Overview
Overview The Challenge The Solution The Impact The Approach Takeaways
CASE STUDY

From Chaos to Clarity
How We Streamlined a
B2B FMCG
Purchase
Order Process with AI

Managing large and frequent B2B orders can be overwhelming. Here’s how we turned chaos into clarity with an AI-Powered PO Management System.
40%
Faster Processing
10+
Hours Saved Weekly
50%
Acctg Efficiency
Browse more insights Book a Strategy Call
UI Card
✓
Order Processed
Just now • Automated
Leading FMCG Distributor
CLIENT
B2B Distribution
INDUSTRY
3 Months
TIMELINE
AI & Web App Dev
SERVICES
The Business Challenge

A complex, manual process was costing time, money, and accuracy. Our client faced significant bottlenecks that stifled their ability to scale.

BEFORE: THE PROBLEM
FRAGMENTED INPUTS
PDFs
Excel
Images
Manual Entry
Staff manually re-typing orders into ERP
48h
Processing Time
Data Errors
Inaccurate PDF Conversions
Despite using paid PDF converters, data from POs often failed to convert correctly, leading to errors.
Delivery Delays
Order Processing Delays
Inefficiencies caused delays that impacted delivery timelines and customer satisfaction.
Manual Entry
Disjointed Systems
No integration between purchase order workflow and accounting software, leading to repetitive manual tasks.
Low Efficiency
Wasted Admin Hours
Team spent excessive time on low-value tasks like printing labels and assigning drivers instead of growth.
Our Solution Approach
A systematic, AI-powered redesign in 6 strategic steps
1
AI-Driven Data Extraction
AI accurately extracts data from PDFs, images, or text POs and auto-formats it into CSV/Excel, eliminating manual conversion.
AI Driven Data Extraction
2
Customer-Focused Portal
Secure portal for B2B customers to place orders, save favorite lists, duplicate past orders, and see automatic discounts.
Customer Portal
3
Admin Dashboard
Centralized view of all pending orders with automated pre-invoice generation for approval before final processing.
Admin Dashboard
4
Warehouse Integration
Approved orders route to warehouse with automated shipping label generation and driver assignment.
Warehouse Integration
5
Accounting Integration
Custom web connector links PO system to off-the-shelf accounting app, automating invoices and transaction transfers.
Accounting Integration
AFTER: SIMPLIFIED WORKFLOW
AI Intake
Auto-Extraction
Auto-Processed
4 Hours
Fulfillment
Shipment Ready
Actionable Insights
Beyond operational improvements, the system provided critical data insights
Customer Behavior Patterns
Identified high-value customers and recurring order trends, enabling personalized offers and loyalty campaigns.
Product Performance
Highlighted best-selling products and underperforming SKUs, allowing focused marketing efforts.
Operational Bottlenecks
Pinpointed delays in order processing, helping streamline the supply chain.
Revenue Opportunities
Recognized opportunities for cross-selling and upselling by analyzing customer purchasing habits.
The Results: Measurable Impact
40%
Faster order
processing
50%
Accounting efficiency improvement
10+
Hours saved
weekly
Dashboard Mockup
Author
"The new system has completely transformed how we handle orders. What used to take days now happens in hours, and our customers love the transparency."
Sarah Jenkins
Operations Director, FastFoods Distribution Ltd
Our Approach
Combining cutting-edge tech with a proven process
Technology Stack
Back-End
  • AI
  • PHP
  • Rest API
Front-End
  • PHP
  • jQuery
  • HTML
  • Bootstrap
Design Process
Discovery
Understanding requirements
01
Design
Prototyping & UI/UX
02
Development
Agile implementation
03
Testing
QA & UAT
04
Launch
Deployment & Support
05
AI for Streamlining B2B Operations

This case study demonstrates how tailored solutions unlock growth opportunities.

Save time & reduce errors

Automation eliminated manual data entry and PDF conversion errors, ensuring accuracy across the board.

Gain smarter insights

Real-time data allows the client to make data-driven decisions on Inventory and customer trends.

Focus on growth

By eliminating operational inefficiencies, the team can now focus on strategic business expansion.

Ready to Elevate Your Operations and
Boost Profits?

Partnering with Maven Technology can deliver smooth operations and cost
savings. Let us show you how we can make a difference.

Browse more insights View More Case Studies
★★★★★ Rated 5/5 by clients
•
15+ B2B companies transformed
•
Maven Technology