Contact

Faster and flawless order processes for Nilfisk

Automation with MAKIRA Capture streamlines order handling and boosts efficiency

Abstract background of spheres and wireframe landscape representing human touch meeting AI efficiency with document management system MAKIRA

About Nilfisk A/S

The Danish group Nilfisk is a global leader in professional cleaning equipment and solutions, serving customers in over 100 countries. With roots dating back to 1906 and the launch of its first iconic vacuum cleaner, Nilfisk has grown into one of the world’s foremost manufacturers of industrial and commercial cleaning technologies. Today, the company is actively digitalizing both its products and internal processes to drive innovation and efficiency.

In its pursuit of operational excellence, Nilfisk implemented MAKIRA Capture to create a simple, standardized, and automated process for sales order scanning, validation, and ERP registration—further strengthening its digital transformation journey.

Business need

  • Desire to automate the entry of sales orders into the business system. Order entry is the process that requires most key entries: Who is the customer, what did the customer buy, and where should the products be delivered
  • Desire to reduce manual processes and increase quality in orderhandling

Solution

  • MAKIRA Capture from NTT DATA Business Solutions: A software robot that digitalizes and automates the order process. The customer
    sends the order in PDF format and a process robot ensures correct order entry
  • MAKIRA Capture is built on (1) – rules ensuring standardized processes, and (2) artificial intelligence – enabling the robot to gain
    knowledge and validate the documents
  • MAKIRA Capture supports the customer’s own order layout

Outcomes

  • Possibility of 100 % automated scanning, recognition and registration of sales orders in the ERP system without human interaction. The
    solution can be adapted to any company’s need to control and monitor the documents
  • Efficient and standardized handling of sales orders
  • Higher quality through minimization of manual entry errors in the process. The robot validates all information
    about the customer, prices and products against the system and external sources
  • Release of resources connected to order management, which is now used for customer service optimization instead
Industry
Manufacturing
Products
Cleaning solutions to professionals and private
Employees
5,500
I am simply crazy about this robot solution. It digitalizes our order process, reduces the number of key errors, and in the end it releases resources that we can use to optimize our customer service instead.
Lena Melander
Project Manager, Customer Service Nordic, Nilfisk A/S
100%

automation

80%

less manual effort

50%

faster processing

Why did this project come to be?

Digitalization of manual processes

The Danish group Nilfisk is busy digitalizing both products and processes. The company, who launched its first iconic Nilfisk model for Danish consumers in 1906, is today among the world’s leading manufacturers of vacuum cleaners and cleaning equipment. Nilfisk’s IT strategy from 2017 focuses among other things on strengthening the overall IT integration and increasing digitalization across the company’s products and processes. The sales order process requires the most manual key entries and was thereby obvious to digitalize. A sales order can come in different formats, from a Word file to raw text in an email, and consist of hundreds of order lines with different products to be delivered to different addresses. Converting these orders into one file format, enter the order into the system and validate all the information could take a couple of days of work. Therefore, the goal was to ensure a simple, standardized and first and foremost automated process for sales order scanning, validation and registration in the ERP system. The process increases the efficiency and compliance at Nilfisk.

How did we solve it?

First-mover with the order robot

It was through Nilfisk’s close collaborations with NTT DATA Business Solutions that the company got acquainted with MAKIRA Capture – a software robot developed to handle all types of business documents.

MAKIRA Capture was being developed to also handle sales orders, and thus we are the first company in the world using MAKIRA for sales orders. So far, we have implemented MAKIRA in Denmark, Norway, Sweden and Finland, and approximately 20 % of our overall incoming orders in the Nordic countries are received through it. This number increases each month, says Marcus Faber Kappendrup, Business Systems Consultant, Group IT, Nilfisk A/S.

What changed for the better?

Consequently, we are very excited about the solution. More precisely, we send an incoming order to a specific email address, after which the automatic process starts. After the automatic entry of the order in SAP, we still always check it manually. This does not change the fact that with big and complex orders, MAKIRA Capture saves us many hours daily, and with small orders we save many minutes daily. Most importantly, we can now use the time saved from manual order entries to provide our customers even better service, says Lena Melander.

Lena Melander
Project Manager, Customer Service Nordic, Nilfisk A/S
Being able to automate one fifth of our Nordic sales orders in MAKIRA Capture gives us great time savings and improves the quality significantly.
MAKIRA® | AI-powered document automation for faster workflows
Watch on MAKIRA® | AI-powered document automation for faster workflows

The MAKIRA journey

A trusted collaboration driving innovation and automation at Nilfisk A/S

NTT DATA Business Solutions has been a long-standing and trusted SAP® partner for Nilfisk, offering both development and ongoing support across the company’s digital landscape. Throughout the MAKIRA Capture project, Nilfisk played a key role as a pilot customer, actively contributing to the development phase. This collaborative approach fostered mutual learning and innovation—laying the groundwork for a highly effective and future-ready solution.

More of our customers

JYSK A/S

Automatic handling of expense invoices is one of the enterprise advantages in the accounts payable operation of the giant retailer JYSK. The solution behind “e-invoicing” is called MAKIRA.

Read more

Mieszko S.A.

Providing a high level of customer service is key for Mieszko S.A. that embedded digitization of documents in their strategy and embarked on a journey of automation with MAKIRA Capture.

Read more

Bang & Olufsen

Bang & Olufsen automated their invoice management with MAKIRA Capture and MAKIRA Approve. Read the customer case here.

Read more

LOGSTOR

LOGSTOR produces pre-insulated pipe systems for customers around the world and production requires materials and commodities from a range of international suppliers.

Read more

The document management system Makira is intelligent like the namesake owl, that is represented by the eye on this key visual

Start your automation journey today

MAKIRA seems to be exactly what you are looking for? Don’t hesitate to contact us and let our team of experts do the work for you.