From fax machine to front door
The orders arrive as faxed scans from a federal veterans' health agency. The devices — an FDA-cleared wearable migraine therapy — must reach veterans quickly, with every serial number accounted for to government audit standards. In between sits exactly one person. We built the system that makes that possible: AI reads the faxes, and the platform does nearly everything else.
Government paper, retail speed, audit-grade accountability
The business model is elegant: the distributor is paid per device by the government and processes a veteran-side payment as well. The operations were not elegant. Each order arrived as a faxed scan that someone had to read, retype, and act on — then track a serialized medical device to a veteran's door, take payment, and keep records precise enough for federal auditing. Manual, this scales to exactly as many orders as one exhausted person can type.
The fax goes in. The package comes out.
Every step between intake and doorstep is either automated or reduced to a single review click.
Faxes land
Scans arrive from the agency; AI turns each into a draft order.
Review
The operator confirms drafts — reading, not retyping.
Assign & charge
Serial from stock, payment through the gateway.
Print & pack
Labels print directly; devices go into boxes.
Report
The daily dashboard already has shipments & payments.
Serial numbers are the contract
Government programs don't audit intentions — they audit records. Every shipped device's serial number lives on its order, making "which device went to whom, when" a query instead of an investigation.
Two revenue streams, one flow
Paid per device by the government, plus a veteran-side payment — both accounted for in the same order record, reconciled by the daily reports.
Scale without headcount
14,000+ orders through a one-person operation. The constraint stopped being typing speed and became how fast boxes can be packed.
Small system, outsized leverage
The inputs are faxes and the oversight is federal — and it still runs like modern e-commerce. That's what AI plus workflow design buys you.Meet the process where it is; automate everything after
Client identity withheld under confidentiality; diagrams recreated for publication.
The same work, productized
Related client stories
2 of every 3 vendor documents, reconciled without a human
The same AI-reads-the-paper pattern at 683,000-document scale.
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Another federal-program operation, industrialized.
Read the story →Does your process start with paper someone has to retype?
Faxes, scans, PDFs — if a human reads it and types it, AI can probably read it instead.
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