Imagine waking up every morning and instead of coffee, the first thing you do is open Excel and copy-paste for 1½ hours. That’s exactly what happened at Meditex.gr – until they contacted us!☕️
In a Few Words: We automated the updating of 2,500+ products that used to be done manually every day. Result? From 1½ hours of work → 3 seconds automatically! (And products finally stopped being “out of stock” indefinitely!)
The Situation Before
Meditex.gr is one of the largest e-shops of professional clothing, workwear and medical uniforms in Greece. With 2,500+ products in their store – from a single supplier -, they had a big… time-consuming problem:
The Daily Suffering:
- Every morning at 7:00 – turn on the computer (before coffee!)
- Download Excel file από τον προμηθευτή
- Comparison with the previous Excel looking row by row (old school!)
- Search for changes without expertise for proper comparison
- One by one update in the eshop for each product that changed
- Unable to locate products that the supplier removed from the catalog (invisible products!)
- 1-1½ hours of work each day
- Products “out of stock” for days because they couldn’t make it in time (classic!)
- Errors in quantities (because we are humans, not robots!)
- Missed updates that weren’t noticed at the comparison(the worst of all!)
What bothered them the most:
“Dimitris, Every day we lose sales because we don’t have time to update all the stock on time. We look at the changes in Excel row by row compared to the previous one, but we are sure that we are missing a lot! Some products remain ‘out of stock’ for 3-4 days while in fact they are in stock! And the worst thing? We don’t understand which products the supplier removed from the catalog! Can you automate this?”
Challenge accepted! 🎯
The Solution That We Created
What we did:
We created a“bridge” that connects their supplier with their eshop:
- Auto Download: Every day at 1:00 AM, the system automatically downloads the new file
- Smart Comparison: Finds differences automatically (not by looking!)
- Mass Update: Updates only products that changed in one go
- Reports: Keeps a record of what it did, for review
The Result in Numbers:
| Before | After |
|---|---|
| 1-1½ hours/day | 3 seconds |
| Products out of stock for days | Always updated stock |
| Human mistakes | 100% accuracy |
| Daily stress | Peace (and coffee on time!) |
| Lost sales | Increased revenue |
The real benefits
Financial benefits:
- Time saving: 1.25 hours × 22 workdays × 12 months= 330 hours/year
- Labor cost: 330 hours × €12 = €3,960 save/year
- Lost sales: Products that were “out” for days are now available normally
- Far less mistakes: Zero costs from incorrect orders (and less anger!)
Quality of Life Benefits:
- No more morning stress for the stock update (coffee on time!)
- More available time for sales and customer service
- Peace of mind that the stock is always correct
- No more “is this available?” from the customers
- Reliability towards customers (which is no small thing!)
How does it actually work?
Old way (Every Morning):
07:00 - Arrival at the office (without coffee!)
07:15 - Downloading a new Excel file from email
07:20 - Open yesterday's Excel for comparison
07:25 - Staring: "Ah! Product X changed from 50 to 75!"
07:35 - "Did I miss a change? Let me look at it again..."
08:00 - Update on products that I noticed changed
08:45 - "Oh, I forgot product X, I'll do it tomorrow..."
09:00 - End of update (doubts again!)
09:15 - First coffee of the day (finally!)
New way (Automated):
01:00 - The system wakes up (you are sleeping!)
01:01 - Downloads the new file
01:02 - Automatically compares with the previous one (without the use of human eyes!)
01:03 - Updates ONLY the products that changed (not all of them!)
01:04 - Sends an email that everything went well
07:00 - You wake up with an updated eshop!
07:15 - First coffee of the day! (finally!) ☕️
What They Say
Before Automation:
“Every morning it was the same nightmare. Copy-pasting for over an hour, fear of making a mistake, anxiety about the sales we were losing. And the worst part? Some products would stay ‘out of stock’ for days because I simply didn’t have time to update them!”
After Automation:
“Now my mornings start with coffee instead of Excel files! Everything is done automatically and the system even finds changes that I would miss with my naked eye. I can focus on serving my customers better. And the best part? There is no more annoying ‘out of stock’ for products that we actually have!”
Management:
“I didn’t expect it to be so simple. In 2 weeks we had a fully automated system. ROI 2500% within 6 months!”
What Was Needed for Implementation
From Us:
- Analysis of the existing workflow
- Development of the automation script
- Connection with the OpenCart system
- Testing on real data
- Training of the stuff
From Them:
- Access to their eshop
- Cooperation for 2 weeks of testing
- Trust in the automation 😊
Implementation Time:
- Week 1: Analysis & Development
- Week 2: Testing & Fine-tuning
- Go Live: Without any issues!
Measurable Results
Month 1:
- ✅ 0 mistakes at the stock
- ✅ 100% automation
- ✅ 1.25 hours/day saved
- ✅ No more “phantom out-of-stock” products(finally!)
- ✅ 15% increase in sales
Month 6:
- ✅ ROI 1500% (return on investment) (not bad!)
- ✅ Zero manual interventions
- ✅ Full trust in the system
- ✅ Happy customers because of correct stock
- ✅ More coffee on the right time ☕️
🎓 What We Learned from This Project
For Meditex:
- Automation is not a luxury – it is a necessity
- Repetitive tasks are perfect for automation
- The time you save can be put to better use
For the Businesspeople:
- Don’t tolerate time-consuming manual tasks
- Every hour saved = more profits
- Technology is here to help us
🚦 Is Your Project Suitable for Automation?
✅ Yes:
- You repeat the same process every day/week
- You require file comparison with the naked eye(we humans are not robots!)
- You have constant updates from your suppliers
- You waste hours on repetitive tasks
- You make mistakes because of exhaustion or miss updates that were made
- Your products stay “out of stock” because you don’t have the time to update them
❌ Tough Cases:
- The process is constantly changing.
- Much “human judgment” is needed
- The files do not have a standard format.
🎯 What We Are Doing Now for Meditex
Current Maintenance:
- Auto monitoring of the system
- Monthly performance reports
- 24/7 support for issues that might occur
- Updates when needed
Future Plans:
- Automation of prices (not just of stock)
- New suppliers in the system
- Reporting dashboard for analytics
The Takeaway Message
If you do something manual every day that takes you more than 30 minutes – it can be automated!
Meditex.gr didn’t have a technical team, didn’t know programming, didn’t understand APIs. But they had a problem that needed a solution.
The result? More time for sales, less stress, better customer service, and much more profit.
Do You Have a Similar Problem?
Signs that you need automation:
- “I repeat the same process every day….” (groundhog day vibes!)
- “I’m looking with the naked eye at the changes in Excel….” (humans are not computers!)
- “If I forget to update X, I’m in trouble…”
- “I waste hours comparing files….” (welcome to 2025!)
- “I often make mistakes cause I am tired….”
- “Products are left out of stock because I don’t have time to update them…” (classic case!)
Next Step? Send us an email with your problem. We will tell you if it can be automated and in how much time.
Contact: info@jksoftware.gr
📝 Case study from our files – June 2025
🚀 JK Software: Making your repetitive tasks… not repetitive!
P.S.: Copy-paste is so 2020. Let’s make 2025 the year of automation! (And coffee at the right time!) ✨