AI-Powered Order Automation

CLIENT

Medical Device Manufacturer

INDUSTRY

Healthcare

SERVICE

AI Order Processing Platform | ERP Integration | Intelligent Document Parsing | Scalable Workflow Automation

Overview

A global medical device manufacturer processing over 50,000 B2B orders per month faced mounting inefficiencies from heavily manual order handling across fax, email, and portals. With 30+ staff dedicated to data entry and frequent delays caused by weekend backlogs, the company struggled to scale with rising demand. Sphere implemented an AI-powered order automation platform that transformed legacy workflows, dramatically cut labor costs, and unlocked sustainable growth—without expanding headcount.

Challenges

Manual, resource-heavy processes were no longer sustainable as order volumes climbed. The manufacturer faced a scalability ceiling—where growing demand meant growing headcount, driving up costs and straining operations.

Weekend backlog

24–48 hour delays on Mondays due to weekend order accumulation.

Manual order processing

30+ staff manually handled POs from fax, email, post, and portals, leading to delays and errors.

Error-prone data entry

12% of orders required rework due to mismatched customer/ERP data.

High operational costs

Labor-intensive workflows required bloated teams to manage peak volumes.

Our Solution

Sphere deployed an AI Order Automation Platform using proprietary accelerator frameworks to:

  • Automate multi-channel ingestion: AI parsed POs from any format (fax, email, scanned PDFs) into structured data.
  • Auto-match and validate:
    • Cross-referenced customer details with ERP records in real time.
    • Flagged mismatches (e.g., outdated pricing, invalid shipping addresses) for human review.
  • Seamless ERP integration: Auto-generated spreadsheets and fed validated orders into the Order Management System.
  • Continuous learning: AI adapted to edge cases (e.g., handwritten POs) to improve automation rates.

Key Achievements

75% automation at launch

Staff shifted to handling exceptions only, reducing manual work
Faster processing

Orders fulfilled in 2 hours vs. 24–48 hours post-weekend.
Error reduction

83% fewer rework cases (12% → 2% error rate).
Scalability

Preparing to automate 90% of orders by addressing edge cases with AI enhancements.

Result

By automating 75% of its order processing, the company reduced labor requirements from over 30 staff to just 8 – unlocking $750K in annual savings. Weekend backlogs were eliminated, fulfillment times improved, and the business scaled order volumes by 30% year-over-year without hiring additional personnel. The shift to AI-driven operations turned a cost center into a growth engine.

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Flexible, fast, and focused — Sphere solves your tech challenges as you scale.

Luke Suneja

Client Partner

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