AI-Powered Onboarding Assistant for PetroLedger

An AI-powered Digital Twin platform that captures decades of expertise and transforms it into a scalable, compliant onboarding engine. Discover how Sphere helps reduce ramp-up time and future-proof operations.

CLIENT

PetroLedger

INDUSTRY

Financial Services

SERVICE

AI Digital Twin Development | Institutional Knowledge Capture | Onboarding Automation | Compliance-Ready Knowledge Platform

Overview

PetroLedger, a global financial services firm, faced a critical challenge: institutional knowledge loss due to an aging workforce and slow, manual onboarding processes. With 40% of senior staff nearing retirement and new hires taking up to a year to become productive, the company partnered with Sphere to develop a generative AI-powered Digital Twin Knowledge Platform. The result was faster onboarding, preserved subject-matter expertise, and a scalable, compliant system that turned knowledge retention into a strategic asset.

Challenges

As 40% of PetroLedger’s senior workforce approached retirement, the company faced a growing risk of institutional knowledge loss. Critical expertise was undocumented, scattered across systems, and often held only in the minds of long-tenured employees, making onboarding slow, error-prone, and costly.

Costly turnover

Knowledge gaps led to errors, rework, and rising onboarding costs impacting profitability.

Inefficient onboarding

New hires needed 8–12 months to reach proficiency, significantly delaying productivity.

Compliance risks

Manual processes caused inconsistencies across accounting, land admin, and regulatory reporting.

Fragmented knowledge

Key workflows and practices were buried in emails, legacy documents, and informal conversations.

Our Solution

Sphere built a Digital Twin Knowledge Platform powered by generative AI to:

  • Capture institutional knowledge: Converted decades of tribal expertise (documents, workflows, SME interviews) into an interactive AI model.
  • Automate onboarding:
    • Personalized training paths with instant access to policies, compliance guidelines, and ERP workflows.
    • Integrated existing resources (training videos, FAQs) into a unified interface.
  • Enable real-time updates: SMEs could refine the AI model with new regulations or processes via user-friendly dashboards.
  • Ensure compliance: Cloud-hosted, audit-ready platform adhering to SOC 2 and financial industry standards.

Key Achievements

120% faster onboarding

New hires reached full productivity in 3 – 5 months (vs. 8 – 12 months previously).
90% knowledge retention

Preserved critical expertise from retirees, eliminating reliance on tribal knowledge.
$1.2M in annual cost savings

$1.2M/year saved in reduced onboarding costs and error-related rework.
Compliance assurance

100% adherence to regulatory standards across accounting and reporting.

Result

Following a successful Accounts Payable pilot, the Digital Twin platform was rolled out enterprise-wide in just six months, demonstrating its scalability and impact across functions. PetroLedger transformed onboarding from a bottleneck into a competitive advantage, reducing time-to-productivity, preserving institutional knowledge at scale, and supporting seamless growth during workforce transitions.

Download the PDF version of this case study.

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

Luke Suneja

Client Partner

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