A leading manufacturer eliminated 95% of manual data entry by integrating legacy systems with Zapier and custom APIs—saving over 20 hours weekly and boosting accuracy. Learn how workflow automation can modernize even the most outdated software stacks.

By connecting old and new technologies, Flow Genius helped a mid-sized manufacturer automate data flow across inventory, sales, and shipping. Using Zapier and a custom API bridge, the company cut manual work, reduced errors, and scaled operations without expensive software replacements.

The Challenge

Manufacturers often rely on legacy software for core operations. This client, a 100-employee industrial parts maker, depended on a 15-year-old ERP system for inventory and sales. The system lacked modern integrations, forcing staff to manually enter order data into spreadsheets, shipping portals, and CRM tools. This manual process consumed 25+ hours each week, led to frequent errors, and delayed order fulfillment—directly impacting customer satisfaction and growth potential.

According to McKinsey (2024), 60% of manufacturers cite legacy software as a top barrier to digital transformation. Manual data entry not only drains productivity but also increases the risk of costly mistakes.

The Solution

Flow Genius designed an automation strategy that linked the legacy ERP system with cloud-based tools using Zapier and a custom-built API. Instead of replacing the old software, we created a secure API “bridge” that extracted key data and triggered automated workflows.

Zapier handled connections to Google Sheets, Salesforce, and shipping software. The custom API translated the legacy system’s data into a modern format, enabling seamless automation without disrupting daily operations.

Implementation Steps

1. Assessed the legacy ERP’s database and identified essential data fields for automation. 2. Developed a lightweight custom API to securely extract and format data from the ERP. 3. Set up Zapier workflows to listen for new or updated records via the API. 4. Configured Zaps to automatically update Google Sheets, create CRM entries, and push order details to shipping software. 5. Tested the entire workflow for data accuracy, error handling, and security. 6. Trained staff on the new process and provided documentation for future updates.

Mini Case Study: Before automation, the company’s order processing team spent 5 hours daily on manual data entry. After Flow Genius implemented the API and Zapier integration, this dropped to less than 30 minutes per day—a 90% reduction. Error rates fell by 80%, and order fulfillment times improved by 25%.

Results

The integration delivered measurable improvements within the first month:

- 95% reduction in manual data entry workload (from 25+ hours to under 2 hours weekly) - 80% decrease in data entry errors, leading to fewer shipping mistakes and customer complaints - 25% faster order processing, enabling the company to handle 30% more orders without hiring - $40,000 annual savings in labor costs, based on time reclaimed and error reduction - Seamless integration with modern tools, unlocking new reporting and automation capabilities

Research from Deloitte (2023) shows that manufacturers leveraging workflow automation and AI integration see up to 40% productivity gains. This case proves even legacy systems can benefit with the right approach.

Key Takeaways + CTA

Automation isn’t just for new software—legacy systems can be transformed with the right strategy. By combining custom APIs and Zapier, manufacturers can eliminate manual data entry, reduce errors, and scale efficiently. Flow Genius specializes in workflow automation and AI integration for businesses of any size.

Ready to modernize your operations without a costly software overhaul? Contact Flow Genius at https://flowgenius.ai to get started.

FAQ

How do you automate data entry from legacy software? Flow Genius builds custom APIs that extract data from old systems, then uses tools like Zapier to automate updates across modern platforms.

Is it secure to connect legacy systems to the cloud? Yes. We use secure API protocols and encryption to protect sensitive business data during integration.

Do I need to replace my existing software to use automation? No. Our approach works with your current systems, minimizing disruption and cost.

How quickly can automation be implemented? Most projects deliver results in 4–8 weeks, depending on system complexity and integration needs.