01The Challenge
Manual entry was eating the day. Surge days were the worst.
B2B orders at The Unscented Company arrived as PDFs and emails, in whatever format the customer chose. Someone on customer service had to read each one, find every SKU in Odoo, transcribe quantities, capture freight notes, and build the order line by line.
The cost was not only measured in hours. It was measured on people.
Before LevelOps, B2B orders were entered manually or with Excel macros. Manual processing made the workload very unpredictable, especially on days with large orders that took enormous amounts of time. Macros were a good short-term fix, but they required significant changes every time a customer changed their PO format.Customer Service, The Unscented Company
Manual order entry created major challenges: a time-consuming process, a high error rate, and a negative impact on our customer service team’s motivation. The repetitive nature of those tasks made employee retention difficult.Founder & CEO, The Unscented Company
- 1 to 3 hours per agent per day lost to manual order entry
- Surge days bottlenecking everything else on the team’s plate
- Macros breaking every time a customer changed their PO format
- Fragile in-house automation requiring constant internal maintenance
- Repetitive copy-paste work putting retention at risk in customer service
02The Solution
External AI that adapts when invoice formats change.
When the team met with LevelOps, the diagnosis was already made. The internal macro approach had hit its limit.
Customer service forwards incoming POs to a dedicated address. LevelOps extracts product names, quantities, customer details and order notes from whatever format the customer sent. The validated data flows back into Odoo, ready for review. When a customer changes their template next month, nothing breaks.
The team choice was made by logic, not enthusiasm. Customer service was the department most weighed down by repetitive work, and the one where impact could be measured in hours per day.
My meeting with LevelOps confirmed that we need to move to external AI. We’ve used macros, but they’re too rigid; every change in invoice format requires costly internal maintenance in time and expertise. To grow without those technical constraints, LevelOps is the only viable option.Founder & CEO, The Unscented Company
We chose LevelOps because it’s an intelligent solution, developed by a team with a strong product mindset, a fast development cadence, a real openness to improvement, and excellent attention to detail. Compared to macros, where improvements stay temporary, AI allows for compounded productivity gains and continuous improvement.Customer Service, The Unscented Company
- AI that adapts to any invoice format automatically, no template rebuilds
- Drops into the existing Odoo workflow, no system migration
- Customer service chosen deliberately as the first AI deployment site
- Foundation for the next AI use cases across the company
03The Results
Three hours a day back. And surge days that no longer bury the team.
Since rolling out PDF to Order, customer service has reclaimed between 1 and 3 hours per day depending on order volume. Not theoretical hours. Measured ones, reported back by the team itself.
The qualitative shift matches the numbers. Motivation came back. The people who used to do that entry now handle exceptions, coach B2B customers, and catch the edge cases AI flags for review.
The most durable result is harder to quantify: The Unscented Company now has a working internal proof point for AI in operations. The next conversation about the next AI use case starts with a yes already attached.
The time saved varies with the day’s order volume but typically runs between 1 and 3 hours per day. The biggest advantage is being able to absorb high-volume order days without delaying other important tasks, which reduces operational pressure.Customer Service, The Unscented Company
Motivation, three hours a day saved, and added value to the department.Founder & CEO, The Unscented Company
- 1 to 3 hours per day reclaimed by customer service, measured
- Surge days absorbed without delaying other operational priorities
- Higher team motivation and lower attrition risk on repetitive work
- Zero macros left to maintain when a customer’s PO format changes
- Internal proof point for AI in operations, foundation for what comes next
