Invoice Automation for Steel Manufacturing
Eliminating 10-15 Hours of Manual Work Per Day and Accelerating Payment Collection
Eliminating 10-15 Hours of Manual Work Per Day and Accelerating Payment Collection
The Client
A mid-sized metals distributor with multiple locations across the Northeast, processing 75+ deliveries daily across multiple divisions.
The Challenge
The company’s invoicing process was entirely manual, creating a bottleneck that delayed cash flow and consumed valuable staff time.
The key problems:
- Lost paperwork: Paper documentation was prone to loss and delayed payments.
- Manual data entry: Staff spent 10-15 hours daily across divisions scanning documents, updating customer records, and emailing out invoices.
Bottom line: Manual processes consumed 10-15 hours daily and delayed revenue recognition.
The Solution
Trailmix Labs built a self-hosted portal that integrates with the company’s ERP to capture electronic signatures and automate invoicing. Drivers use iPads to capture signatures digitally at delivery.
How it works:
- Electronic Signature Capture: Drivers capture signatures on iPads at delivery, eliminating paper documentation.
- Automatic Invoice Generation: Upon signature capture, the system automatically generates and sends invoices—reducing the process from 10+ steps to zero.
- Intelligent AR Management: The platform automatically sends payment reminders and flags customers for hold status after 60 days.
Security-first: Self-hosted on client infrastructure with one-way password encryption, ensuring complete data sovereignty.
Timeline: Under 3 months from contract to production-ready.
The Impact
| Metric | Before | After (With Trailmix) |
|---|---|---|
| Invoice Processing Time | 10-15 hours daily across divisions | Fully automated upon signature |
| Steps to Invoice | 10+ manual steps per invoice | Zero manual steps |
| Paper Documentation | Paper-based, prone to loss | Digital signatures with audit trail |
| AR Management | Manual tracking and follow-up | Automated reminders and hold status |
Business results:
- 10-15 hours daily recovered for higher-value work.
- Instant invoicing accelerates payment cycles.
- Scalable security for future digitization.