Global QSR Company Automates Sales Reports
The Client
This quick-service restaurant group has over 50,000 restaurants located in more than 150 countries. They are one of the loved and fastest-growing restaurant brands, and many of the restaurants are franchised while others are corporate-owned. This client required sales reporting across all of their locations and multiple brands as daily and weekly reports were done manually.
The Project Scope
The client’s global finance analyst extracts consolidated sales information from their IBM reporting tool as well as closures and channeling data from several emails from their business units. Finally, they pull the satisfaction rates from a web application to generate a weekly report that consolidates this information. One day before this report is generated, manual reminders are sent to respective business units that have not provided their information yet to complete the weekly reporting.
Due to the complex manual process, a significant amount of time was taken to gather and process data from multiple countries and business units. The data was manually compiled from various formats and units, then painstakingly converted into cohesive reports, and finally distributed to stakeholders. Besides that, their global finance team generates weekly reports, weekly notifications, and weekly CEO reports. This entire process is manual, repetitive, and time-consuming.
The client’s Information Technology Shared Services (ITSS) team wanted to utilize and leverage the advantages of Robotic Process Automation (RPA) technologies to automate the Sales Reporting process. The ITSS team was looking to avoid human errors, including entries, extract sales from emails, and format reporting.
The primary goal of this project was to automate sales reporting for the following processes:
Key Challenges
The Smartbridge team had several challenges during the project execution:
The Smartbridge Solution
The Smartbridge team developed a robust and firm solution to overcome the technical challenges and leverage the client’s needs. The automation solution configures and customizes the notifications for each of the processes and business exceptions. The ITSS support team gets notified of the errors, defined messages related to errors, and attaches screenshots to the log file.
Smartbridge deployed a RPA solution with UiPath that automated processes to gather data from multiple sources, including webpages, emails, spreadsheets, and PDFs. The bot takes the data from these sources, and it then generates concise weekly and daily reporting emails.
These automations are now strategic to all of the locations and business stakeholders, including the CEO.
Deliverables to the restaurant client included:
In no more than 8 weeks, Smartbridge deployed daily and weekly sales reporting that also included missing sales notifications and exceptions. This included user acceptance testing, go-live, and a few weeks of support post-go-live.
Staff members were now freed up to redirect their energy on higher executive tasks to improve productivity.
Success Through a Modernized Implementation
Smartbridge delivered a high-quality solution while keeping the client informed of the progress and challenges at all times. The client was dazzled with the solutions provided and happier with the knowledge-sharing sessions, which let them support, enhance the process, and make changes if required in the future.
Here are the time metrics that the client saved by automating sales reports:
| Sales Reporting Process | Manual Execution Time | Bot Execution Time | Time Saved |
|---|---|---|---|
| Daily Sales Reporting | 180 minutes | 160 minutes | 11% |
| Weekly Notifications | 15 minutes | 5 minutes | 67% |
| Weekly Sales Reporting | 120 minutes | 10 minutes | 92% |
| CEO Reporting | 20 minutes | 5 minutes | 75% |
After the global restaurant brand implemented automated sales reports, the ROI averaged out to a 62% reduction of time spent across reporting for the two restaurant brands and 50,000 locations.
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