A Story of Successful Automation in the Energy Sector: From Manual Excel Sheets to Comprehensive Reports

The already-mentioned energy services company had long been facing a situation where a significant portion of internal decision-making reports were created manually. Preparing these reports was time-consuming, as input data came from various systems and sources, often in inconsistent formats.

The root causes included historically entrenched manual practices, an overburdened internal IT department, and the lack of a suitable system solution. The company wanted to automate the process of calculating commissions for salespeople selling its products in the Czech market. Employees responsible for this agenda had to manually collect dozens of Excel files from various sources—via self-export, files sent by colleagues, or manually gathered data. These files were then cleaned and processed over several days to create the final report.

The main objective of the project was to automate the sales commission calculation process. The goals included:

• Automatically processing all necessary input data
• Ensuring accurate and consistent calculations without manual intervention
• Minimizing the risk of errors
• Providing management with real-time, up-to-date insights into sales team performance and commissions

• Increasing the security and continuity of data processing
• Freeing up employee capacity for more complex and specialized tasks

The project began with the definition of a clear approach to input data processing. The customer designated a specific folder on the Microsoft SharePoint platform to serve as a central repository for all required documents. Our team was granted access to this folder, enabling us to automatically monitor and download new files as soon as they were uploaded.

Next came the processing of Excel files—key inputs for the commission process. These files are automatically imported and stored in a database built on Microsoft technologies. Based on this data, a multi-step calculation process is triggered to ensure accurate evaluation of commissions. Once the calculations are complete, the results are stored in the presentation layer, which is made available through BI reports.

The solution includes our AI tool, Millada, which allows users to query specific details—such as individual sales volumes or other customized statistics. The result is a fully functional, turnkey solution. The customer opted for a service-based model, including system operation and hosting. They now use a ready-made solution via secure access, without the need to invest in their own infrastructure.