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Automation of Sales Order Void Process for Sleep Apnea Device Distributor
  1. case
  2. Automation of Sales Order Void Process for Sleep Apnea Device Distributor

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Automation of Sales Order Void Process for Sleep Apnea Device Distributor

enterbridge.com
Medical
Healthcare

Challenges in Manual Sales Order Void Process

The distributor faced significant inefficiencies in manually voiding canceled sales orders in Brightree. Employees spent excessive time navigating systems, completing void forms, faxing notifications, and updating records. This led to a 1,000–2,000 order backlog, 34 employees working overtime weekly, delayed executive reporting, and increased operational costs.

About the Client

Distributor of sleep apnea medical devices focused on streamlining order management and inventory tracking

Goals for Process Automation

  • Eliminate sales order void backlog within 4 days
  • Reduce manual labor by 97.8%
  • Ensure accurate, real-time revenue reporting for executives
  • Redeploy 34 employees to strategic initiatives
  • Maintain compliance with physician notification requirements

Core System Functionalities

  • Automated login to Brightree using bot credentials
  • Data cleaning of pending void reports based on business rules
  • Automatic generation and submission of Void Notice Forms
  • Fax integration for physician notifications
  • Automated sales order voiding and audit note creation
  • Unattended 12-hour daily execution without human intervention

Technology Stack

Robotic Process Automation (RPA) tools (e.g., UiPath, Automation Anywhere)
Brightree API integration
Secure fax service API

System Integrations

  • Brightree ERP system
  • Electronic fax service
  • Internal audit logging system

Non-Functional Requirements

  • 24/7 system reliability with 99.9% uptime
  • Scalability to handle 3,000+ annual void transactions
  • Data encryption for HIPAA compliance
  • Real-time error handling and alerting

Expected Business Impact

Implementation will reduce void backlogs by 97.8% (from 2,000 to <50 orders), save 4 FTEs annually, and deliver $300,000+ in labor savings. Executive reporting accuracy will improve through real-time data updates, while employee satisfaction increases by eliminating repetitive tasks. The solution will enable strategic resource reallocation and create a foundation for future automation initiatives.

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