Who is MainMicro?
MainMicro is a leading IT solutions provider specializing in hardware, software, and services designed to meet the unique needs of businesses of all sizes. Known for its end-to-end approach, MainMicro partners with top manufacturers and distributors to offer a streamlined procurement process that ensures fast, reliable delivery nationwide. Their commitment to competitive pricing, expert account management, and tailored solutions means they deliver more than just products—they bring the expertise and personalized support needed to tackle even the most complex IT projects. Clients rely on MainMicro for strategic guidance and industry-leading solutions that empower their success.
The Challenge
As MainMicro scaled, they faced the challenge of reconciling a large volume of daily invoices to ensure accurate and timely processing. Due to their drop-shipping model, each client invoice needed to be manually matched with the corresponding distributor invoice—a process becoming increasingly complex and time-intensive.
MainMicro needed a solution that could handle the growing volume and adapt to the various formats and details of the invoices received, providing an accurate and timely overview for their team.
The Solution
Wrk partnered with MainMicro to develop a robust automated invoice reconciliation solution that leverages our Hybrid Automation platform. Using OCR technology, email triggers, and Google Sheets integration, we developed a system in under two months that automatically captures incoming invoice data, matches it to corresponding records, and delivers a complete overview for daily reconciliations.
This custom-built solution featured several WrkActions tailored specifically for MainMicro’s needs. We fine-tuned the OCR to accommodate various invoice formats—some of which were easily processed, while others required advanced techniques like regex or generative AI for full data extraction. To ensure consistent accuracy, we built alternative workflows to manage edge cases, automatically flagging discrepancies for quick resolution. This approach minimized errors and provided MainMicro with a reliable, efficient solution for handling their high volume of invoices.
Enhanced internal processes
Daily reconciliation of high volumes of invoices
Perfected invoice system
Up to 8 hours of admin work saved weekly
Improved business outcomes
Accuracy in data matching for accounting purposes
Cost efficiency
Time returned to the team to handle higher-priority tasks
Inbox Monitoring
A tool that continuously scans email inboxes for incoming messages, identifying specific types of content or attachments based on predefined criteria. Once detected, users can organize, filter, or flag emails for further action.
Email Triggers
Email triggers are automated responses or actions that occur when certain criteria within an email are met. These triggers can move emails to designated folders, notify team members, or activate other workflows.
Optical Character Recognition (OCR)
OCR technology converts different types of documents—such as scanned paper documents, PDFs, or images—into editable and searchable text. This enables the extraction of data from printed or handwritten sources.
Google Sheets
A cloud-based spreadsheet application that supports real-time collaboration. Users can create, edit, and share spreadsheets, with the ability to input and organize data, perform calculations, and generate visualizations, all within a collaborative environment.
Custom Approach
We began by examining MainMicro’s unique invoice formats and volume, working closely with their team to identify the optimal method for data extraction.
This automation was one of the first to leverage our OCR WrkActions, which required precise adjustments to accommodate MainMicro’s needs. To ensure no data was missed, we developed alternative Wrkflows for scenarios where OCR might miss critical information.
Through this partnership, Wrk’s automation team crafted a solution that aligned with MainMicro’s rigorous standards. The resulting Wrkflow delivered the efficiency they sought and paved the way for further automation opportunities within their organization.
Process Improvements
MainMicro’s priority was to scale invoice reconciliation without placing additional strain on their team. Wrk’s solution was deployed within less than two months, allowing MainMicro to immediately reap the benefits of automation without disrupting ongoing operations. Building on this success, the company quickly began to onboard more enterprises and expanded into Canadian vendors. Wrk’s relationship with MainMicro continues to flourish, as we have wrapped up a new automation designed to integrate their eal registrations into their Salesforce accounting system.
Wrkflow
Expectations
MainMicro needed a solution capable of efficiently managing a large volume of invoices at scale.
Problem
Manual Invoice Reconciliation
Handling the recreation of invoices that matched distributor details and specifications without a standardized process became increasingly challenging. The manual approach strained MainMicro’s resources and heightened the risk of errors, such as mismatches or omissions, that could disrupt essential accounting functions. This inefficiency threatened to slow their operational pace and compromise the accuracy required to maintain strong relationships with clients and partners.
Solution
Wrk introduced an automated workflow designed to transform MainMicro’s invoice reconciliation process. Leveraging OCR technology and AI, the automation accurately retrieves and matches invoice data, reducing the likelihood of human error. This data is then seamlessly integrated into MainMicro’s Google Sheets system, providing the team with real-time, structured insights into their invoicing activities.
Problem
Scaling Invoice Management
With a rapidly expanding client base, MainMicro faced escalating demands on their invoicing processes. The increased volume made it clear that manual methods were no longer sustainable; they needed a solution to handle the scale while maintaining precision and speed. Scaling up without automation would require additional resources and would likely still be prone to delays and inaccuracies, potentially undermining the overall efficiency of their operations.
Solution
Wrk’s scalable automation has empowered MainMicro to manage an ever-growing number of invoices efficiently. The automated workflow handles current volumes effortlessly and was built to adapt to further expansion. By implementing a solution that grows with their business, MainMicro can now manage their invoicing demands without increasing their workload or compromising accuracy.
Let’s Wrk Better, Together
MainMicro’s automation journey show how Wrk’s platform can tackle operational bottlenecks, delivering customized solutions that enhance efficiency and support business growth. By streamlining their invoicing process, Wrk has enabled MainMicro to focus on what they do best—providing top-notch IT services to their clients.
