European Furniture Leader Cuts Process Times by 95%
European Furniture Leader Cuts Process Times by 95%
Client:
IndustryFurniture manufacturing
TechnologyRobotic Process Automation
Summary
As Flokk's automation partner since 2021, we took a challenge to transform their back-office operations. Together, we have implemented more than 40 RPA robots across finance, logistics and purchasing for six European markets. Our automations have already reduced process time by 95%.
Key highlights
European leader in office furniture.
Global operations in 80+ countries.
More than 40 RPA robots launched.
Time for document handling cut from 3 days to 10 minutes.
Project in a nutshell
Challenges
Back-office processes automation across 6 European markets.
Preparing the organization and processes for future AI-powered projects.
Solution
Analysis, optimization and implementation of 40+ RPA robots streamlining processes in finance, logistics and procurement.
Multiple technologies used, including RPA, OCR and low-code.
Impact
95% reduction in process time - including CMR document processing from 3 days to 10 minutes.
60% faster receivables collection through automated payment reminders.
We start with processes that are relatively simple and standardized so that teams can get used to working with robots. In this way, we also create a base for future initiatives involving the application of AI.
2. Free employees from routine
Handing over repetitive tasks to robots keeps professionals focused on decision-making, and analytical or relational activities, adding value to the business.
3. Keep up with market trends
Process automations are a conscious and sustainable participation in the trend of digitization of companies. They help maintain competitiveness and growth rates and gradually prepare the organizations for more advanced AI technologies.
4. Build in-house competencies
Working on automation in a co-creation model allows companies to build and strengthen valuable internal competencies. A trained IT team will be able to replicate robots for further markets and processes within the company, either independently or with limited support.
5. Change the company's approach to recruitment
Change the habit of hiring new people for repetitive tasks (e.g. sanction list control) by showing solutions that work faster and without additional costs.
6. Keep things simple in a growing structure
Simplify and slim down the process structure, implementing best working practices rather than adding layers of controls and documents.
There is a lot of talk in business about the applications of AI, and far less about the fact that in many areas, the automation of processes alone is already having an effect. From the beginning, I assumed that we would first robotize repetitive tasks, building the practice of working with automated systems in the organization, and then measure the benefits. Only on such a structured and proven foundation do we plan the next steps, including projects using AI.
/ Context of cooperation
Automation first, AI next: strategic transformation of an office furniture leader
In 2021, Flokk—a European office furniture manufacturer with ten factories and sales in more than 80 countries—decided to take the first step to automate its back-office operations.
Flokk recognized that before the company could adopt advanced AI solutions, it first needed to streamline and automate its current processes. They were looking for an IT partner big enough to inspire trust, yet agile enough to adapt to their working style.
The first robot - automatic reminders for overdue payments, a process that had no direct responsible persons assigned—was created within a few weeks and immediately improved the organization's cash-flow.
Today, there are more than 40 robots in the cloud that handle invoices, CMR documents, and sanction letters flawlessly.
A robot downloads overdue invoices from the ERP system and generates personalized reminders on behalf of the finance department. The organization's liquidity has improved since the robot went live and the number of late payments has steadily decreased. This is an example of automation paying for itself from the moment it is launched.
2. Confirmation of delivery dates
Once a day, a robot collects new orders from the ERP system, verifies their status and sends customers an order confirmation straight from the ERP system. Sales supervisors can focus on customer service instead of manually generating PDFs.
3. Delivery notifications
A robot reads the loading lists, creates notifications and communicates the date and contact details of the courier to each Flokk customer. The automation logic varies from market to market, but the overall effect is that several hundred notifications are sent every day without the need for human involvement.
4. Verification of sanction lists
This involves a form for employees and an aggregate, automatic check of tens of thousands of contractors. A process that used to require a team now takes minutes and builds a full verification history.
5. Link invoices to transport documents (CMR)
A robot downloads invoices, CMR scans and, via OCR, assigns the transport document to the corresponding invoice. Employees have access to a system where they can control all the documents and treasury control gets a set of PDFs with a single click. The finance department avoids the risk of losing the right to deduct VAT.
6. Synchronization of technical documentation
Each time technical product documentation is saved in the project system, the robot exports the file and its metadata to the ERP system. Employees do not spend time rewriting indexes and the ERP system always contains the current version of the document.
/ Impact
40 automations delivered
1. Scalable automation portfolio
More than 40 robots have been developed in four years and operate 24/7 in six European markets.
2. CMR optimized: from 3 days to 10 Minutes
Automated invoice and transport document matching — with zero risk of losing the 0% VAT rate.
3. 60% faster receivables collection
A robot automatically sends payment reminders, accelerating the receipt of receivables and improving cash flow without involving the finance team.
4. Compliance in 15 minutes
Now verification of tens of thousands of counterparties on sanction lists takes place in minutes, replacing the manual work of two people.
5. Stability and low maintenance costs
The robots run for months without critical failures, requiring only occasional changes and adjustments to the business logic.Stability and low maintenance costs.
6. Building RPA competence in the Flokk IT team
Having transferred 80% of the relevant knowledge around operating automation, the Flokk team is independently, internally replicating to more markets.
7. Foundation for AI projects
Simplified and robotic back-office processes have made it possible to launch tests of AI-based automated order entry, planned for 2025.Foundation for AI projects.
We started with a single bot sending payment reminders, developed in collaboration with GGS - today we have more than 40 automations running in six markets. As a result, we have improved cash flow, reduced document handling from days to minutes, and teams are coming up with more ideas for robotic automation themselves. We are now ready to implement automations that also use AI.
Waldemar Gabruś
CFO and member of the Management Board, Flokk
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