Mix-Fix Coffee
Business automation · AI · SEOFrom manual work in quotes, deliveries and orders to processes that largely run themselves. Step by step, we took the recurring work off their hands with AI automations and AI agents, and improved their online visibility.
Case study
saved per month
Time that goes back to customers and service, instead of into recurring manual work.
tasks automated
From quotes and routes to orders and SEO content, processes that now run on their own.
The challenge
For more than 50 years, Mix-Fix Coffee has supplied coffee machines and everything around them to businesses across the Netherlands. Sale and rental of coffee machines, maintenance, and restocking customers every four weeks.
A company that runs on service like this comes with a lot of recurring manual work. Across the whole organisation, from quotes and orders to daily deliveries and online visibility, all kinds of tasks were still done by hand: looking up data, retyping it, checking it and keeping it up to date.
These were all working processes, but they cost a lot of time and were prone to errors.
The approach
We did not tackle this as one big project, but step by step. For each process we first looked closely at what was actually happening: which tasks there were, how it was being done at the time, and where it could be faster and with fewer mistakes. We then built a solution for that, and once it was in place, we looked at the next step.
Over time this grew into a strong partnership in which we automated several of Mix-Fix Coffee's processes. Below, per part, is what was there, what we built, and what it delivered.
The solution, step by step
Quote automation
Creating a quote took Mix-Fix Coffee about 45 minutes each time: looking up the right products and prices, filling everything in and checking it, before finally turning it into a clean quote. Manual work that cost time and was prone to errors.
In an internal tool, Mix-Fix Coffee selects the machine, the product and the terms. The system automatically pulls the right data from the product list, calculates everything and prepares a fully completed, branded quote.
A correct quote in about 5 minutes instead of about 45. No retyping, no calculation errors, and it scales: more requests no longer means more work.
Route automation
For the daily delivery route, someone had to create or pull a list themselves from the bookkeeping. That packing list only held the order data from the past twelve months, after which the packers had to work out for themselves what exactly needed to go into the van. That took about 15 minutes a day.
For each product, the system looks at the orders from the past twelve months, takes the two busiest months as a basis, calculates the average of those and adds a margin on top so there is always enough on board. The complete packing list is then automatically ready to load the van.
Pulling and creating the lists by hand is gone entirely and now happens automatically: where it used to take about 15 minutes a day, the packing list is now ready in roughly 30 seconds. The process is also much simpler: the packers have far less to think about and check in terms of what and how much to pack. As a result, far fewer mistakes are made and the risk of a follow-up delivery is greatly reduced, so there is no more unnecessary driving back to customers because the right products and quantities always go along.
Sales order automation
Whatever a customer took at delivery was noted on paper on the spot and brought back to the office. Those orders could only be processed at the end of the day, once the route drivers were back at the office. There, someone retyped everything by hand into the administration. With about 30 deliveries a day, that added up to roughly 90 minutes a day, around 30 hours a month, and the chance of mistakes was a lot higher because of that retyping. On top of that, the customer only got the order confirmation on paper, not digitally.
The driver now fills in the order on the spot on their tablet via a custom web app. That order goes straight into the administration as a sales order and the customer receives a clean PDF order confirmation by email. The data is also saved automatically to the right folder, so every day, for every route, there is a clear overview of all order confirmations. That can then easily be checked against the administration to make sure everything is correct.
Nothing has to go back to the office anymore and no one has to retype it. The order is now shot straight in as a sales order fully automatically, so the processing time is minimal: only the invoicing is left. Orders no longer have to wait until the end of the day either, and far fewer things go wrong. On top of that, from now on the customer always gets an online order confirmation, which also improves the customer experience.
SEO automation
Mix-Fix Coffee already wrote some blogs for the website themselves, but it happened fairly sporadically and not on a steady rhythm. The articles were also not very extensive: mostly shorter, more general posts. So there was already content, but it was not yet optimised and appeared irregularly. There was still room to gain there for better visibility.
Based on keyword research, we built an automation that writes and publishes complete, branded SEO articles. Each article is built up by several specialised AI agents that together ensure depth and consistency. A brand document keeps everything around Mix-Fix Coffee's brand identity consistent and accurate. The process from topic to finished article now runs automatically.
Where an article used to have a reading time of around 3 minutes, they now sit at roughly 10 to 15 minutes: far more in-depth, with real value for the reader. That makes them rank better in search results, and the blogs are published on a steady rhythm. This whole process strengthens both organic online visibility and visibility for LLMs such as ChatGPT.
The result
By optimising several of the company's processes step by step, together they make a real difference. Not only in the time that frees up, but above all in the reliability and accuracy of the information. Fewer things go wrong and there are fewer surprises, so everything runs more smoothly and efficiently, which in turn frees up even more time.
It also improves the experience for Mix-Fix Coffee's customers: they are helped faster and get, for example, an online order confirmation instead of paperwork after the fact. With that extra time, the team has more room to help customers and deliver better service.
“Working with SW Automation was surprisingly easy. Clear communication, thinking along instead of waiting around, and systems that now simply do what they are supposed to do.”
Our services
From process analysis to implementation: we build AI solutions that integrate with your processes and deliver immediate value.
We automate repetitive and complex tasks so your team does less manual work, works faster, and has more time for tasks that truly add value.
Business Automation
We map out your processes step by step and identify where unnecessary manual work, delays, or errors occur. Then we build automations that take over repetitive tasks and integrate seamlessly with the software you already use. This creates more peace of mind, more consistency, and more efficiency within your business.
Example applications
- Automatically process leads, forms, and customer requests
- Push customer data directly to your CRM or other tools
- Automate recurring administrative tasks
- Less manual work, errors, and delays in your processes
We build AI agents that independently execute tasks, process information, and support your team in daily processes.
AI Agents
AI agents can do much more than just provide answers. We develop agents that retrieve information, execute actions, follow up on tasks, and support processes within your business. Think of internal assistants, support agents, sales follow-up, or agents that work with multiple systems. Always tailored to your workflow and business goals.
Example applications
- Automatically process and follow up on support requests
- Evaluate leads and forward them to sales
- Retrieve information from your existing systems
- Execute actions without manual intervention
We build custom web apps that simplify processes, centralize data, and make AI functionality directly usable for your team or clients.
Web App Development
Sometimes a standalone automation isn't enough and a central environment is needed where processes come together. That's when we build a custom web app. From internal dashboards and client portals to tools with built-in AI functionality: user-friendly, scalable, and tailored to your workflow. This gives your team or client one clear place to work smarter.
Example applications
- Dashboards for internal teams and daily operations
- Portals for clients, employees, or partners
- AI tools that are used directly within a web app
- Custom applications for specific business processes
We build a company-specific GPT assistant based on your business information, so your team always has quick access to the right knowledge.
Custom GPT
We build a custom GPT based on your company knowledge, documents, and processes. This gives your team an AI assistant that works like ChatGPT but is trained on your organization's information. This way, employees can quickly find answers, access internal knowledge, and work more efficiently without constantly searching through separate documents or systems. The solution is set up securely, so company information stays protected and is only accessible to the right people.
- Your own company assistant based on your knowledge
- Answers to questions about processes, services, and internal information
- Works like ChatGPT, but tailored to your business
- Securely set up with controlled access to company data
We help you determine where AI truly adds value and translate that into a clear, achievable approach for your business.
AI Consultancy
Not every AI solution makes sense for every business. That's why we first help you identify where the biggest opportunities lie, what's realistic, and which approach delivers the most value. From initial exploration to a concrete plan: you get honest advice, clear priorities, and a roadmap that fits your goals, team, and budget.
- Analysis of opportunities and applications
- Concrete advice based on your situation
- Clear priorities and implementation approach
- Guidance from idea to execution
Business Automation
We map out your processes step by step and identify where unnecessary manual work, delays, or errors occur. Then we build automations that take over repetitive tasks and integrate seamlessly with the software you already use. This creates more peace of mind, more consistency, and more efficiency within your business.
Example applications
- Automatically process leads, forms, and customer requests
- Push customer data directly to your CRM or other tools
- Automate recurring administrative tasks
- Less manual work, errors, and delays in your processes
Quickly from plan to practice.
Within 2-4 weeks, you'll have a first working solution that delivers immediate value. No lengthy preliminary process, but focused building of something that's actually used.
Real value, no noise.
We build solutions that save time, reduce errors, and simplify processes. No unnecessary complexity, but AI that truly makes a difference.
Clear from start to finish.
From the very first step, we keep communication clear and transparent. You know where we stand, what the next step is, and what to expect from us.
Curious about what AI
can do for your business?
We listen, think along, and quickly deliver something that works. No obligations, no pressure.
What can you expect?
- A 30-minute conversation, completely free
- Honest advice on where AI is and isn't valuable for your situation
- Concrete examples of what's possible within your workflows
- A clear picture of the next steps, without any obligation
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