The work you already know is mechanical — done, and still checked by a person.
Below are two workflows we build most often, walked through step by step: what arrives, what the system checks, what it decides, and the point where it stops and asks you. Sample figures throughout — these are illustrations of our build pattern, not a live system.
If any of this is your week, read on
Someone on your team opens a PDF invoice and types it into the accounting system. Again.
Four minutes each. Three hundred a month. And the one you paid twice last quarter is still the expensive part.An enquiry arrives at 9pm on a Friday and gets answered Monday afternoon.
By then a competitor has replied, quoted, and booked the call.You know exactly which task is mechanical — and it stays manual because nobody has a spare week to fix it.
That is the normal reason. It is not a failure of discipline.Neither workflow below removes a person from the decision. Both remove the typing, the checking, and the waiting — and stop at the point where judgment actually matters.
An invoice arrives
Pick either invoice and step through what happens. The second one has a total that does not match its own line items — the sort of thing found three weeks later, if at all.
An enquiry arrives
The same pattern applied to inbound leads. The score comes from a rules table you edit in a spreadsheet — not from the model’s opinion.
What else this shape of system handles
Same skeleton every time: something arrives, rules you control decide, a person approves anything that moves money or reaches a customer.
Document processing
Invoices, receipts, statements and forms read into your accounting or matter system as drafts. Arithmetic and duplicates checked in code before anyone looks.
Enquiry response
Every inbound lead enriched, scored against your rules, filed in your CRM, and answered — including at 9pm on a Friday.
Intake & onboarding
Document collection, conflict checks, file naming, folder creation and welcome sequences chained behind one approval.
Report assembly
Recurring reports built from your spreadsheets and platforms, formatted to your template, written in your tone, reviewed before they ship.
Email triage
Inbound mail classified into review, action or archive with extracted next steps. Sensitive matters escalate to a human, never auto-replied.
Document review
Contracts checked against your playbook, deviations flagged and summarised. Your deal team still reviews — after the four hours of reading is gone.
A person approves anything that moves money or reaches a customer
Not as a setting that can be switched off by accident — as how the workflow is built. Where the model and the arithmetic disagree, the arithmetic wins and the document goes to a human. An approval left unanswered is treated as a refusal, never as consent.
The model reads and drafts. Scores, totals, eligibility and identity are ordinary code you can read, and rules you can edit in a spreadsheet without calling us.
Bring us the task that eats your week
Fifteen minutes. We map what actually happens, including the awkward exceptions, and tell you honestly whether it is worth automating. If it is not, we will say so.