Every delivery created a manual data entry job
Beaver Pumice runs a high-volume pumice and aggregate delivery operation out of Nevada. Each truck delivery generates a ticket: material type, quantity in tons and yards, truck tare weight, customer, freight rate, and billing unit. Before ResultantAI, that information was recorded on paper or in spreadsheets, then manually re-entered into QuickBooks at the end of the day or week.
With 15 to 25 deliveries per day, the back-office staff was spending the last two hours of every shift on data entry. Pricing errors crept in when billing units (per-ton vs. per-yard) were misapplied. Invoices went out days after delivery. Collections lagged because customers received invoices late.
- Paper tickets collected at end of shift
- Manual re-entry into QuickBooks, one line at a time
- Billing unit errors (ton vs. yard) discovered after invoices sent
- Invoices batched weekly, not daily
- Collections delayed by late invoicing
- No audit trail linking ticket to invoice
- Dispatcher enters ticket in web app at time of delivery
- System calculates weight, billing unit, freight automatically
- One-click QuickBooks IIF export, no re-entry
- Invoices generated same day as delivery
- Billing unit per customer locked in system, no manual errors
- Every ticket links directly to its QuickBooks transaction
A dispatch-to-invoice loop with no manual steps
ResultantAI built a web-based ticket system that captures delivery data once at the point of dispatch and automates everything downstream.
Dispatcher enters the ticket
Truck number, customer, material, gross weight, tare weight. The system calculates net tons and yards automatically from scale data. Takes under 90 seconds per ticket.
Pricing applied automatically
Each customer's product rate, freight rate, and billing unit (per-ton or per-yard) is stored in the system. No manual lookups, no unit errors. The invoice amount is calculated the moment the ticket is saved.
QuickBooks export in one click
At any point, staff exports a QuickBooks IIF file covering any date range. Import takes 30 seconds. No re-entry, no reconciliation step, no errors from transcription.
Customer portal for delivery history
Customers can log in to view their delivery tickets, weights, and invoice history. Fewer inbound calls asking for copies of paperwork.
Back-office time cut. Billing speed doubled.
| Metric | Before | After |
|---|---|---|
| Daily back-office data entry time | 90-120 min/day | Under 15 min/day |
| Time from delivery to invoice | 3-7 days (batched weekly) | Same day |
| Manual QuickBooks entries | 15-25 per day, typed by hand | Zero, automated export |
| Billing unit errors (ton vs. yard) | Occasional, found after invoice sent | Eliminated, locked per customer |
| Audit trail from ticket to QB | None | Complete, linked by ticket ID |
| Staff needed for back-office | 1 FTE dedicated to data entry | Same person, now focused on exceptions |
"We were spending the last part of every shift just catching up on data entry. Now that work is done the moment the ticket is created. Invoices go out the same day and collections have improved because customers get the paperwork faster."Operations, Beaver Pumice
If you run trucks and bill by the load, this is your problem too
The same back-office loop, ticket to invoice, creates the same bottleneck across propane delivery, concrete, aggregate, landscaping, HVAC, and any fleet-based operation billing per job or per load. The materials differ. The workflow does not.
ResultantAI builds the automation for your specific billing rules, your existing QuickBooks setup, and your driver and dispatcher workflow. Typical deployment is two to four weeks. No new software subscriptions required beyond the system itself.
See what this looks like for your operation
Book a 20-minute call. Bring your current billing workflow. We will show you exactly where the hours are going and what automating them is worth.
Book a Call with Chris No sales pitch. Just a workflow review and a number.