From 40+ manual spreadsheets to intelligent automation. A case study in systematic workflow transformation.
The Problem
A mid-size oil and gas company managed daily operations across 40+ spreadsheets. Data entry consumed 15+ hours weekly. Critical information was scattered, making strategic decisions slow and error-prone.
Their operations team spent mornings copying data between Excel files, manually updating production logs, and reconciling discrepancies across systems. By the time reports reached leadership, the data was already outdated.
The company knew they needed automation. But they didn't know where to start.
Our Approach
We built an AI-powered workflow system that automatically collects, processes, and routes operational data. Smart automations handle 200+ daily tasks that previously required manual input.
Phase 1: Core Infrastructure (Weeks 1-3)
We started with the highest-impact bottleneck: field data collection. Using Azure Logic Apps and Power Automate, we connected their production monitoring systems directly to their central database.
Field updates now sync in real-time. No manual entry. No delays. No errors.
Phase 2: Integration Layer (Weeks 4-6)
Next, we connected their six disconnected systems:
- Production monitoring → Database
- Database → Paylocity (HR/payroll)
- Database → QuickBooks (accounting)
- Database → Power BI (reporting)
- Field sensors → Alert system
- Compliance logs → Automated reporting
Every system now talks to every other system. Data flows automatically.
Phase 3: Intelligence Layer (Weeks 7-8)
The final phase added AI decision-making. Custom workflows now:
- Route information based on production thresholds
- Flag anomalies before they become problems
- Generate compliance reports automatically
- Send proactive alerts to the right team members
The system doesn't just move data—it makes decisions.
Results
Time Saved
- 15+ hours per week previously spent on manual data entry
- 3-4 hour reporting delay eliminated entirely
- 200+ daily tasks now handled automatically
Operational Impact
- Real-time visibility into production metrics
- Faster decision-making with live dashboards
- Proactive issue detection before problems escalate
- Compliance reporting reduced from 2 days to 2 hours
Key Takeaways
- Start with the highest-impact bottleneck - Don't try to automate everything at once. Find the one workflow that's costing you the most time. Automate that first.
- Your existing logic probably works - Most businesses don't need to reinvent their processes. They just need to make them automatic.
- Integration is infrastructure - The real value isn't in individual automations. It's in connecting your systems so data flows automatically.
- Custom doesn't mean expensive - We built enterprise-grade automation using Microsoft's cloud stack and smart integrations. No proprietary software. No vendor lock-in.
- Automation compounds - Every automated workflow feeds better data to other workflows. The system gets smarter over time.
Ready to Eliminate Manual Work?
We don't just consult. We build, implement, and maintain intelligent systems that eliminate manual work and give you space to focus on growth.
Schedule a free consultation. We'll audit your workflows, identify automation opportunities, and show you exactly what's possible for your business.