AI Health Check · Factory · 2026.10.11Sample
Hand it to the system, get back 12–15 hours a week
This report is based on your answers (factory, owner, about 50 people). Your sales reps, production control and accountant spend about 17 hours a week re-entering the same orders and reconciling the books at month-end. Of that, 12–15 hours can be handed off to the system. The first phase goes live in about 4–6 weeks and gives you back 7–9 hours a week from then on.
01How much time you could get back each week
Your team, about 17 hours a week
After Phase 1 goes live
Live in about 4–6 weeks, then about 7–9 hours back each week
You, about 10 hours a week
Time you spend checking numbers and making calls is listed, not estimated. We look at it together a month after launch.
On your team, about 2–5 hours a week still need a person. Sales reps confirm part numbers the system can’t recognize, and the accountant reviews payments and deductions that don’t match. Your own 10 hours are listed separately and not counted here.
02Where your workflow stands today
- ✓Handled by the system
- ½Half handled by the system
- ✎Done by hand
- –Not asked this time
- Already live
- Built your way
- ½Taking ordersHalf handled by the system ・Already live
Orders are already recorded in your inventory and sales system. Sales reps, production control and the accountant each prepare them again for their own work, and sales reps put together a separate copy for you.
- –Scheduling and work ordersNot asked this time
Not asked this time.
- ✎Ordering materials and inventoryDone by hand ・Built your way
Warehouse staff track stock on a whiteboard. When something runs low, they tell you or the plant manager, and materials are ordered by phone.
- –Shipping and invoicesNot asked this time
Not asked this time.
- ✎Month-end close and collectionsDone by hand ・Built your way
One accountant spends about 4 days on it: checking the bank statement, splitting single transfers that cover several invoices, matching accepted quantities and deductions, and logging check due dates.
- ✎Daily shipments and receivablesDone by hand ・Built your way
You pull the numbers into Excel yourself in the evening.
Where the time goes (per week)
03The three things that give you the most time back
①One order, entered oncePhase 1 TodayOrders come in by LINE, phone and email. Sales reps write them down, key them into the inventory and sales system, then put together an Excel sheet for you. Production control turns them into work orders and the accountant issues invoices, and each of them prepares the order again.
With the systemXena, the AI assistant, turns LINE and email orders into draft orders and matches them to the customer and part numbers. Once a sales rep taps Confirm, the order goes into your inventory and sales system once. Production control and the accountant then work from that same record.
Still your callPart numbers, quantities or delivery dates the system can’t read or isn’t sure about go to a sales rep to confirm. Whether a delivery date fits the schedule is still up to you or the plant manager.
About 10 hours a week, of which 7–9 can be handed off to the system. This is the first phase, live in about 4–6 weeks.
Already built: Xena reading orders, creating orders and sending notifications. Built your way: the connection to your inventory and sales system.
②A heads-up before stock runs low TodayWarehouse staff track stock on a whiteboard. When something runs low, they tell you or the plant manager, and materials are ordered by phone. How much to order comes from experience, and the actual count is only known after a stocktake.
With the systemWarehouse staff log stock in and out with a tap on their phones. When stock nears the safety stock you set, a draft purchase request is ready. When materials arrive, the system checks them against the purchase request and the supplier’s invoice.
Still your callYou or the plant manager decide whether to send the purchase request and how much to order, then tap Confirm.
We didn’t ask about time for this part, so there’s no estimate. What it gives you is an earlier warning when stock is running low.
Built your way.
③Month-end close: only the items that don’t match TodayOne accountant spends about 4 days going through the bank statement line by line. That means splitting single transfers that cover several invoices, checking accepted quantities and rejects the customer deducted, and logging check due dates.
With the systemThe accountant downloads the bank statement as usual. The system matches it against your invoices and lists everything that matches. For customers like Beta Machinery who deduct the transfer fee first, the fee is recorded by your rules. Acceptance slips and deductions are matched to delivery notes. Before a check is due, you get a reminder to deposit it for collection.
Still your callOnly differences above the threshold you set, and accepted quantities that differ from shipped quantities, go to the accountant. They can be reviewed on a phone or a computer.
About 7 hours a week, of which 5–6 can be handed off to the system. In the first month, the accountant confirms every payment match, so that month won’t save much.
Already built: payment confirmation and notifications. Built your way: bank statement matching, deductions and check logging.
04A day in the life of one order: today, and with the system
Today (from your answers)
- Customers order by LINE, email and phone. Large customers send a forecast first, then a confirmed order each week
- Sales reps key orders into the inventory and sales system, then make an Excel sheet for you
- Production control creates work orders and the accountant issues invoices and records receivables, each handling the same order again
- Warehouse staff track stock on a whiteboard and tell you or the plant manager when it runs low. Then materials are ordered by phone
- At month-end, one accountant spends about 4 days checking the bank statement, splitting combined transfers, matching acceptances and deductions, and logging checks
- You pull shipments and receivables into Excel yourself on evenings and weekends
With the system
- Phase 1Xena turns LINE and email orders into drafts. A sales rep taps Confirm, and the order goes into your inventory and sales system once
- Phase 1Production control and the accountant work from the same record, with no re-entry
- LaterWarehouse staff log stock in and out on their phones, and a purchase request is drafted when stock runs low
- LaterThe bank statement is matched to invoices every day, and deductions and checks are matched to delivery notes
- LaterEvery morning, shipments and receivables are already summarized
- Scheduling and shipping weren’t asked this time, so the flowchart shows them as dashed lines for now
05Only what doesn’t match comes to you
On your phone or computer. Each alert comes with the data the system already looked up, so you can decide on the spot.
The system found the closest combination among this customer’s unpaid invoices. The difference is over the NT$500 threshold (sample; you set the threshold), so it’s been passed to you.
Already matched to the delivery note, the customer’s acceptance slip and this invoice. The items and quantities that differ are listed.
The due date was recorded when the check was logged. You get a reminder 3 days before it’s due.
- One part number in a LINE order wasn’t recognized (sample)
The other items are already in a draft order, matched to the customer and prices. Only the line it couldn’t recognize is flagged.
Confirm part numberAsk on LINE - SPCC 1.2mm steel coil is down to 2, below the 3 you set (sample)
A draft purchase request is ready. This card only appears once stock moves from the whiteboard into the system.
Send requestChange quantity
06Keep the systems you have
You use a standalone inventory and sales system you’ve had for many years, with some records kept in notebooks and Excel. You keep using that system. In the first week on site, once we’ve looked at that computer, we’ll know how to connect. If it can export files, the system reads them every day. If its database can be read, we first check the maintenance contract with the software vendor, and we only read the data, never change it. If neither works, orders run on the StudioX side and a file is generated each day. The accountant imports it into the inventory and sales system with one click. If even importing isn’t possible, we’ll tell you plainly in the first week, and you decide whether to go ahead. Whether anything needs to be installed on that computer, or whether it has to stay on, is also decided after we’ve seen it. The first phase only sends orders in. The accountant keeps handling payment matching and journal entries as before. You mentioned that the notebooks and Excel hold delivery dates and rush orders, inventory, month-end close and collections. Those are the rules we’ll write into the system.
What you told us
- You mentioned that customers order through LINE. Xena turns LINE orders into draft orders, and a sales rep just taps Confirm. Nobody has to enter them again.
- You mentioned that customers want to check delivery dates right away. You can only answer that when orders and shipments update automatically every day. Once taking orders is handed off to the system, you’ll have that data.
- Right now, month-end close relies on one accountant knowing how everything works. Once those methods are written into the system, she no longer carries it alone. When she’s on leave, whoever covers for her follows the same rules.
- Once your experience is in the system and each day’s orders and books are in one place, AI has something to build on when you want it to help more.
07Getting started: one phase at a time
- Phase 1: One order, entered once
Live in about 4–6 weeks; about 7–9 hours a week back after launch
Xena prepares LINE and email orders, and a sales rep taps Confirm. Each order goes into your inventory and sales system once, and production control and the accountant work from it. During the weeks the old and new ways run side by side, a confirmed order still goes into the inventory and sales system, so nobody keys it in twice. You decide how long to run both. You mentioned that many features went unused after past systems went live, so this time we build only the part you picked. You also mentioned that changing a field means waiting on the vendor. After launch, if you need a change, message the developer directly on LINE.
Already built: Xena reading orders, creating orders and sending notifications. Built your way: the connection to your inventory and sales system.
- Later: Ordering materials and inventory
Scheduled after the on-site visit. Once it’s planned, we’ll tell you roughly how many weeks
Built your way
- Later: Month-end close and collections
Scheduled after the on-site visit. Once it’s planned, we’ll tell you roughly how many weeks
Built your way
Why this can move fast: The core pieces (StudioX Console and Xena) are already in use, so nothing starts from scratch. The same team designs it and writes the code. And we launch one phase at a time.
08Pricing
- 30-minute online walkthrough
- 【Price: StudioX to fill in】
- On-site visit
- 【Price: StudioX to fill in】
- Phase 1
- from 【Price: StudioX to fill in】
- Monthly fee after launch
- 【Price: StudioX to fill in】
The health check is free. The 30-minute walkthrough and the on-site visit are separate steps — you decide after each one.
09Things you might be wondering
Can you connect to a standalone system that’s more than ten years old?
We’ll know once we’ve seen it in the first week on site. If none of the three ways works, we’ll tell you plainly, and you decide whether to go ahead. Either way, we won’t ask you to replace it.
If the visit shows it can’t be connected, do I still pay for the first phase?
If it can’t be connected, we’ll tell you in the first week, and you decide whether to go ahead with the first phase. Cost of the on-site visit: 【Price: StudioX to fill in】
How soon can we use it? How long until everything is done?
The first phase goes live in about 4–6 weeks. Later phases are scheduled after the on-site visit, and once they’re planned, we’ll tell you roughly how many weeks.
Customers send orders to each sales rep’s own LINE. How does Xena read them?
Your customers don’t need to change anything. Sales reps forward orders to a dedicated LINE account or to an email inbox, and Xena reads them from there.
How does the bank data get in? Do you need our login?
No login needed. The accountant downloads the statement file from online banking as usual and emails it to a set address, where the system reads it.
Who owns the data? What happens if you stop offering the service?
【StudioX to fill in: data ownership, how to export everything, how data is handed back if the service ends, who owns the code】
Could the AI misread an order or change the books on its own?
Xena always asks a person to confirm before it changes any data. Every step is logged, and you can set it to read-only. Fields it isn’t sure about go to a sales rep.
Next step
The people who would design and build your system go through this report with you. The report is sent along with your booking, so you won’t have to explain everything from the start. The on-site visit is the next step, and you decide on it after the call.
Scheduling and shipping weren’t asked this time. To add them, answer 2 more questions (about 30 seconds). →How we got these numbers
- Taking orders: about 450 orders a month (the average of about 300 and about 600). Sales reps, production control and the accountant each handle every order again, about 2 minutes each time. That’s about 45 hours a month, or about 10 hours a week. The 2 minutes is our estimate; during the on-site visit we recalculate with last month’s orders.
- Month-end close: about 4 days for one person, at 8 hours a day. That’s 32 hours a month, or about 7 hours a week.
- Your team’s total: about 17 hours a week.
- After launch, the system handles what matches, and what doesn’t match still needs a person. Sales reps also still confirm each order. We don’t yet know how much of your work won’t match, so we assumed 10–30%. That means 70–90% of each task can be handed off to the system: 7–9 hours for taking orders and 5–6 hours for month-end close, about 12–15 hours a week in total. About 2–5 hours still need a person.
- The first phase covers taking orders only, and gives you back about 7–9 hours a week after launch. For month-end close, the accountant confirms every match in the first month, so that month won’t save much.
- Your own time is about 10 hours a week (likely more). It’s time spent reviewing the books and making decisions, so we don’t apply the percentages above. It’s listed here only, and we’ll look at it together one month after launch.
- We didn’t ask about time for ordering materials and inventory, so there’s no estimate. The report doesn’t convert hours into money.
- This report is calculated from your 10 answers, without an on-site visit. During the visit, we’ll recalculate using last month’s orders and payments received.