Automate reviewing daily files to find new accounts
A daily file gets opened, cleaned, re-keyed into another system and checked by hand, eight hours a day. One scheduled run does it in about three minutes and flags anything that doesn't match.
This is the shape of most of the work we take on: a person, a set of files, the same hunt every day.
- Free evaluation
- Fixed quote before work begins
- First deliverables in 30 days, guaranteed
- No staff replaced
What this costs you today
Every morning several files arrive. Someone opens each one, scans it for accounts that are not in the system yet, and keys the new ones in. Then they check what they entered against what was in the file. In the companies we meet this is one person's entire job, and it is the same job every day.
It breaks quietly. A file arrives late and the day slips. A record is missed and turns up weeks later as a problem. The person doing it is careful, and it still happens, because the task is built for a machine and a person is doing it.
Call a fully loaded employee $45,000 a year, as an illustration. When this review is a whole job, that is 40 hours a week, and all of that cost goes to a task that should take minutes.
- Typical time
- 40 hrs / week
- That is
- a whole person
- At an illustrative $45,000 a year
- $45,000 / year
Typical figures, using $45,000 as an illustrative fully loaded cost. Your numbers go in the calculator below. If your version is a couple of hours a week, that still counts.
What CBIT builds instead
We build a scheduled job that runs before anyone is in the office. It opens each file, reads the records, and compares them against what is already in the system. New accounts are loaded. Records that match are left alone.
Anything that does not fit the rules is not guessed at. It is set aside with a note on why, and the person who used to do the whole job reviews only those. That is the part that still needs a person, and it is a short list.
Plain automation handles most repetitive work. We use newer tools only where they clearly earn their place, and we tell you when we do. This task did not need them.
What the person gets back is their day. A few minutes reviewing exceptions, then the work only a person can do.
Is this AI?
This is plain automation. No AI. A scheduled job reads the files, applies the rules a person was applying by hand, and loads the results.
What business automation actually costsOne example, names left out
Before
One full-time employee spent their entire day going through several files, looking for new accounts to add to the system. Open a file, hunt for the records that were new, key them in, check them. Eight hours, every day.
After
A scheduled run reads the files, identifies the new accounts, loads them, and flags anything that doesn't match. The process now takes about three minutes a day, mostly a person reviewing the exceptions. The employee was not replaced. They moved to other work.
The numbers
About 40 hours a week before. About 15 minutes a week after. The calculator below is set to those figures.
Real work from real clients, with the names left out. What matters is the shape of the problem, and how often we see it.
What shapes the scope and the quote
This kind of project
Sized to the files and the systems
The example above was a whole job, with several files and two systems, so it was a more involved build. A version that reads one clean file and loads one system is a smaller project. We look at the file formats, the matching rules and how the target system accepts data before we recommend what to build.
- Small tasks and larger workflows are both welcome. We look at what needs to happen and give you a fixed quote before work begins. No hourly meter.
- First deliverables in 30 days from kickoff, guaranteed.
- Changes to outside systems (a portal redesign, a vendor's API change) may require separately quoted repair work. We tell you when that happens.
Run your own numbers.
Set to the typical figures for this task. Change them to match your team, however small the number.
What this task costs you in time
Hours a week, times the people doing it, at whatever a person costs you. $45,000 a year is an illustration; set it to your own figure.
People doing this work
1
Hours each, per week
Half an hour counts. 40 is a full week.
40
Fully loaded cost per person, per year
Salary, benefits, taxes, overhead. $45,000 is an illustration; set it to yours.
$45,000
Time spent on this task
40 hrs / week
About 2,080 hours a year of a person's time.
- Labor value of that time
- $45,000 / year
- Your project price
- Fixed quote after a free evaluation
These figures show the value of time spent on the task, not a project quote or guaranteed cash savings. We will help estimate what can realistically be automated.
Tell us about the task your team keeps doing by hand.
Every morning, every Friday, or every time an order comes in. Small tasks and larger workflows are both welcome. The evaluation is free, and if we take it on, first deliverables are running in your operation within 30 days of kickoff.
Free evaluation. Fixed quote before work begins.
Related tasks
Plain automation
Automate checking one system against another
Records processed, exceptions flagged, run before the day starts. Ran today in 0:48.
Plain automation
Stop re-keying the same data into two systems
Type it once. The second system is updated for you, every time.
Everything we automate
Fourteen tasks, each with what it takes today, what we build instead, and what shapes the scope.