A leading client operating more than 1,500 vending machines across multiple locations since 1955 needed a better way to combine daily coin and card collections — a manual process that took a large workforce over a week to reconcile just 18,000 records.
Every machine accepts either card or coin payments. At the end of each day, coins are collected and combined with the card payments for every location, and the totals are then used to calculate the commissions payable. At this scale, doing that by hand is slow, expensive, and error-prone.
The Challenge
The entire collection-combining process depended heavily on a large workforce and was extremely time consuming. Combining transactions across all locations and calculating commissions took over a week for 18,000 records — a pace that couldn't keep up with the daily volume the machines generated.
The Solution
SmartView developed an auto bot built to handle far more than just the collection counts. The bot manages the entire workflow end to end:
- Captures and handles the daily collection counts from every location.
- Processes and combines coin and card transactions automatically.
- Calculates the commissions payable for each location.
- Delivers the completed transactions — no manual reconciliation required.
The Results
Automating the collection-combining workflow transformed a week-long manual effort into a same-day automated process:
- Productivity increased to 500%.
- 95% of new entries were processed each week.
- Zero error rate with significantly increased accuracy.
- More than 18,000 records processed every single day — down from over a week.
- $400,000 in savings annually.
- 5,280 man hours reduced per month.
What once took a full workforce over a week — combining 18,000 records — now happens automatically every single day, with zero errors.
High-volume reconciliation work like collection combining is a perfect fit for automation. By replacing a slow, labor-heavy process with a single auto bot, this client turned a weekly bottleneck into a daily, error-free operation — and saved hundreds of thousands of dollars a year doing it.
