We Design
Design a system that keeps the manager workflow exactly the same (email photos) but automates everything on the back end. Two micro-automations working together: one to extract data from receipt images using AI vision, another to automatically organize files and folders without human touch.
4 We Implement
Receipt Data Extraction
- → Monitors inbox for receipt emails
- → AI reads images with computer vision
- → Extracts vendor, date, amount, category
- → Populates Google Sheet automatically
Smart File Organization
- → Creates folders (Manager → Year → Month)
- → Identifies sender automatically
- → Renames files with date & amount
- → Files images in correct location
The Result
The accounting person stopped being a data entry clerk and became the financial strategist the company actually needed—finally doing cash flow forecasting, vendor analysis, and profitability reports.