Web Development

How Mavlers automated a global heavy machinery brand’s dealer-to-SAP order sync

Project Overview

Organization

A leading heavy machinery brand in UK

Industry

Heavy Machinery / Manufacturing

Challenge

Manual dealer order tracking across misaligned spreadsheets

Stack

Google Sheets API, n8n, JavaScript, SAP Data Integration

Products / Services Used

  • Workflow Automation
  • Data Integration
  • Custom Development
  • Google Sheets API
  • n8n
  • JavaScript
  • SAP Data Integration

This client is a leading heavy machinery brand operating across the UK, with a dealer network feeding orders into SAP. Every day, the operations team manually cross-referenced order numbers between a single SAP sheet and a sprawling dealer file of 10+ tabs, each tab laid out differently, to keep serial numbers, customers, locations, and salesmen's data in sync. It was slow, error-prone, and broke whenever a dealer changed their columns. The brief: replace hours of fragile manual matching with an automated engine that adapts to changing data layouts and never misses an entry.

Performance Insights

Key results for the client

90%+

Reduction in manual data entry time

10+

Dealer tabs auto-synced daily

Zero

Missed serial number entries

Client Objectives

The challenges the client faced

1.
Manual cross-referencing across two large spreadsheets

The operations team matched order numbers between SAP (a single sheet) and a dealer file (10+ tabs) every single day, consuming hours of skilled time.

2.
Inconsistent column layouts per dealer tab

Each dealer tab used a different column structure, such as serial number in column G on one, column H on another, thereby making any copy-paste workflow error-prone.

3.
Data quality issues everywhere

Case mismatches, trailing spaces, and formatting inconsistencies between SAP and dealer data led to missed matches and duplicate entries.

4.
No system adaptability

When a dealer added a new column mid-cycle, the entire manual process broke until someone noticed and adjusted.

Mavlers Strategy

How we turned manual matching into an automated sync

1.
Built a smart sync engine in n8n + JavaScript

An automated pipeline that reads order numbers from SAP, searches across all dealer tabs with intelligent column mapping per tab, and syncs the matched data back to SAP.

2.
Reporting frameworks built for budget decisions

Each dealer tab’s column positions are explicitly mapped in configuration, so the system handles layout variations without breaking.

3.
Added data normalization

The engine resolves case mismatches, trailing spaces, and formatting inconsistencies automatically before matching, eliminating false negatives.

4.
Built duplicate-safe write logic

If a serial number already exists in the target sheet, the system skips it; if not, it writes the serial number and syncs customer, location, and salesman data back to SAP.

5.
Designed for layout changes

When a dealer adds a new column (which happened mid-project), the system adapts, because each tab’s column positions live in a maintainable config.

Results

What the client achieved

Mavlers' work across APIs, AI automation workflows, website development, and general responsiveness has been consistently strong. Overall, we’re very happy with the team’s support and the quality of work delivered.

Sandra Field
Operations Director

Plant & Machinery Company

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