01The Challenge
Six in ten orders arrived as files someone had to retype into Shopify.
Scrub Authority is a US B2B operator selling healthcare apparel and uniforms at Shopify Plus scale. About 60% of its orders arrive as PDFs and other file types attached to emails, and every buyer account brings its own format, its own template, and its own SKU naming conventions.
The team's own word for that intake step, in their public review, was “drudgerous.” It captures the dynamic precisely. The work was not technically hard. It was repetitive, it was steady, and it was eating the kind of team hours that compound when nobody is looking, with the possibility of human error rising on every retyped line.
About 60% of our orders come to us as PDFs and other file types attached to emails. Before adopting LevelOps, our team spent considerable time manually processing orders by moving information from disparate customer files into Shopify. This process was suboptimal due to the time required for processing and the increased possibility of human error.COO, Scrub Authority
- About 60% of orders arriving as PDFs and disparate file formats attached to emails
- Considerable team time spent moving data from customer files into Shopify by hand
- Human-error risk on every manually keyed order
- Repetitive, “drudgerous” intake work at Shopify Plus scale
02The Solution
They considered building it themselves. The demo settled it.
When manual entry was no longer the long-term answer, the team did what enterprise operators do: they built a real evaluation. Their IT and Operations Manager led the process through the Shopify App Store options, and building their own software in-house was on the table too.
What followed mattered as much as the decision. The LevelOps team ran a four-week structured onboarding in direct partnership with the operations team, tuning the tool to Scrub Authority's specific PO formats, catalog quirks, and workflow expectations.
The team's public review captures both halves of that period: the onboarding was “very professional,” and the LevelOps team's “willingness and ability to improve” over those four weeks was “impressive.”
We considered multiple options before choosing LevelOps, including developing our own software and reviewing other existing tools. We chose LevelOps because their demo clearly showed they had already done the hard work of reading and transmitting data from disparate files into Shopify. No other tool we reviewed gave us the confidence that LevelOps did. They convinced us that they could handle our specific use-case.COO, Scrub Authority
- Evaluated building in-house software plus every comparable App Store tool
- Won on the demo: proven extraction on real Scrub Authority PO documents
- Chosen over building in-house, on proof rather than promises
- Four-week structured onboarding, tuned to their formats, catalog, and workflow
03The Results
Under 10% manual entry. A quarter of the processing time.
Three months in, the numbers are the COO's own.
The hours came back and went somewhere better: complex, valuable work instead of transcription. And because more than nine in ten emailed orders now flow through without a human retyping them, the error surface shrank with the workload. The framing from their public review holds up: PDF to Order is “effectively helping us become a more efficient business by automating drudgerous tasks.”
The strategic result is broader. Scrub Authority is the proof point that PDF to Order is not just a small-business tool. The same product that helps a 20-person CPG brand automate emailed POs also wins a structured evaluation at a Shopify Plus B2B enterprise.
After using LevelOps for three months, the percentage of email PDF orders requiring manual entry has dropped to under 10%, down from 60% prior to adopting the LevelOps tool. Because orders processed through LevelOps require 1/4 of the time that full manual orders require, our team has gained considerable time back, which is now dedicated to more complex, valuable tasks.COO, Scrub Authority
- Manual entry on emailed PDF orders down from 60% to under 10% in three months
- Orders processed through LevelOps in a quarter of the time of full manual entry
- 90%+ of emailed orders arrive with no retyping, shrinking the human-error surface
- Team hours redirected to more complex, valuable tasks
