Office Samurai

BACKGROUND

I am the Manager of Strategic Projects Team of Optima Logistics Group

Optima Logistics Group provides transportation, freight forwarding, and supply chain management services across Europe.

OPPORTUNITY / CHALLENGE

• Agentic automation in logistic processes
• Automate the registration and verification of business documents to reduce manual workload and improve processing accuracy.
• Develop an AI-powered HR agent to streamline employee support and provide instant access to HR-related information.
• Automate carrier payment processes to increase operational efficiency and reduce processing time.
• Implement KSeF invoice distribution automation to ensure compliance and simplify invoice handling workflows.
• Automate customer order data extraction and processing to accelerate order handling and minimize manual data entry.
• Develop an automated carrier verification solution to improve compliance, reduce risk, and support faster onboarding decisions.

SOLUTION

Referral

• Pricing fit our budget
• Great culture fit
• Good value for cost
• Referred to me
• Company values aligned

2-5 Employees

Office Samurai supported Optima Logistics Group in delivering multiple AI and process automation initiatives. Their work covered business analysis, solution architecture, implementation, system integration, and user enablement. Key deliverables included automated document registration and verification, an AI-powered HR agent, carrier payment automation, KSeF invoice distribution automation, customer order capture and processing, and automated carrier verification. These solutions helped streamline operations, reduce manual effort, improve data quality, and increase overall process efficiency across the organization.

RESULTS & FEEDBACK

1. Achieved 70%+ end-to-end automation of document registration and verification processes, significantly reducing manual workload while maintaining human oversight for complex cases (We save 940 hours a month; 80% reduction in operational errors)
2. Enabled 100% of job applications to be reviewed, resulting in a 40% reduction in time-to-hire and 3x faster HR processing.
3.  Improved carrier verification efficiency by reducing processing time from 14 minutes to 1.5 minutes per application through automation.Achieved same-day processing for 100% of carrier verification tasks while handling approximately 4,500 applications per month without increasing headcount.Created scalable operational capacity that allows business growth without proportional growth in back-office staffing and administrative workload.
4. Automated 95% of KSeF invoice distribution processes, significantly reducing manual invoice handling and improving compliance.
5. Enabled 60% of carrier payment transactions to be processed automatically, reducing administrative effort and accelerating payment workflows

We are very satisfied with their project management approach. All key milestones and deliverables were completed on time, and the team maintained clear and proactive communication throughout the project. What stands out most is their flexibility and willingness to adapt to our changing business needs. They took the time to understand our processes, listened carefully to our requirements, and often proposed better solutions than we initially considered. Their combination of technical expertise, business understanding, and consultative approach helped us achieve better outcomes than originally expected. They were always responsive, collaborative, and focused on delivering real business value rather than simply implementing requirements.

Virtual Meeting

What impressed us most was Office Samurai’s partnership-oriented approach. Unlike many technology vendors, they were not focused on maximizing billable hours or increasing the scope of work unnecessarily. Instead, they consistently looked for the most efficient and cost-effective solutions, always keeping the business value and return on investment in mind. They took the time to understand our business, our processes, and our growth objectives before proposing any solution. Their recommendations were practical and focused on delivering measurable outcomes rather than implementing technology for its own sake. We also highly appreciated their flexibility and responsiveness during the support and maintenance phase. The collaboration felt less like working with an external vendor and more like having an extension of our own team. Office Samurai was genuinely invested in our success, proactive in addressing challenges, and always available to help optimize and improve the solutions after deployment. This combination of technical expertise, business understanding, and commitment to long-term value is what truly sets them apart.

We have not identified any significant areas for improvement.

BACKGROUND

Please describe your company and position.

 I am the Senior IT Manager of a manufacturing company 

Describe what your company does in a single sentence.

Aerospace engines.

OPPORTUNITY / CHALLENGE

What specific goals or objectives did you hire Office Samurai to accomplish?

• Implement RPA service, including: environment installation and configuration, trainings for analysts and developers, mentoring programme, realization of automation projects.
• Implement process/task mining solution.

SOLUTION

How did you find Office Samurai?

• Online Search
• Referral

Why did you select Office Samurai over others?

• Close to my geographic location
• Great culture fit
• Good value for cost

How many teammates from Office Samurai were assigned to this project?

6-10 Employees

Describe the scope of work in detail. Please include a summary of key deliverables.

Installation and configuration of RPA soltuin in corporate environment. 

Realization of several automation projects.

Trainings for business analysts and RPA developers.

Mentoring for RPA developers.

Maintenance of RPA environment and BOTs.

RESULTS & FEEDBACK

What were the measurable outcomes from the project that demonstrate progress or success?

Value from automation and robotization of business processes - reduced time, effort, elimination of errors. 

Describe their project management. Did they deliver items on time? How did they respond to your needs?

Projects has a clear method adjusted to the type of the initiative. Team is very reponsive and able to adapt to the specificity of the customer environment. High involvement in problem resolution.

What was your primary form of communication with Office Samurai?

Virtual Meeting

What did you find most impressive or unique about this company?

They combine business and technology knowledge. Can serve both as a business consultants and solution implementation/developers. Strong lean background helps in adressing process issues before automations are implemented. Good approach to the customer - focus on long term partnership not short term profit.

Are there any areas for improvement or something Office Samurai could have done differently?

They are very adaptive and react to suggestions.

BACKGROUND

Introduce your business and what you do there.:
InPost is a leading European logistics company headquartered in Poland, best known for its parcel locker network (Paczkomaty) that has reshaped last-mile delivery across multiple markets. Within InPost's Finance Division, I lead the RPA & AI Automation Center of Excellence, a team of around 10 developers and analysts responsible for designing, delivering, and maintaining automation solutions across finance processes such as P2P, OTC, and FTM. Our stack is built around UiPath as the primary automation platform, integrated with SAP, Jira, Confluence, and Databricks, and we increasingly combine classic RPA with AI agents to scale impact across the organization.

OPPORTUNITY / CHALLENGE

What challenge were you trying to address?
 One of the key challenges we were trying to address was the identification of automation opportunities within our Service Desk area, where high ticket volumes and repetitive request patterns suggested strong potential, but the actual candidates for RPA were not immediately obvious. The difficulty was in distinguishing tasks that were truly rule-based and stable enough to automate from those that only appeared repetitive but relied on human judgment or fragmented, non-standard inputs. We needed a structured approach to assess, qualify, and prioritize these processes before committing development effort, ensuring that automation would deliver measurable value rather than just shift the complexity elsewhere.

SOLUTION

What was the scope of their involvement and team dynamic?
Office Samurai carried out a structured process discovery exercise across our Service Desk area, mapping activities, volumes, and pain points to pinpoint where automation and AI could deliver real impact. Based on this analysis, they identified a set of processes suitable for building a multi-agent system designed to support first-line Service Desk staff in their daily work. The engagement combined their consultants with our internal team in a collaborative setup, which allowed knowledge transfer and joint decision-making throughout the discovery phase.

What's the status of this engagement?

The engagement has been successfully completed, with Office Samurai delivering a clear set of recommendations for further automation within the Service Desk area. We are now executing on these recommendations primarily in-house, leveraging our internal RPA & AI Automation CoE capabilities. On occasion, we still engage Office Samurai to build selected individual automations where it makes sense to complement our internal delivery capacity.

RESULTS & FEEDBACK

How did your relationship with your partner evolve?
 The successful delivery of this project had a clearly positive impact on strengthening our trust in Office Samurai as a partner. It demonstrated their ability to effectively identify automation potential across both classic RPA use cases and scenarios enhanced by artificial intelligence components. As a result, our relationship has evolved into a more mature, advisory-led collaboration where they are seen as a credible partner for shaping our broader automation roadmap.

In what ways can they improve?

One area worth considering for improvement is the time between placing a work order and the actual effective start of the engagement on their side. Shortening this lead time would help us respond more dynamically to emerging automation needs, especially in cases where business stakeholders expect quick turnaround.

What advice do you have for clients with similar needs to yours?

Do not hesitate to collaborate with Office Samurai, regardless of your organization's current maturity level. They are equally capable of helping you identify automation potential, delivering ready-to-use automations, and acting as a trusted advisory partner throughout your journey. I sincerely recommend working with Office Samurai to anyone looking for a reliable and versatile automation partner.

UPDATED REVIEW

Mateusz Hankus
Head of RPA, InPostRetail

Warsaw, Poland

10,000+

Jan 2026 - Mar 2026

$10,000 to $49,999

Verified

Project summary
Office Samurai provides RPA services for a logistics company. The team has conducted process discovery and designed future automation. They have also built, tested, and deployed the automation to production.

Feedback summary
Office Samurai has helped the client achieve measurable outcomes, including FTE savings, payback period, annual savings, and ROI. The team has conducted virtual meetings to collaborate. The client is impressed with the team's ability to work things out.

Quote
"I was impressed by how we could work things out."

BACKGROUND

Please describe your company and position.

I am the Head of RPA of InPost

Describe what your company does in a single sentence.

Logistic

OPPORTUNITY / CHALLENGE

What specific goals or objectives did you hire Office Samurai to accomplish?

• Robots development
• Process Discovery

SOLUTION

How did you find Office Samurai?

OS was already a partner when I joined the company

Why did you select Office Samurai over others?

high-quality services

How many teammates from Office Samurai were assigned to this project?

2-5 Employees

Describe the scope of work in detail. Please include a summary of key deliverables.

1. Process Discovery: Assess feasibility and design the future automation.
Feasibility Assessment — go / no-go recommendation with justification. Business Case — benefits, costs, payback, risks.
2. RPA Development: Build, test, and deploy the automation to production.
Bot source code in the CoE repository, versioned and reviewed. Deployment package in Orchestrator — processes, triggers, assets, queues.

RESULTS & FEEDBACK

What were the measurable outcomes from the project that demonstrate progress or success?

FTE savings, payback period, annual savings, roi

Describe their project management. Did they deliver items on time? How did they respond to your needs?

.

What was your primary form of communication with Office Samurai?

Virtual Meeting

What did you find most impressive or unique about this company?

I was impressed by how we could work things out.

Are there any areas for improvement or something Office Samurai could have done differently?

I think that together we could make a lot of improvements on both sides, and we need to do that if we want to make sure our paths don't diverge.

Overall rating:    3.0

Quality:    3.0

Cost:    1.0

Schedule:    1.0

Willing to refer:    3.5

BACKGROUND

Introduce your business and what you do there.

I am the Head of Process Automation Solutions at energy company that is a leading integrated energy company in the Baltic region, providing energy generation, storage, and supply services across the Baltics, Poland, and Finland to support the regional energy transition and economic growth.

OPPORTUNITY / CHALLENGE

What specific goals or objectives did you hire Office Samurai to accomplish for Ignitis Group's process automation solutions?

We needed automation software licenses and trainings to support our process automation initiatives.

SOLUTION

What was the scope of work Office Samurai handled for this project at Ignitis Group? Please include the main deliverables if you can.

Office Samurai resold automation software licenses, helped us conduct PoCs of new automation products and features, and led trainings for our automation teams on various tools and topics. They provided UiPath licenses and led trainings on topics such as "How to start with AI", "UiPath Document Understanding", "UiPath Agentic Automation", and "Microsoft Power Apps". They also supported PoCs for Productivity Mining, Task Mining, and Agentic Automation.

How did you find Office Samurai?

They won the public procurement.

Why did you choose Office Samurai over other options you considered for Ignitis Group's process automation needs?

Their pricing fit our budget.

What is the status of this engagement?

Our collaboration began in September 2022 and is still ongoing.

How many teammates from Office Samurai were assigned to your project at Ignitis Group?

During the last project there were 2-5 people from Office Samurai involved.

RESULTS & FEEDBACK

What were the measurable outcomes from your project with Office Samurai that showed progress or success for Ignitis Group?

The agentic automation implemented in our legal process resulted in savings of up to 0.65 FTEs and achieved an accuracy rate between 93-95%. The accuracy rate was measured based on the agent's performance.

What was your primary form of communication with Office Samurai during the project?

We primarily communicated through virtual meetings and email.

How would you describe Office Samurai’s project management? Did they deliver on time?

Office Samurai delivered on time and managed the project effectively.

What did you find most impressive or unique about working with Office Samurai on your process automation project?

They are true professionals, provided many examples, offered hands-on work, and showed a strong willingness to help.

Is there anything Office Samurai could have done better or differently during the project?

Nothing comes to my mind.

BACKGROUND

Introduce your business and what you do there.

I’m the intelligent automation head at Zurich Insurance, an insurance business.

OPPORTUNITY / CHALLENGE

What challenge were you trying to address with Office Samurai?

We needed to boost our RPA knowledge in a team and support robotics performance. We also needed support in advanced Microsoft Power Apps.

SOLUTION

What was the scope of their involvement?

Office Samurai has provided development work, utilizing UiPath and Blue Prism knowledge to create robots to speed up our accounting process and claims handling.

What is the team composition?

We’ve worked with 2–5 teammates from Office Samurai.

How did you come to work with Office Samurai?

They were referred to me. I also chose them because they were close to my geographic location and had a great culture fit.

What is the status of this engagement?

We started working together in July 2023, and the engagement is ongoing.

RESULTS & FEEDBACK

What evidence can you share that demonstrates the impact of the engagement?

Office Samurai has implemented test automation and delivered UiPath and Blue Prism robots. The team has reduced our manual work and saved time. Overall, we've seen better work quality.

How did Office Samurai perform from a project management standpoint?

They always deliver on time. We communicate via virtual meetings.

What did you find most impressive about them?

Office Samurai provides no-nonsense consulting. They're very flexible and always deliver high-quality work. I also appreciate their understanding of priorities and their contractors' broad skill sets.

Are there any areas they could improve?

There's nothing they need to improve.

BACKGROUND

Please describe your company and position.

I am the Head of Controlling of Einkaufsbüro Deutscher Eisenhändler GmbH

Describe what your company does in a single sentence.

Einkaufsbüro Deutscher Eisenhändler GmbH (E/D/E) is a purchasing and service organization that supports independent industrial and trade companies by bundling procurement, providing financial services, and offering logistics and digital solutions.

OPPORTUNITY / CHALLENGE

What specific goals or objectives did you hire Office Samurai to accomplish?

• Automation and optimization of processes

SOLUTION

How did you find Office Samurai?

Referral

Why did you select Office Samurai over others?

Referred to me

How many teammates from Office Samurai were assigned to this project?

Other

Describe the scope of work in detail. Please include a summary of key deliverables.

Automation of several processes in different departments across the company and running our rpa program.

RESULTS & FEEDBACK

What were the measurable outcomes from the project that demonstrate progress or success?

We improved operational efficiency by reducing the number of FTE required.

Describe their project management. Did they deliver items on time? How did they respond to your needs?

The collaboration was very effective, agreed timelines were consistently met, communication was efficient, and any issues were resolved quickly.

What was your primary form of communication with Office Samurai?

Email or Messaging App

What did you find most impressive or unique about this company?

What stood out in the collaboration was their consistently innovative approach and strong solution orientation, focusing on resolving issues rather than debating them.

Are there any areas for improvement or something Office Samurai could have done differently?

No