Luxury fashion house automates proforma invoice retrieval and delivery

1The problem

• Stores requested proforma invoices by email with a structured Excel form — finance staff worked each one manually, every day.
• Each request meant searching the intranet for the right invoice, downloading the PDF, and replying to the requester store, consignee store, and market logistics contacts on both sides.
• Average handling time was two days per request, tying up a full-time member of the team.
• A master log tracked every request's status by hand; searches that did not match and pages that failed to load made retries easy to miss.

2What we did

1. 1An unattended robot monitors the mailbox for standard-format request emails and reads the search criteria straight from the structured table inside.
2. 2Before each run it checks the master table for New, Error, and Outstanding requests — previous failures are retried automatically, nothing waits for a human to notice.
3. 3For every request it searches the intranet, downloads the proforma invoice PDF, and files it with the request.
4. 4Replies go out automatically to the requester store, consignee stores, and the market-in-charge contacts on both sides — with the invoice attached.
5. 5The master table is updated per request: Completed, Outstanding, Error, or Duplicated — including repeats within the same email.
6. 6Exceptions never fail silently: unmatched searches, blank result pages, and failed downloads are logged and escalated by exception email.
7. 7Runs unattended on the client's remote environment, with the browser and intranet login session pre-configured for hands-off daily runs.