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Inbox to factory floor with zero manual touchpoints

Inbox to factory floor with zero manual touchpoints

  • Industry: Manufacturing (specialty vehicle-parts)
  • Challenge: Streamlining pre-production planning & order processing
  • Solution: HachiAI’s AI agents: Jax, Luna and Mason

Discover how three AI agents, Jax, Luna, and Mason, automated a complex 16-step manufacturing workflow. Achieving over 80% cost reduction and tripling capacity.

Background

A leading manufacturer of roll-up doors and LED lighting modules for specialty vehicles faced operational bottlenecks in processing purchase orders (POs) and scheduling manufacturing jobs. The production planning team was managing a rising volume of daily orders using email, spreadsheets, and the Epicor ERP system. Manual workflows caused delays, scheduling errors, and costly production rework.

Major challenges

  • Complex coordination required across 5 disconnected systems
  • Unpredictable order volumes, especially on weekends, required 24×7 coverage
  • Manual scheduling triggered costly rework and missed deadlines

Traditional workflow

The production planning team was responsible for:

  • Receiving POs via email as PDF attachments
  • Reviewing and categorizing incoming orders by client and type
  • Auditing order details for completeness and correctness
  • Logging into Epicor ERP to input order and shipping details
  • Creating a production job in Epicor for each order
  • Scheduling each job to initiate manufacturing
  • Emailing job details to the production facility
  • Updating order status and storing job trackers in shared drives
  • Sending order acknowledgments to customers

HachiAI's solution

HachiAI deployed three locally hosted AI agents—Jax, Luna, and Mason—to automate the manufacturer’s entire 16-step order-to-production workflow across Outlook, Excel, Epicor, and shared drives. This approach bypassed the need for costly, lengthy custom integrations.

  • Jax captures and parses inbound POs from Outlook emails.
  • Luna posts orders, syncs shipping data, and pushes live status updates.
  • Mason orchestrates job creation, scheduling, and real-time inventory checks.

Operating continuously, these agents eliminated manual scheduling errors and handled all tasks with precision and reliability.

Automated workflow

AI agents took over key tasks, including:

  • Fetching and parsing incoming POs from email attachments (Jax)
  • Parse, categorize, and audit orders (Jax & Luna)
  • Entering order and shipping data into Epicor ERP (Luna)
  • Creating production jobs and optimal schedules (Mason)
  • Notifying the production facility and storing trackers (Mason)
  • Generating and sending order acknowledgments (Luna)
  • Detecting and escalating exceptions automatically (Jax)

workflow automation for manufacturing

Results achieved

  • > 80% Cost Reduction: Significantly reduced manual labor
  • 3x Capacity Increase: Accelerated order processing without weekend delays
  • 0% Rework: Completely eliminated scheduling and fulfillment errors
  • 17/17 Tasks Automated: Entire workflow fully automated
  • 100+ Orders/Day Processed: Reliable daily throughput maintained

Key capabilities used

  • Multi-system login and navigation
  • Email parsing and document reading
  • Order auditing and data validation
  • ERP data entry and workflow updates
  • Exception handling and escalation
  • Document generation and storage
  • Real-time communication with internal teams and customers

Why HachiAI?

HachiAI empowers manufacturers with enterprise-grade automation by deploying AI agents that replicate human tasks across existing systems. With a custom-implementation, local hosting, and rapid training, businesses achieve reliable, secure, and scalable automation—without disrupting their operations.

Ready to boost capacity by 3x? Request a Demo