As organizations expand, operational complexity tends to grow faster than headcount. Vendor networks widen, data becomes more unstructured, and manual processes that once felt manageable begin to impose real constraints on speed and accuracy. These bottlenecks often surface quietly, then suddenly limit a company’s ability to scale efficiently.
For one fast-growing business, this inflection point made it clear that a more resilient, intelligent workflow was needed. It created the opportunity to rethink a core process through a combination of AI, structured data systems, and nearshore engineering.
The Challenge
For a rapidly growing U.S. design company, quoting had become a structural bottleneck. The team collaborated with hundreds of vendors, each publishing product information in different formats, often as PDFs dispersed across websites.
Every quote required hours of manual review and re-entry of core details such as part numbers, finishes, dimensions, and pricing. The process was workable at a small scale, but as demand grew, turnaround times stretched to up to three days, and vendor coverage stalled at around 100 suppliers.
The team’s ability to process unstructured data consistently, accurately, and at the speed the business required had become the main constraint.
The Solution
Instead of increasing headcount, the company chose to strengthen its data foundation. They partnered with Jetpacks! to build an AI-driven system that could expand vendor coverage, improve accuracy, and support growth without overextending the team.
The solution combined document intelligence, AI vision, and nearshore engineering to create an end-to-end pipeline that:
- Extracts product information from PDFs and catalogs
- Infers missing attributes such as style, shape, and finish using vision models and generative AI
- Normalizes data into a unified, searchable schema
- Syncs directly into existing tools to preserve established workflows
- Applies pricing logic informed by historical data to generate rapid estimates
This structure created a single source of truth for product data, continuously updated and accessible in real time. With manual review largely removed, the team shifted its focus from repetitive extraction to higher-value design and client collaboration. The workflow became faster, but it also became healthier: less burnout, more space for creative problem-solving, and stronger operational confidence.
The Results
The impact was both operational and strategic:
- 90% reduction in manual work
- Instant cost estimates, replacing a 3-day cycle
- 7× increase in vendor coverage
- Higher margins driven by accuracy and speed
- ROI within weeks
This project demonstrates how targeted automation, combined with robust data systems, can remove structural barriers to scale. By addressing a single high-friction workflow with depth and discipline, the company unlocked capacity, improved decision-making, and strengthened its competitive position.
At Jetpacks!, we help scaling organizations build the infrastructures that make this possible, combining nearshore engineering with advanced AI capabilities to support growth that is responsible, measurable, and sustainable.
