How Brand Team Freed Up 47 Operational Hours and Transformed Its Invoice Management with AI

Growth brings complexity. And often, that complexity doesn’t show up in sales or commercial operations, but in the administrative processes that sustain the business.  That’s what began to happen at Brand Team — a company with multiple cost centers, various suppliers, and an administrative workflow that needed to integrate accurately with its management system: Plataforma ERP.  The system worked.  The challenge was how much team effort it required to keep it running.



The Scenario: Growing Volume and Accumulating Manual Work

Every invoice entering Plataforma ERP had to be:

• Manually reviewed
• Interpreted (even when information was scattered throughout the document)
• Properly allocated by cost center
• Entered into Plataforma ERP
• Validated again

As volume increased (they have now processed more than 710 invoices under the new model), the administrative team was spending more and more time on repetitive, operational tasks.

It wasn’t a control issue.

It was a sustainability issue.

If growth means more hours of manual data entry, the model inevitably starts to strain.

The Turning Point: Professionalizing Without Overloading

Brand Team made a strategic decision: optimize the process without changing their ERP or expanding the administrative structure.

The implementation of Xtract enabled automated invoice reading and organization, integrating directly with Plataforma ERP.

The technology began to:

• Read documents in multiple formats
• Extract key information regardless of where it appeared in the file
• Facilitate cost center allocation
• Reduce unnecessary manual intervention

The process no longer depended entirely on human data entry.

Concrete Results: 47 Hours Freed

With 710 invoices processed under the new framework, the operational impact became clear.

The time previously spent on manual authorization and accounting tasks was significantly reduced. In cumulative terms, this equals nearly six full workdays that are no longer devoted to repetitive activities.

But the impact isn’t just quantitative.

Those hours are now invested in reviewing information with greater insight, supporting internal decision-making, and strengthening financial oversight.

More Than Efficiency: A Shift in the Way of Working

Before, the team faced workload peaks close to due dates. The focus was on “getting it done.”

Today, the process is more predictable. Information flows in a more structured way, and cost allocation has gained consistency.

The difference lies not only in the time saved, but in the quality of the work.

Brand Team didn’t replace people.

They enabled them to move beyond mechanical tasks and focus on higher-value work.

Automation allowed Brand Team to build a solid foundation for scaling without proportionally increasing operational workload. Plataforma ERP remains the core system, now supported by artificial intelligence that reduces friction and risk.

The operation is the same.

The dynamic has changed.

A Long-Term Strategic Decision

Adopting AI was not just a technological upgrade. It was a decision about how they wanted to work in the future.

Today, Brand Team operates with processes that are more structured, traceable, and sustainable. The team is less exposed to operational burnout and better prepared to support business growth.

Because automation isn’t about doing things faster.

It’s about doing them better — for the long term

If you’d like to explore how automation can free up operational time and strengthen your company’s financial management, let’s schedule a conversation.