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Invoice Warehousing & Excel Migration
Voice_260319_100817.m4a
12 min
Mar 19, 2026
Participants: Peter Maniatis, Oz — discussing Jeremy's daily workflow
Executive Summary
This recording captures the team discussing how Jeremy currently processes invoices and work orders — going to an Excel file to look up store addresses, then doing a service lookup. They agreed on a gradual migration strategy: start as an assistant alongside Excel, then over 3-6 months transition to the dashboard as the primary tool. Critical requirement: maintain Excel export compatibility for Dan at Walgreens.
Jeremy's Current Workflow
How Jeremy Processes a Ticket Today
Email arrives
ServiceChannel
→
Open Excel
manually
→
Search Address
Ctrl+F
→
Find Store ID
match manually
→
Service Lookup
another file
Every step is manual. Every ticket.
Pain Points
"Jeremy's listed as the customer. We've got the actual address. I have to go find — I have to plug this in to get the address now. And do our service lookup." — describing the manual process
"I'm just going to the Excel file." — Jeremy's answer to "where are you plugging that address into?"
Every ticket requires Excel lookup: Store ID from address → service lookup from another file → all manual, all day, every day.
Migration Strategy — Agreed Upon
Phase 1 — Now
Assistant Mode
"It'll feel like an assist at first." Excel stays as the primary system. Dashboard runs alongside, learning from usage.
Phase 2 — Month 1-3
Parallel Operation
"You're using this 80% of the time." Dashboard handles most lookups. Excel for exports and edge cases.
Phase 3 — Month 3-6
Dashboard Primary
"Over the course of three to six months, you're not in Excel." Full transition with Excel export for Dan/Walgreens.
"We're taking this into the space age. Not everybody's in the space age." — acknowledging the transition needs to be gradual
"We still need that file to send to Dan, though, don't we? Yeah, just an export to match what the file already looks like." — maintaining compatibility is critical
What We Built From This
Feature Built
Email Intake → Draft WO Pipeline
Exactly what Jeremy does manually — email comes in, AstorIQ extracts the store address, matches it to the DC Contacts database (725 entries across 33 DCs), finds the vendor, and creates a draft. Jeremy reviews and approves. "The second step on working a ticket is going to that file" — we eliminated that step.
Feature Built
Gradual Migration — Assistant Not Replacement
Dashboard is explicitly labeled "AstorIQ — Employee Assistant" with "Draft Mode" and "All actions require admin approval." This is exactly the strategy they described — start as an assist, grow into primary tool. Excel exports preserved.
Feature Built
Excel Online Integration
Embedded Excel Online directly in the dashboard via M365 integration. Employees can still access their familiar Excel files — but now with AstorIQ context alongside. "We still need that file" — yes, it's right there.
Architecture — What Jeremy's Workflow Becomes
New Workflow — Same Steps, Automated
Email arrives
auto-detected
→
AstorIQ Parse
extract address
→
Store Match
from 725 DCs
→
Vendor Lookup
from 1,100 DB
→
Jeremy Reviews
draft mode
Same result. No Excel. Human always decides.
Analysis generated by AstorIQ from audio recording — OZ3 Automation
"We listened to your meetings and built exactly what you described."