When routine tasks hinder growth
What would you do with the 20 hours saved per month? Our client from the construction and inspection industry quickly found the answer – he would be dedicated to strategic growth and creative projects. Instead, up to 2-3 working days were tied to the monotonous manual rewriting of data from scanned logs into Excel.
The solution to this problem was Protocol Extractor – the working name for a unique system that turned a time-consuming routine into an automated process that takes only 20 minutes a month.
A routine that absorbed time and energy
Our client faced a problem familiar to many managers and entrepreneurs:
Manual data transcription
Manual transcription of data from scanned protocols into Excel.20 hours per month
20 hours per month spent on monotonous tasks instead of activities that deliver real value.A high risk of errors
A high risk of errors during manual data entry, often resulting in additional hours of corrections.Neglected strategic activities
Neglected strategic activities. The client lacked both the time and mental capacity for planning and innovation.
Simplicity for the client, complexity in the background.
Simple input form:
The client uploads scanned protocols through an intuitive interface.Automatic data processing:
The system uses OCR technology and AI to extract relevant data from the documents.Double-check for accuracy:
We implemented a mechanism to eliminate AI-induced errors, achieving 99.5% accuracy.Automatic data export and submission:
The extracted data is recorded into an Excel spreadsheet, which is then delivered to the client via email.
Time Savings, Accuracy, and Satisfaction
After implementing the system, we achieved the following results:
98% Time Savings:
The time required to process protocols dropped from 20 hours to just 20 minutes per month.Increased Accuracy:
Data extraction errors decreased from 10% to only 0.5%.Higher Productivity:
The client no longer needs to spend hours on manual work and can now focus on strategic and creative tasks.Simple Scalability:
The system is ready for additional clients and industries.
Combining AI, OCR, and Automation
The system was built on the principles of Low-Code/No-Code and included:
OCR (Optical Character Recognition):
For reading and extracting data from scanned documents.AI Models for Data Validation:
To ensure maximum accuracy.Process Automation:
Connecting all steps from document upload to delivering the spreadsheet to the client.
A unique challenge was optimizing the system to handle up to 10 different types of protocols, each requiring specific configurations.
The Road to Perfection
The biggest obstacles during implementation:
Diversity of Documents:
Optimizing for various types of protocols required detailed fine-tuning.AI Distortions:
ChatGPT Vision occasionally "invented" data, which we resolved by implementing a verification mechanism.Client Trust:
Initially, the client wasn’t sure if such a solution was even possible. However, after deploying the system, they appreciated its reliability and results.
More Time for What Matters
The greatest benefit of Protocol Extractor is that it freed the client from routine tasks, giving them back 20 hours per month to focus on:
Strategic planning.
Creative tasks.
Activities that fulfill them both professionally and personally.
Conclusion
Long-Term Benefits and Lessons Learned
The system is scalable and can help clients from various industries. Personally, this project reminded me that every challenge has a solution – it just requires persistence and the search for new paths.ň
“Every problem has a solution. All it takes is enough energy and the right approach.”
Do You Want to Save 20 Hours Per Month?
If this story has inspired you and you’re looking for a way to automate processes in your business, reach out to me. Together, we’ll find a solution that saves you time and gives you more freedom for what truly matters.
