Many B2B companies struggle with routine administration daily. Although they ultimately provide top-tier services, the actual receipt and processing of orders are often hindered by inefficient processes. On one hand, there is pressure for speed; on the other, back-office employees spend hours manually retyping or copying data from PDF documents.
Companies frequently cling to these processes out of fear of losing control, or because implementing new systems would conflict with their multinational IT strategy. Furthermore, there are concerns that solving the problem will be complicated and expensive. Sometimes, companies simply cannot abandon established systems because every customer or partner submits documents in their own format, which companies have no way of influencing.
You cannot change your customers. Tame the multichannel chaos instead
Our solution in this case is the SaaS platform Ingestra by Media Factory, which consolidates this disparate multichannel intake into a single pipeline. The system receives a document in any format and immediately returns a structured record ready for seamless transfer into any ERP or internal system, either through direct integration or via file import from the Ingestra platform.
We deploy the solution gradually, thereby eliminating all risks. We will only launch live operations once the actual benefits of the solution are proven in practice. Over time, we can easily connect additional inboxes to the system and further expand automated monitoring. Your team will maintain absolute control over all data while leaving all the tedious routine entirely to technology.
The hidden cost of routine
Most companies view the manual retyping of orders as a necessary evil, as few actually calculate its true financial impact. Hard benchmark data clearly illustrates the reality: the average time required to manually transcribe a single document (from an email or PDF directly into an ERP) ranges between 3 and 5 minutes.
Let us look at a specific example. If your company processes 800 to 900 orders per month, this amounts to an annual volume of nearly 10,800 documents. Under this standard workload, your team will spend 540 to 900 hours a year on purely mechanical retyping. Calculating with an average back-office operational cost of 500 CZK per hour, the annual loss for this illustrative volume climbs to between 270,000 and 450,000 CZK.
Furthermore, one must add the average error rate of manual processing to these direct costs, which reaches 2 to 5%. Each error necessitates dealing with incorrect deliveries, handling complaints, and risking the loss of your customers' trust. A computer automatically performs this tedious work for you and eliminates unnecessary losses, while the final control always remains with your employees.
100% Control: No commitment without a human
The greatest distrust towards automation stems from the fear of losing control. Ingestra is built on an absolutely strict rule: not a single order will enter your ERP without the explicit approval of your staff.
Automation supplemented by artificial intelligence handles the complex work—extracting data according to your defined schema—but it always creates only a proposal for review, a so-called Demand. A true and binding Order is generated exclusively upon confirmation by a responsible person on your end. Moreover, every single step is backed by a precise audit trail. At any time, you can trace who extracted, potentially corrected, and approved the data.
This full traceability is an essential element for internal compliance as well as for administration related to public procurement.
Measurable results and a zero-risk pilot
Today, the digitization of orders does not require years of preparation. Contact us, and together we will plan a pilot operation with clearly defined KPIs, enabling you to realistically validate the outputs from the Ingestra platform within just one month.
During this initial phase, the system will process a sample of 50 to 100 real company documents from one defined inbox. The success criterion is strict and transparent: the goal is to reach a state where 75 to 80% of documents are extracted without the slightest need for manual correction, and the human review time drops below 30 seconds per document.
Only after this successful confirmation of value does full integration and the launch of live operations follow. In the long term, multiple inboxes and systems can subsequently be automatically connected to the platform within an advanced monitoring framework. Your back office retains absolute control over every import, while monotonous work fully transitions to technology.
Contact us to schedule a no-obligation consultation.
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