- Intake
- 47 new emails overnight. Three supplier price lists. Two customs follow-ups.
- HEINI
- Everything read, routed, prioritized. Three cases waiting for approval, the rest is filed.
- Decision
- Marion opens the approval list and sees: 3 cases — not 47 emails.
- Result
- Morning: 5 minutes of overview instead of 45 minutes of sorting.
A workday in the mid-market
Marion's Tuesday.
Marion talks to customers, suppliers and the boss. HEINI sorts, checks and prepares — the prep work is out of the day.
Marion · Back office Thomas · Owner
07:45 → 08:15
Marion logs in — HEINI has already done the prep.
- Overnight orders sorted and routed
- Quotes queued for approval
- Open follow-ups flagged
- Document packs prepared
- Intake
- New price list from supplier Müller — Excel, different format from last quarter.
- HEINI
- Price list parsed, 247 positions checked against inventory, 18 price changes flagged.
- Decision
- Marion reviews the 18 changes. 16 check out, 2 she clarifies by phone.
- Result
- Price list import approved. Used to take half a day — today, 12 minutes.
- Intake
- Customer Meier asks for a quote: 24 mats, 13 posts, 26 clips.
- HEINI
- BOM broken down, stock checked, prices pulled, discount rule applied. Quote is on the table.
- Decision
- Marion spots a deviation from the master agreement: +2.4%. Calls Thomas — he decides.
- Result
- Quote sent with a note. Approval log shows Thomas as the decision-maker.
- Intake
- Carrier reports: delivery note #8142 is missing a line item.
- HEINI
- Case located, deviation identified: 2 packages not registered at shipping. Complaint draft written.
- Decision
- Marion reviews briefly and approves the draft.
- Result
- Reply to carrier sent. Case cleanly logged.
- Intake
- Shipment to customer Weber goes out this afternoon. Customs paperwork needed.
- HEINI
- Export declaration prepared, HS codes pulled, certificate of origin issued, bill of lading filled.
- Decision
- Marion verifies the HS code for one special-case item — correct. Approval.
- Result
- Shipping pack complete. Carrier gets everything in a single PDF.
- Intake
- Accountant needs Q1 export for VAT filing.
- HEINI
- All Q1 invoices compiled, sorted by account, exported in DATEV format.
- Decision
- Marion opens the export, spot-checks two invoices.
- Result
- Export sent to accountant. Used to take half a day of manual prep.
- Intake
- New frame order for regular supplier. 6 items, 2 new positions.
- HEINI
- Order draft created, checked against order history, availability requested from supplier.
- Decision
- Marion reviews — quantities check out, payment terms fit. Approval.
- Result
- Order sent, confirmation will auto-match on arrival.
- Intake
- Day ends. 8 cases closed, 2 waiting on supplier replies.
- HEINI
- All open cases logged, status overview prepared for tomorrow morning.
- Decision
- Marion clicks "End of day".
- Result
- Clock out at 4:30 pm. Used to be 7:00 pm regularly.
Marion's day: 45 minutes of active work instead of 8 hours of searching and sorting.
The time Marion used to spend hunting down documents now belongs to the decisions only she can make.
HEINI. Real help in your operation.
What Marion no longer does
What HEINI clears off the desk
- Hunting down documents across multiple systems
- Manually transferring price lists into inventory
- Assembling shipping and customs paperwork from several sources
- Forwarding follow-up emails back and forth
- Sorting cases by priority and type
- Hand-prepping accountant exports
What Thomas decides
What Thomas still approves himself
- Price deviations outside the master agreement
- Special cases with legal or financial risk
- External commitments (supplier contracts, customer contracts)
- Compliance-relevant decisions (customs, export, DPP)
This is what a quieter Tuesday looks like.
In a demo we'll show which cases HEINI can prepare for your business.
HEINI prepares. You approve.