How Right Group gave a director a full week back every month

Background

Right Group manages a high volume of purchase orders every week across multiple projects, with POs arriving by email from several sources and requiring a series of manual actions before they can be processed.

The Problem

• Hundreds of PO-related emails a week, each requiring manual review and action.
• Three email types, work requisitions requiring an acceptance response, standard POs and blanket release POs, each with its own workflow.
• Work requisitions had a time-sensitive acceptance step that had to be completed by hand for every email or reminders started accumulating.
• No confirmation that forwarded emails had actually been sent. No audit trail, no visibility.
• One of the company's most senior people was spending significant time every week on email admin.

The Solution

Numra plugged into the PO inbox and handles:

• Identification of work requisition emails and sending of the acceptance response.
• Forwarding of standard POs and blanket release POs to the correct recipients.
• Extraction of job reference, value and PO number from each PO into a structured database.
• A weekly summary report every Friday showing all POs received, total values and job references.

The Results

• 1,600 PO emails a month read and triaged, 11,000+ since February.
• 546 work requisitions accepted automatically. Reminder chasers have stopped.
• 635 purchase orders and blanket releases forwarded to the right people, every one logged.
• Every PO extracted and reported in Friday's summary.
• 35+ hours a month, a full working week, returned to a director.