Data entry ops · Production

CITTA Brokerage deploys Reform to save 1,600 hours per month on duty drawback processing

The problem

CITTA Brokerage's import input workflow required processing thousands of pages of non-standardized PDFs and spreadsheets, with turnaround times dragging from weeks to months. As the company grew, outsourcing failed on quality and in-house manual entry could not scale, leaving the workflow as their single biggest bottleneck.

First attempt

Outsourcing failed due to quality issues, and previous providers offered only static dashboards or slow service that required constant retraining on duty drawback data.

Workflow diagram · grounded in source
1
Import documents submitted
Trigger
Non-standardized PDFs and spreadsheets from import records are submitted for processing.
▾ source quote
“Processing thousands of pages of non-standardized PDFs and spreadsheets”
2
AI data extraction
Ai action
Reform extracts complex data, including alphanumeric tracking numbers, from the submitted documents.
▾ source quote
“extract what, to the naked eye, looked like random alphanumeric tracking numbers—a task that can often stump humans. Reform achieved what Jerry thought was not possible: 100% accuracy”
3
Post-extraction processing
Ai action
Extensive post-extraction work is applied to the extracted data to produce the required output.
▾ source quote
“there's an extensive amount of post-extraction work required to get the output we need”
4
Results returned in minutes
Output
Results are returned in a matter of minutes, replacing turnaround times that previously took weeks.
▾ source quote
“What used to take weeks now happens in a matter of minutes”
Reported outcome

CITTA eliminated manual data entry and saved more than 1,600 hours per month, with processing time dropping from weeks to minutes and the system now handling 5,000+ pages of PDFs simultaneously.

Reported metrics
Hours saved per monthmore than 1,600 hours per month
Efficiency gain10x
New workflow automation setup time20-30 minutes
Pages processed simultaneously5,000+
Show all 8 reported metrics
hours saved per monthmore than 1,600 hours per month
efficiency gain10x
new workflow automation setup time20-30 minutes
pages processed simultaneously5,000+
extraction accuracy100%
processing turnaround timeweeks now happens in a matter of minutes
client data validation turnarounddays instead of weeks
duties recoverable via drawback99%
Reported stack
Reform
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Source
https://reformhq.com/case-studies/citta-brokerage-deploys-reform-to-accelerate-duty-drawback-turnaround
Read source ↗

Frequently asked questions

What did this team achieve with this AI workflow?

CITTA eliminated manual data entry and saved more than 1,600 hours per month, with processing time dropping from weeks to minutes and the system now handling 5,000+ pages of PDFs simultaneously.

What tools did this team use?

Reform.

What results were reported?

Hours saved per month: more than 1,600 hours per month; Efficiency gain: 10x; New workflow automation setup time: 20-30 minutes; Pages processed simultaneously: 5,000+ (source-reported, not independently verified).

What failed first in this deployment?

Outsourcing failed due to quality issues, and previous providers offered only static dashboards or slow service that required constant retraining on duty drawback data.

How is this data entry ops AI workflow structured?

Import documents submitted → AI data extraction → Post-extraction processing → Results returned in minutes.

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