Processes
The work your team does by hand, and what changes with AI
Every process below is written the same way: how it runs today, what an AI workflow or agent takes over, and what stays with a person. No process is fully automated. The point is to remove the copying, matching and chasing, not the judgment.
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01 · Finance
Invoices and accounts payable
Guide: AI for accounts payable → Guide: Invoice automation setup → Read next: AI automation →By hand today
Invoices arrive as PDFs and photos. Someone types them into the accounting system, matches them to purchase orders, chases approvals in chat, and files the paper.
With AI
A workflow reads each invoice, extracts the fields, matches it to the PO, flags mismatches, and posts a clean entry for one person to approve.
Stays with a person: Approval of anything above a threshold and every mismatch.
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02 · Legal, operations
Documents and contracts
Guide: AI document processing → Read next: Private RAG →By hand today
Contracts, supplier certificates and compliance files sit in folders and inboxes. Finding the clause, the expiry date or the latest version means opening twenty files.
With AI
A private assistant indexes the documents, answers questions with page citations, and lists expiries and missing items. Data stays on your hardware when the rules require it.
Stays with a person: The lawyer still signs off. The assistant finds, it does not decide.
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By hand today
New leads land in email and forms. Reps copy them into the CRM, enrich them by hand, forget to log calls, and the pipeline report is never quite true.
With AI
Leads are enriched, deduplicated and scored on arrival. Call notes and emails are summarised into the record. The weekly pipeline summary writes itself.
Stays with a person: Who to call first. The score is a hint, the rep decides.
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By hand today
Numbers are pulled from three tools into a spreadsheet, pasted into a document, and sent on Friday evening. The same two hours every week.
With AI
A scheduled workflow collects the numbers, drafts the narrative with the changes explained, and sends it for a two minute review before it goes out.
Stays with a person: The review. The draft is good, the sign-off is human.
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By hand today
The same forty questions arrive every week. Agents search the wiki, paste the answer, and escalate anything unusual by hand.
With AI
A grounded assistant answers from your own documentation, drafts replies for the agent to send, and routes the unusual cases with a summary attached.
Stays with a person: Anything with money, access or an angry customer goes to a person.
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By hand today
Requests come in by phone, email and form. Staff re-type the details, check availability, and go back and forth to book a slot.
With AI
An agent collects the details, validates them, proposes slots and books them in your calendar system, with every step logged.
Stays with a person: Exceptions and anything that touches sensitive data outside the agreed scope.
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By hand today
Packing lists, certificates and delivery notes arrive in every format. Someone reconciles them against orders and chases the gaps.
With AI
Documents are parsed on arrival, compared to the order, and only the exceptions reach a person, with the difference highlighted.
Stays with a person: Decisions on short shipments, substitutions and disputes.
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By hand today
Shift notes, inspection sheets and incident forms are typed up, summarised and filed days later, so patterns are found late or never.
With AI
Reports are structured as they arrive, summarised per shift and per line, and recurring issues are surfaced the same day.
Stays with a person: Root cause analysis and the corrective action remain with the engineers.
How a process gets automated
- 1. Map it. We write down the steps, the systems and the exceptions. If nobody can write it down, we stop here and fix that first.
- 2. Pick the cut. Plain rules where a rule works, a model only where a step needs to read messy text or make a small judgment.
- 3. Ship one workflow. Live in your tools, with monitoring, error alerts and a runbook your team can maintain.
- 4. Measure and add the next one. Hours saved and errors caught are reported after the first month.
Services and prices are on the services page. Industry specifics are under industries.
FAQ
Which process should we start with?
The one you can describe step by step and that costs the most hours per week. A readiness audit maps your candidates, estimates payback for each, and picks the first one.
Do we need to replace our tools?
No. The automation connects to the CRM, accounting system, calendar or helpdesk you already use. If a tool has no API we work with exports and email.
What if the process changes every week?
Then it is not ready for automation yet. Write it down, run it by hand for a month, and automate the stable version. Automating chaos just makes chaos faster.
Not sure which process pays back first?
A short call to see if this is a fit. No pressure, no slides.
Book a scoping call