Roasting Warehouse operates both a café and a B2B coffee bean supply business. They needed help automating two key areas: sending invoice reminders to B2B clients and managing employee scheduling through Square. We implemented AI agents that automated invoice follow-ups and dynamically assigned staff shifts based on their availability, freeing up time and ensuring smooth operations.
Project Goals
- Automate the process of sending invoice reminders to B2B customers
- Improve cash flow by ensuring timely payments
- Automate employee scheduling through Square based on staff availability
- Reduce managerial overhead in handling rosters manually
- Ensure smooth operations across both the café and B2B sides of the business
Key Features
- Automated invoice reminders sent to B2B clients on a schedule
- AI-driven tracking of payment statuses and follow-ups
- Integration with Square to automate employee scheduling based on real-time availability
- Dynamic shift assignment and notifications to staff
- Seamless coordination between the café and wholesale sides of the business
Unique Aspects
- Tailored automation for a dual-channel business (café + B2B)
- Enhanced cash flow management through timely invoice reminders
- Reduced admin workload on both the finance and scheduling fronts
- Improved staff satisfaction with clear and automated rostering
- Custom AI solutions that grow with the business as it scales
Results
- Reduced time spent on manual invoice follow-ups by 70%
- Improved on-time payments from B2B clients, enhancing cash flow
- Automated scheduling reduced managerial overhead and improved shift coverage
- Greater operational efficiency and staff satisfaction
- Enabled the business to focus on growth rather than day-to-day admin tasks
By automating both their accounts payable reminders and employee scheduling, we helped Roasting Warehouse streamline operations and support their rapid growth. This allowed them to focus more on delivering great coffee and less on administrative overhead.
