Case Study
AI-Powered Order 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.
24–48 hour delays on Mondays due to weekend order accumulation.
30+ staff manually handled POs from fax, email, post, and portals, leading to delays and errors.
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:
1. Automate multi-channel ingestion
AI parsed POs from any format (fax, email, scanned PDFs) into structured data.
2. Auto-match and validate
Cross-referenced customer details with ERP records in real time.
3. Flagged mismatches (e.g., outdated pricing, invalid shipping…
Flagged mismatches (e.g., outdated pricing, invalid shipping addresses) for human review.
4. Seamless ERP integration
Auto-generated spreadsheets and fed validated orders into the Order Management System.
5. Continuous learning
AI adapted to edge cases (e.g., handwritten POs) to improve automation rates.
Key Achievements
Staff shifted to handling exceptions only, reducing manual work
Orders fulfilled in 2 hours vs. 24–48 hours post-weekend.
83% fewer rework cases (12% → 2% error rate).
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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Client Partner
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Lee Ebreo
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
Our experience with Sphere and their team has been and continues to be fantastic. We keep throwing new projects at them, and they keep knocking them out of the park (including the rescue of a project that was previously bungled by another vendor).
Ben Crawford
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Mark Friedgan
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René Pfitzner
Co-Founder at Experify
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Bruce Burdick
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The resources and developers that Sphere Software provides are skilled and have the required technical expertise, but more importantly, they have helped us build a culture of excellence within our team.
Arthur Tretyak
Founder and CEO at IntegraCredit
With Sphere, we were able to migrate in half the time it would take to train an additional FTE… and for a fraction of the cost. Our experience with Sphere has been exceptional.
Lee Ebreo
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
Our experience with Sphere and their team has been and continues to be fantastic. We keep throwing new projects at them, and they keep knocking them out of the park (including the rescue of a project that was previously bungled by another vendor).
