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Prospicience Consultancy
E11In production

A factory's complete business system, with more than fifteen AI helpers built in

Transformer and brass parts manufacturer

Prospicience built the business system a transformer and brass parts manufacturer now runs on every day: stock, purchasing, outsourced production, GST invoicing, payments owed and costing in one place. More than fifteen AI helpers read orders, draft purchase orders and suggest parts lists, and a person confirms every AI action before it saves.

SpeedShipping weekly releases

database updates shipped
177+
background services
40+
AI helpers
15+
releases
30+, weekly
How it works
  1. 01

    Built one system, used every day, for stock, purchase orders...

  2. 02

    Added more than fifteen AI helpers

  3. 03

    Built in Indian tax rules

  4. 04

    Tracked stock by weight and by piece at once

The gate

Every AI change is written to a log that cannot be edited, and a person confirms what the AI read before anything saves, so the team trusts the numbers. Payment reminders go out only after a person previews and confirms them, and deleting an important record takes three confirmations.

The challenge

The factory ran purchasing, outsourced production, stock, tax invoices, payments owed and cost estimates on spreadsheets, accounting software and paper. Copper is bought by weight but sold by the piece, and no ready made system handled that, or the outsourced work, without heavy customisation.

Why it mattered

Every order, stock count and tax return depended on manual entry across spreadsheets and paper, where one misread quantity becomes a wrong purchase order or a wrong filing. The quarterly outsourced work return had to be assembled by hand, and there was no live view of material sitting with outside workshops.

What we built

  • Built one system, used every day, for stock, purchase orders, goods received, outsourced work, sales, delivery notes, tax invoices, leads and quotes, money owed, cost estimates, work orders and reports.
  • Added more than fifteen AI helpers: read a client's order PDF and draft the order, suggest a parts list, draft a purchase order from low stock, a cost estimate assistant, advice on scrap, weight loss and reordering, a dead stock and duplicate finder, and voice entry in local languages.
  • Built in Indian tax rules: the right GST type by state, product codes on every line, the quarterly outsourced work return, and export to the accountant's software.
  • Tracked stock by weight and by piece at once, with scrap worked out automatically when goods come back.

The result

  • Staff run daily operations in one live system instead of spreadsheets and paper.
  • Client order PDFs arrive as drafts to confirm, not forms to type.
  • Repeat documents are read with no AI cost at all, so running costs fall as the system learns.
  • The quarterly outsourced work return comes straight from data already in the system.

Built for trust

Every AI change is written to a log that cannot be edited, and a person confirms what the AI read before anything saves, so the team trusts the numbers. Payment reminders go out only after a person previews and confirms them, and deleting an important record takes three confirmations.

AI at work

AI reads client order PDFs and supplier documents into drafts, suggests parts lists, drafts purchase orders from low stock, advises on scrap and reordering, flags dead stock and duplicates, and turns spoken entries in local languages into forms. Staff confirm every AI draft before it saves.

What it produces

  • drafted orders from client PDFs
  • drafted purchase orders from low stock
  • suggested parts lists
  • scrap and reorder advice
  • dead stock and duplicate flags

How it works, day to day

Staff upload a document or speak an entry. AI reads it and fills a draft, a person checks what it read and confirms, and only then does it save, with every AI change written to a log that cannot be edited.

Where it saves time, and gets better with use

  • Client order PDFs arrive as drafts to confirm, not forms to type, and a misread quantity is caught on the draft in seconds.
  • Layouts it has seen before are read with no AI call at all, so running costs fall the longer the system runs.
  • Client and product names confirmed once are remembered, so the next upload from the same source maps itself.
  • Parts list suggestions draw on the recipes already saved for products in the same category.

By the numbers

177+
database updates shipped
40+
background services
15+
AI helpers
30+, weekly
releases
every table
access control
3 confirmations
deleting important records

The technology

  • One system for stock, purchasing, outsourced work, sales, invoices and reports
  • More than fifteen AI helpers: read an order PDF and draft the order, suggest a parts list, draft a purchase order from low stock
  • Voice entry in local languages
  • Indian tax rules built in, including the quarterly outsourced work return
  • Every AI action is logged and cannot be edited afterwards
  • Gemini 2.5 Flash (Google)
Technical notes
  • 177 or more database migrations, 40 or more background services, 30 or more releases shipped weekly
  • Document intelligence that learns layout fingerprints, so a repeat format parses locally at no AI cost at all
  • Dual unit inventory with automatic scrap and weight loss computation on goods receipt
  • Access control enforced per table, and three confirmations to delete an important record
  • People confirm what the AI read from a document before it is saved
  • Payment reminders are previewed and confirmed by a person, never sent automatically

Questions we get asked

Can AI read our supplier documents and create orders automatically?
It drafts them, and a person confirms what it read before anything saves. A misread quantity is caught in seconds on the draft, instead of turning into a real purchase order.
Does every document cost an AI call?
No. The system learns the layout of formats it has seen before, so repeat documents from the same supplier are read locally with no AI call at all. The AI cost falls the longer the system runs, rather than growing with volume.
How do you keep an audit trail across AI actions?
Every change an AI helper makes is written to a log that cannot be edited, and access is enforced on every table, not only in the screens. Deleting an important record takes three confirmations.
Are payment reminders sent automatically?
No. Each one is previewed and confirmed by a person, so a customer who has already paid never gets chased by mistake.

Related systems

Have a process that should run itself? Let us build it.

Tell us the problem. We will show you what we would build, how fast we can ship it, and what it will deliver, from a first pilot to a full platform.

Book a consultationcontact@prospicience.in