The situation
Five people in the office, thirty drivers on the road, and paperwork arriving from everywhere: delivery notes photographed in cabs, orders emailed as PDFs, the odd handwritten ticket. Every document had to be read, matched to a job and typed into the accounts package before an invoice could go out.
By the time we met, invoicing ran two weeks behind. Payments arrived later still, chasing calls ate the afternoons, and month-end meant working the weekend.
What we built
Nothing was replaced. The firm kept its accounts package, its spreadsheets and its way of working. Around them, we built a Kodie that:
- Reads every delivery note the moment a driver's photo arrives, and matches it to the right job — flagging anything it isn't sure about for a person to check.
- Raises the invoice the same day the job completes, in the firm's own template, and sends it.
- Chases politely and automatically — reminders go out on schedule, in the firm's voice, before debts get awkward.
- Builds the Monday report — jobs, revenue, outstanding — before the kettle's boiled.
What changed day-to-day
The office still opens at eight. The same five people sit at the same desks. The difference is what's on them: the morning paperwork pile is gone, Saturdays belong to the family again, and the conversation with clients has shifted from "where's the invoice?" to "what's next?"