This case study is published in collaboration with our partner Utilize, who led the implementation of this solution
About Alumil
Alumil stands as a market leader in the design and manufacturing of innovative aluminum systems used in windows, doors, and building facades. With operations spanning more than 30 countries and production facilities both in Greece and internationally, Alumil caters to a diverse clientele, delivering premium-grade products for residential developments, commercial establishments, and public infrastructure projects.
The Challenges Alumil Was Facing
Alumil’s order and document management workflows were burdened by several operational hurdles:
Multilingual and inconsistent order formats:
With Purchase Orders (P.O.s) flowing in from 20 international clients across multiple countries, Alumil had to deal with documents in varied languages and layouts. This diversity made the order entry workflow highly labor-intensive and susceptible to mistakes.
Complex order structures:
Every P.O. contained detailed product listings with specifications such as material type, color, dimensions, and quantities. While much of this data already existed within Alumil’s internal systems, certain specifications had to be interpreted directly from the P.O. itself. In addition, some SKU orders required Alumil to generate supplementary SKUs not originally specified in the document.
Need for specialized expertise:
Employees handling order entry had to possess deep technical knowledge of both the product specifications and the ERP system’s requirements, turning the process into a demanding and time-heavy task.
Time-consuming and error-prone workflows:
Manually entering orders and adapting to each document’s unique language and format consumed valuable hours and introduced a higher likelihood of errors.
How PaperEntry:AI Solved These Challenges
To overcome these obstacles, Alumil implemented PaperEntry:AI, which addressed each pain point effectively:
Intelligent data recognition and extraction:
PaperEntry:AI is capable of identifying concepts and extracting data irrespective of document layout, enabling Alumil to capture essential details such as profile, material, color, and quantity from orders presented in any language or structure.
Automated data transformation:
Working alongside the Utilize team, PaperEntry:AI processes and converts the extracted data so that orders are accurately entered into the ERP without the need for manual reformatting.
Built-in validation checks:
PaperEntry:AI features automated verification mechanisms that maintain the accuracy of ERP entries, significantly minimizing errors stemming from human input.
Multilingual processing capability:
The solution recognizes and handles orders in multiple languages without requiring linguistic expertise from staff, effectively dissolving language barriers in international order management.
Results and Business Impact
The adoption of PaperEntry:AI delivered measurable benefits for Alumil:
A complete digital transformation of order management workflows, with full automation of order entry, faster processing times, and a noticeable drop in errors.
A 50% reduction in the time spent managing incoming orders, easing the workload on staff and boosting overall productivity.
Greater accuracy in data entry and improved data integrity within the ERP system.
Real-time reporting capabilities that provide immediate visibility into order status, supporting better decision-making across all levels of the organization.
Seamless integration of multilingual orders, removing language-related friction and streamlining the entire management process.
Conclusion
By embracing digitization and automation, Alumil enhanced its operational efficiency, making it easier to handle large order volumes while generating valuable insights for production and financial planning. The order and document entry process became significantly faster, leading to lower costs and reduced processing times.
This partnership highlights how digital transformation, powered by PaperEntry:AI, plays a vital role in modernizing business operations and driving efficiency in today’s global marketplace.