Automate warehouse documents, SOWs, and billing
A warehousing team built a custom platform that turns incoming paperwork into records, SOWs, and billing without manual handling.
- What they did
- They began by shadowing the staff who carried out the work, then pared back unnecessary steps and mapped the end-to-end flow before building. The finished system, made as one custom operating setup with 130k lines of code, 41 screens, and 50 tables, pulls details from receipts, estimates, and invoices, organizes that information automatically, creates SOWs with a single click, handles billing in three rate structures, and kicks off 28 automations for follow-ups, messages, and documents. It also keeps 450 active projects together in one place.
- How it went
- All operations moved into one platform. SOWs now appear instantly instead of taking an afternoon, and billing plus routine work now proceed without manual effort.
- Tips
- A full build can fit into a quarter for a mid-market company if the team first maps the real process and trims what is not needed. Use a test file first, and stop for human review before any bill goes out or any external action happens.
Try it yourself with n8n
Set up an automated process for my [business type] that monitors [folder, inbox, or system] for incoming receipts, estimates, and invoices, pulls out details such as vendor, dates, amounts, and line items, and stores them in [spreadsheet, database, or app]. Then use that information to draft an SOW and a billing summary for each [client or project], and create reminder, email, and document follow-up jobs in the background. Show me the draft first and wait for my approval before anything is submitted, deleted, paid, or sent. Stop when one sample document has gone from start to finish and produced the expected draft.
Fill in the [brackets]. Agents can make mistakes, so review anything before it is sent, paid or deleted.
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