Blueprint · Quarries, aggregates & stone
From fiscal notes and Excel to same-day billing packets
How a quarry running on fiscal notes, email and spreadsheets gets to automated ticket capture, daily reconciliation and invoice-ready batches without touching its scale house software.
Stone quarry, 1 site, ~40 loads/day
How to read this
Deployment blueprint based on a scoped quarry engagement. Figures are the target outcomes we design and commission against, not a retrospective client report.
The situation
What we were dealing with
Every load produces a fiscal note or ticket that arrives as paper, a PDF or a photo. Office staff retype customer, product, weights, job site and price into spreadsheets, then rebuild invoice batches by hand at month end.
Errors are structural, not occasional: transposed weights, tickets that never make the batch, duplicates billed twice, and disputes that cannot be settled because the backing document takes an hour to find.
Billing therefore trails production by days or weeks, which is a cash-flow problem as much as an admin one.
- Module 1
- Fiscal note automation is the entry point and pays back first
- Daily
- Reconciliation instead of a month-end marathon
- No migration
- Existing scale software and accounting stay in place
Approach
What we built, in order
- 01
Two weeks of real documents mapped
Every document type and every field the office actually uses is catalogued, together with the validation rules staff apply from memory.
- 02
One intake for everything
Email attachments, scans, driver photos and scale software exports flow into a single pipeline instead of four manual routes.
- 03
Extraction and validation
Customer, product, gross and net weight, tonnage, ticket number, truck, driver, job site, date, price and tax are extracted, then checked against price sheets, tax rules, ticket sequences and duplicates. Uncertain items go to a short review queue.
- 04
Reconciliation and billing packets
Tickets are matched to orders and notes; missing loads, weight mismatches and duplicates are surfaced with evidence; matched tickets are grouped into invoice-ready batches with backup attached and pushed to accounting.
- 05
Shadow run, then cutover
The pipeline runs alongside the manual process until outputs match line by line, so the office trusts it before it becomes the source of truth.
Outcome
Where it landed
- Hours of daily data entry replaced by a short exception review
- Missing and duplicate tickets caught the day they occur instead of at month end
- Invoice batches assembled with backup documents attached, ready for approval
- Any ticket retrievable in seconds by customer, truck, job site or date
- A foundation for the next modules: email order intake, production tracking and dispatch
Modules used
The systems behind this
Document automation
AI document automation that reads fiscal notes, scale tickets, invoices and statements from email, PDF or a phone photo, validates them, and pushes structured data into your sheets and accounting system.
From $3,000 setup + $250 / monthEmail & order intake
AI email intelligence that reads incoming mail, extracts orders and quote requests, categorises everything, drafts accurate replies and notifies dispatch or sales automatically.
From $2,500 setup + $200 / monthMore
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Read the detailBook a 30-minute automation audit
Bring one workflow that eats your week — calls you miss, documents you retype, reports you rebuild. We will map it, tell you what it costs to automate, and what we would do first.