Importer and Distributor of Security Cameras and Computers (B2B)
Import and Distribution of Security Cameras and Computers (B2B)
Bookkeeping stopped keying in supplier invoices, and the hours bank moved out of Excel into a portal that customers manage themselves — all connected directly to Priority and running self-hosted on the client's server.
The Challenge
An importer and distributor of security cameras and computers (B2B) ran the entire back office by hand. Bookkeeping scanned and keyed in every supplier invoice into Priority one by one, the customers' hours bank lived in disorganized Excel files, there was no service-call history at all, and issuing invoices for paid calls was a manual and inconsistent process. The on-the-ground meaning: expensive bookkeeping hours wasted on repetitive keying, human errors creeping in, the customer calling to ask how many hours they have left because there's no way for them to see for themselves, and no real way to track the profitability of service calls. The urgency was defined as high — the client wanted to start within the same month.
The Solution
We built an end-to-end automation system on n8n installed locally (self-hosted) on the client's virtualization infrastructure — no cloud and no recurring costs — and connected directly to the existing Priority. First component, supplier-invoice intake: an invoice arrives at a dedicated email address (including an attached PDF), n8n identifies it, extracts the data and uploads it to the right supplier card in Priority — bookkeeping moves from keying to approval only. Second component, a personal customer portal (web, login by phone number): the customer opens a service call themselves, sees their call history and their hours-bank balance in real time, and the call is saved automatically in Priority with an alert to the installation crew. Third component, an automatic hours-bank engine: the system identifies whether the call is paid or against the bank, deducts hours per the definition (10/20/30), issues an invoice in Priority when a paid call is closed, and sends a renewal reminder when the bank runs out. In addition, we connected WhatsApp Business to the portal, so the customer can open a call and check their balance directly from a WhatsApp message.
Our Approach
Technologies Used
The service behind this project
Automation for BusinessesThe Results
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