# From fiscal notes and Excel to same-day billing packets

Source: https://webkms.com/case-studies/quarry-fiscal-note-automation

Blueprint · [Quarries, aggregates & stone](https://webkms.com/industries/quarries-aggregates) · Stone quarry, 1 site, ~40 loads/day

> How a quarry running on fiscal notes, email and spreadsheets gets to automated ticket capture, daily reconciliation and invoice-ready batches without touching its scale house software.

Note: Deployment blueprint based on a scoped quarry engagement. Figures are the target outcomes we design and commission against, not a retrospective client report.

## Numbers

- **Module 1:** Fiscal note automation is the entry point and pays back first
- **Daily:** Reconciliation instead of a month-end marathon
- **No migration:** Existing scale software and accounting stay in place

## What we were dealing with

Every load produces a fiscal note or ticket that arrives as paper, a PDF or a photo. Office staff retype customer, product, weights, job site and price into spreadsheets, then rebuild invoice batches by hand at month end.

Errors are structural, not occasional: transposed weights, tickets that never make the batch, duplicates billed twice, and disputes that cannot be settled because the backing document takes an hour to find.

Billing therefore trails production by days or weeks, which is a cash-flow problem as much as an admin one.

## Key facts

- Webkms automates quarry fiscal note and weigh ticket capture, validation, reconciliation and invoice batching without replacing scale house software.
- Fiscal note automation is the recommended first module because it removes daily data entry and creates the data foundation for later modules.
- The pipeline is proven in a shadow run against the manual process before cutover.

## What we built, in order

1. **Two weeks of real documents mapped:** Every document type and every field the office actually uses is catalogued, together with the validation rules staff apply from memory.
2. **One intake for everything:** Email attachments, scans, driver photos and scale software exports flow into a single pipeline instead of four manual routes.
3. **Extraction and validation:** Customer, product, gross and net weight, tonnage, ticket number, truck, driver, job site, date, price and tax are extracted, then checked against price sheets, tax rules, ticket sequences and duplicates. Uncertain items go to a short review queue.
4. **Reconciliation and billing packets:** Tickets are matched to orders and notes; missing loads, weight mismatches and duplicates are surfaced with evidence; matched tickets are grouped into invoice-ready batches with backup attached and pushed to accounting.
5. **Shadow run, then cutover:** The pipeline runs alongside the manual process until outputs match line by line, so the office trusts it before it becomes the source of truth.

## Where it landed

- Hours of daily data entry replaced by a short exception review
- Missing and duplicate tickets caught the day they occur instead of at month end
- Invoice batches assembled with backup documents attached, ready for approval
- Any ticket retrievable in seconds by customer, truck, job site or date
- A foundation for the next modules: email order intake, production tracking and dispatch

## The systems behind this

- [Document & Ticket Automation](https://webkms.com/solutions/document-automation) (from $3,000 setup + $250 / month)
- [Email & Order Intake AI](https://webkms.com/solutions/email-order-intake) (from $2,500 setup + $200 / month)