Case Study

AI-Powered Onboarding Assistant for PetroLedger

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.

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

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

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

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:

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

Key Achievements

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

Preserved critical expertise from retirees, eliminating reliance on tribal knowledge.

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

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.

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VP of Engineering at Credit Ninja

These things would not have been achievable if we did not build our own in-house system and if we did not partner with Sphere to help us achieve our goals.

Selah Ben-Haim

VP of Engineering at Prominence Advisors