4,0h / mo.
Case study · Ctrl+X
Purchase invoice document flow.
Clientmanufacturing company, 80 peopleWarmia-Masuria, Poland · name under NDA
Processpurchasing and cost invoices
Rollout time8 weeks
Same process, two orderings
6,0h / mo.
5,0h / mo.
3,0h / mo.
9,0h / mo.
8,0h / mo.
12,0h / mo.
6,0h / mo.
Total manual work53h / mo.
manual stepautomated stepnumbers: manual work hours per month
No step disappeared and none were added. It's the same company and the same process — just put in order.
01 — context
80 people, two systems and an Excel sheet with no data flow
An upholstered furniture manufacturer in Warmia-Masuria, Poland. The ERP handles production, but purchasing and cost invoices live alongside it — in emails, scans, phone calls and a spreadsheet maintained by one administrator.
A different approach to rollout
Why this worked in eight weeks.
Conventionally
Workshops and mapping “how it should be”
A new system to train the whole team on
Rolling out the whole process at once
Success measured by project acceptance
Exceptions added to a backlog
Ctrl Chaos
Measuring what's actually happening
Approvals in a tool they already use
Four steps at once, the rest unchanged
Success measured by re-measuring the hours
Exceptions as a separate, visible queue
Manual work hours, week by week
53 → 9
The first five weeks were diagnosis and build — the chart didn't move. The drop starts in week six, when the approval flow went live.
What exactly disappeared from calendars
Triple entry
The same invoice went into the spreadsheet, the ERP and the accounting summary. Now it's one entry — automatic.
Status questions
“Where is this invoice?” stopped being a question for a person. Status is visible in the same place the approval runs through.
Month-end close
Purchase cost data lands in the ERP the same day. The board report stopped being a two-day project.