How we saved a logistics company 200 hours a month
Case Studies
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Emmanuel Karuri
The problem
Greenfield Logistics was growing fast. New contracts, more drivers, bigger warehouses. But their backend hadn't kept up. The ops team was buried in spreadsheets — manually tracking inventory, dispatching drivers via group chats, and pulling together weekly reports that took an entire Friday afternoon.
They had 14 people doing admin work that should have taken three. Mistakes were creeping in. Shipments were going to the wrong depots. Invoices were late. And the team was burning out.
When they came to us, the brief was simple: help us stop drowning.
What we found
We started with a one-week discovery sprint. Sat with the ops team, watched how they worked, mapped every process end to end. Three things stood out immediately:
Inventory tracking was entirely manual. Stock counts were done on paper, typed into a spreadsheet, then emailed to the warehouse manager. By the time anyone saw the numbers, they were already outdated.
Dispatch was chaos. Drivers were assigned jobs through a WhatsApp group. No visibility on who was available, who was closest, or what the most efficient route was.
Reporting took days. Every Friday, someone spent 4-5 hours pulling data from three different systems into a single spreadsheet. By Monday, the numbers were already stale.
What we built
We didn't rip anything out. We plugged AI into the tools they were already using and automated the repetitive work.
Inventory automation
We built a system that connects their warehouse scanners directly to a live dashboard. Every time stock moves — in or out — the numbers update instantly. Low stock triggers automatic reorder alerts. No more paper counts. No more outdated spreadsheets.
Smart dispatch
We replaced the WhatsApp chaos with an AI dispatch agent. It knows which drivers are available, where they are, and what the fastest routes look like. Jobs are assigned automatically based on location, vehicle type, and delivery windows. Drivers get a notification. The ops team gets a live map.
Automated reporting
We connected their CRM, warehouse system, and accounts software to an AI that generates reports on demand. Weekly summaries, monthly breakdowns, custom queries — all generated in under a minute. That Friday afternoon job is gone.
The results
We tracked performance over the first 90 days:
200+ hours saved per month across the ops team
£42,000 annual cost saving from reduced manual work
3x faster dispatch times — jobs assigned in seconds not hours
98% inventory accuracy — up from 74%
Zero Friday afternoons lost to reporting
The ops team went from 14 people doing admin to 14 people actually running operations. Two team members were redeployed to client management — a role that directly brings in revenue.
"We knew we were wasting time but we didn't realise how much until we saw the numbers. The AI doesn't sleep, doesn't make mistakes, and doesn't need a tea break. We should have done this a year ago."
— James Walker, Operations Director at Greenfield Logistics
The takeaway
Greenfield didn't need a massive digital transformation. They didn't need to change platforms or retrain their entire team. They just needed someone to look at how they worked and automate the parts that were slowing them down.
That's what we do. If your team is spending hours on work that a machine could handle in seconds, you're leaving time and money on the table.