Imagine running a national waste management company with thousands of jobs booked every week. Skips delivered, rubble collected, invoices flying in, and legal waste transfer notes (WTNs) piling up. Now imagine having to manually process every single one of those documents – checking compliance, matching prices, updating systems, and chasing suppliers.
That was reality for one UK-based waste management firm. Until they embraced AI.
The Challenge: Drowning in Data
Every week, this company received between 1,000 and 1,500 emails from suppliers.
Each email contained:
- An invoice for services rendered
- A waste transfer note, a legal document required for traceability
Processing these wasn’t just time-consuming – it was critical. WTNs had to meet 11 compliance checkpoints, from waste codes to licence numbers and weights. Invoices had to match purchase orders. And everything had to be uploaded to customer portals and logged for reporting.
It took three to four full-time staff just to keep up. Mistakes were costly. Delays were inevitable. And scaling the business meant hiring more people – not exactly agile.
The Solution: AI Meets Automation
Enter Microsoft Power Automate, paired with a custom-trained AI module.
- Here’s what the solution does:
- Monitors the inbox for incoming supplier emails
- Identifies attachments (invoices and WTNs)
- Uses AI to read and validate the documents against templates
- Checks compliance on all 11 WTN points
- Matches invoices to purchase orders
- Posts data into back-office systems
- Uploads WTNs to customer portals
- Flags anomalies for human review
In short, it replicates what a person does – but faster, more accurately, and at scale.
Impact Summary: Time, Trust, Transformation
The results were transformational:
- 82% of emails processed automatically
- Staff freed up to focus on supplier relationships and customer service
- Scalability unlocked – whether 500 or 10,000 emails arrive, the system handles them
- Cost savings: with a reasonable setup cost and affordable monthly AI usage fee, the solution quickly pays for itself
And perhaps most importantly, the company could now trust its data. Dashboards became more reliable. Decisions became faster. Compliance became consistent.
Impact Breakdown
Here’s what the AI-powered solution delivered:
Automated 82% of Supplier Emails
The system now handles the bulk of incoming emails – identifying attachments, validating data, and updating systems – without human intervention. That’s over a thousand emails a week processed automatically, freeing up the team from repetitive admin and allowing them to focus on higher-value tasks.
Freed Up Staff for Strategic Work
Instead of spending hours checking invoices and chasing compliance issues, the customer service team can now engage directly with suppliers to improve processes, support customers more proactively, and drive continuous improvement. AI didn’t replace them – it empowered them.
Scalability Without Growing Pains
Whether the company receives 500 emails or 10,000, the system scales effortlessly. No need to hire more staff or worry about bottlenecks. The business can grow confidently, knowing its operations won’t be overwhelmed.
Cost-Effective and Quick to Deploy
The solution was delivered within a couple of weeks, with an affordable setup cost. Ongoing costs are a monthly subscription for AI usage. Compared to the cost of additional staff, the ROI is clear – and fast.
Improved Accuracy and Compliance
AI checks every waste transfer note against 11 legal criteria, reducing errors and ensuring regulatory compliance. It even flags anomalies – like unrealistic weights or missing licence numbers – so nothing slips through the cracks.
Reliable Data for Better Decisions
With consistent, accurate data flowing into the system, dashboards and reports are now trustworthy. Decision-makers can act with confidence, knowing the numbers reflect reality.
The Takeaway: AI Isn’t Just Smart – It’s Practical
This isn’t a futuristic fantasy. It’s a real-world example of how AI can transform operations, reduce costs, and enhance customer experience – all without replacing people. Instead, it empowers them.
If your business is drowning in data, maybe it’s time to ask: What could AI do for you?
AI is not just about knowing more, it’s about knowing faster. So, if you need a partner to cut through the AI noise and guide you through what AI can do for you, get in touch.
