AI & Automation

AI-Powered Order Processing System

Transformed hours of manual PDF scanning into seconds of automated intelligence—slashing quote turnaround time and recovering lost clients through AI-powered product extraction and database matching

Client AI OPS

Year 2025

Services UI/UX Design, TypeScript Development, API Integration

Duration 3 months

AI-Powered Order Processing System Hero Image

The Challenge

AI OPS was hemorrhaging clients because their order processing workflow was painfully slow. Every incoming order arrived as a PDF document—sometimes dozens of pages long—and staff had to manually read through each one, line by line, extracting product names, quantities, and specifications. This tedious scanning process meant quote turnaround times stretched from hours to days, frustrating customers who expected fast responses. In competitive industries where speed wins deals, slow quoting equals lost revenue. The company needed to eliminate this manual bottleneck or continue losing business to faster competitors.

Our Role

We handled all UI/UX design and frontend development for this AI automation project. We owned the complete user experience design, built the entire TypeScript frontend, and handled all API integration connecting the interface to the AI backend that powered the intelligent extraction and matching system.

The Approach

Our strategy centered on workflow simplicity and zero-friction automation. The goal wasn't to build a complex system with a hundred features—it was to make the AI feel invisible. Users needed a straightforward path: upload PDF, see extracted data, match products, export to ERP. We prioritized intuitive design that required no training, ensuring staff could immediately benefit from AI automation without learning curves or confusion. Every interaction needed to feel effortless because the value was speed, not complexity.

Discovery & Research

We started by shadowing the order processing team to observe their actual workflow. We watched them open PDF orders, manually scan through pages of product specifications, cross-reference items against their internal database, and painstakingly transcribe data into their ERP system. The process was not only slow but error-prone—missed items, wrong quantities, and mismatched product codes were common. Through interviews with sales and operations staff, we identified the critical pain points: the sheer time spent reading PDFs, the frustration of manually matching products to database entries, and the pressure to deliver quotes faster than competitors. The key insight: they didn't need more features—they needed intelligent automation that eliminated the manual scanning entirely while maintaining accuracy and control.

Design & Development

We designed a streamlined three-step workflow that mirrors how users naturally think about the process: input, review, export. Step one: users upload a PDF order document. Step two: AI extracts all product data into a clean table view, with intelligent matching against their product database—showing confidence scores and suggested matches. Step three: users verify the matches, make any necessary adjustments, and either download the formatted data or push it directly into their ERP system. The interface prioritizes visual clarity—color-coded match confidence, side-by-side comparison views, and one-click corrections for mismatches. We built the frontend in TypeScript with real-time API integration to the AI backend, ensuring instant extraction and matching feedback. The biggest design challenge was balancing automation with user control—the AI does the heavy lifting, but users always have full transparency and the ability to override suggestions. Performance optimization was critical since processing multi-page PDFs needed to feel instant, not laggy.

Final Design

The final system delivers a clean, three-step workflow that transforms PDF order processing from hours of manual scanning to seconds of AI-powered automation. Users upload orders, instantly see extracted product data matched against their database with confidence scores, and export verified results directly to their ERP—all through an interface so intuitive it requires zero training. What used to take an entire afternoon now takes two minutes.

Results & Outcomes

The AI-powered system successfully eliminated the manual PDF scanning bottleneck that was costing AI OPS both time and clients. Order processing that previously consumed hours of staff time now happens in seconds, dramatically accelerating quote turnaround and recovering competitive positioning in fast-moving markets.

Key Achievements

AI-powered PDF extraction that automatically identifies products, quantities, and specifications from multi-page order documents

Intelligent database matching with confidence scores—AI suggests matches while users maintain full verification control

Streamlined three-step workflow (upload → review → export) that eliminates hours of manual scanning

Direct ERP integration allowing one-click export or push to existing business systems

Zero-training interface designed for immediate adoption—staff started processing orders faster on day one

Real-time processing with optimized performance ensuring multi-page PDFs are analyzed in seconds, not minutes

What We Learned

This project reinforced that the best AI tools feel like magic, not technology—users shouldn't think about algorithms, they should just get their work done faster. The key lesson was balancing automation with control: even when AI is 95% accurate, users need the ability to verify and override. We initially wanted to automate more of the workflow, but restraint proved more valuable—giving users clear decision points built trust in the system. If we were to approach this again, we'd spend even more time understanding edge cases in the PDF documents before finalizing the UI, as document format variations were the trickiest challenge. This experience fundamentally shaped how we think about designing AI-powered tools for traditional business workflows: the technology is only valuable if the interface makes it feel effortless.