Fleet Case Study: +5 Million Generated
Fleet Helicopters: AI OCR Data Automation
The Fleet OCR Automation System transforms the way businesses handle and process data by replacing slow, manual paper-based workflows with cutting-edge AI-driven automation. Designed specifically for industries that deal with high volumes of documentation, Fleet’s solution leverages Optical Character Recognition (OCR) technology to quickly and accurately digitise information from paper forms, reports, and other physical documents. This data is then seamlessly integrated into digital systems, speeding up critical processes like invoicing and document management.
By automating these manual processes, Fleet’s OCR system dramatically reduces the time it takes to process vital business information—turning hours of work into just minutes. This streamlined approach enables businesses to improve efficiency, reduce operational costs, and significantly accelerate their workflows.
Whether it’s gathering data from forms or automating repetitive documentation tasks, Fleet’s OCR Automation is designed to free up valuable resources, allowing teams to focus on what truly drives growth: scaling the business and enhancing client services.
The Problem: Manual Paper Process
Originally, Fleet Helicopters' pilots would record necessary data for invoices while on the job. These data sheets would later be taken by front office staff and manually inputted and calculated for invoice creation - a process that would take multiple staff entire days, every day. Invoices would often take months to be created and even longer for the company to be paid.
Before working with them millions of dollars worth of data for invoices were sitting on the floor ready to be created. Aside from an incredibly big bottleneck - the situation was dangerous and the company was suspetible to losing it all in the case of fire or dozens of other possibilites.
Our focus was to solve this with these key deliverables:
Automate entire front office
Build foundation for paperless system
Enable staff to focus on other work whilst increasing margins
Speed up the companies sales cycle and allow them to get paid quicker
The Solution: AI OCR Automation
Our new automated process begins with Optical Character Recognition (OCR) technology, which extracts the necessary data from the pilots' sheets. This data is then fed into an AI-powered system that creates and manages a comprehensive database for Fleet, consolidating all necessary information and linking it to our Customer Relationship Management (CRM) system.
The AI then analyses this database, cross-referencing it with client information to automatically generate invoices. To ensure accuracy, we've implemented an error handling system for verification before the invoices are finalised and sent to clients.
This automation has transformed their invoice creation from a painstaking, multi-day process into an instantaneous one. It has significantly reduced processing time, minimised human errors, and allowed staff to focus on other critical tasks. Moreover, the centralised database has improved overall data management and customer relationship processes.
By leveraging OCR and AI technologies, we've not only streamlined their invoicing process but also enhanced thier operational efficiency and data utilisation across the company.
The Results: $5.2M Generated
Fleet’s invoicing process was holding back their growth, requiring manual data entry from pilots that stretched staff resources and severely slowed down operations. Each invoice took up to 5 hours to process, creating bottlenecks and negatively impacting cash flow. This inefficiency limited growth potential and kept key staff occupied with low-value tasks.
With our AI-driven OCR automation, Fleet’s invoicing system was completely transformed. The automation instantly extracts data from pilots' reports and sends out invoices in just 15 minutes—a 20X speed improvement. What used to take hours now happens seamlessly, allowing Fleet to handle a significantly higher volume of invoices without adding extra staff.
The impact?
Fleet has saved thousands in staffing costs and slashed invoicing time, resulting in $5.2M in additional revenue and savings. Employees are now free to focus on more strategic, high-value activities. This improvement in operational efficiency and cash flow positions Fleet for ongoing expansion, all while maintaining unprecedented speed and accuracy in their financial processes.
Technology integrated:
OpenAI: OCR from Artificially intelligent language models were trained to recongise every single pilots unique handwriting, Significant effort was taken to ensure it is accurate 99% of the time.
Airtable: We used Airtables features to build out a company data-base that our AI language would automatically insert and organise
Data Parsing: We implemented a custom parser to accurately interpret and structure the OCR-extracted data. This ensures that each piece of data is correctly assigned to its corresponding field in the new database.
With the data properly structured, we were able to train another AI language model to automatically generate tailored invoices for specific clients based on the parsed information.
Integrated Technology: Automations we created were integrated with the companies existing technology stack only having to pay subscriptions to two new softwares.
Quality Checks: Quality checks were added within the final stages of the automation for front of office staff to double check the accuracy, when done a single button is clicked to finish the workflow and generate an invoice for sending.