Data is moved by hand
The same figures are re-typed into three systems because none of them talk.
Solution · Operations
AI Workflow Automation
Move a request from arrival to resolution without anyone copying data between tools — with defined approval points where a decision has consequences.
Built around the process you already runApproval points defined before launch
Who it's for
- Work that arrives in a predictable format
- Two or more systems that currently do not talk
- Recognisable exceptions with a named owner
- Steps where an approval already exists
The problem
The work is not hard. It is just fragmented.
01
02
Work waits between steps
Not because it is difficult, but because someone has to notice it arrived.
03
Exceptions have no owner
Anything unusual sits in an inbox until it becomes urgent.
Starting scope
What a first project actually looks like.
What the live trial covers
- The agreed process, end to end, for the document or request types it handles
- A limited, named set of system connections
- Extraction and validation against your existing records
- Approval points wherever an action has consequences
- Exception routing to a named owner
- Test cases including deliberately awkward ones
What the trial should show
- Agreed test documents are processed to the same outcome as manual handling
- Variances above the agreed tolerance stop for approval
- Unrecognised formats are routed rather than processed
- Actions and outcomes appear in the review log
When this is not the right fit
- The required systems have no usable interface
- Exceptions are only obvious to an experienced person
- The process changes shape every time it runs
- The volume does not justify the integration work
€0 upfrontRun it in your business for 3 days before you pay. If you keep it, a Live AI Workflow starts from €1,500 for one workflow.Start a free live trial
Full working functionality for the agreed workflow — not an artificially limited demo. The workflow itself is agreed with you before the trial starts.
What the system does
It carries the process, and stops where it should.
The workflow is modelled on how the work actually happens, including the exceptions. What the system may do on its own, and what requires a person, is decided at design time.
Reads incoming workEmail, forms, documents, system events and file drops.
Extracts and validates dataAgainst your existing records, not just the document in front of it.
Creates and updates recordsIn the systems that own that data, through permissioned access.
Prepares responses and documentsDrafted for review, or sent automatically where you allow it.
Assigns and notifies ownersWith the context needed to act, not just a notification.
Flags exceptions for a personVariances, duplicates, missing data and anything outside tolerance.
Before and after
What changes for a recurring process.
01todayThe same figures are re-typed into three systems.with the systemData is extracted once, validated, and written where it belongs.
02todayWork waits until someone notices it arrived.with the systemArrival triggers the process without anyone watching an inbox.
03todayAnything unusual sits in an inbox until it becomes urgent.with the systemExceptions are detected and routed to a named person.
04todayWho approved what is reconstructed from memory.with the systemConfigured actions and decisions are recorded for review.
Example workflow
A supplier invoice, from inbox to approval.
01Document arrivesAs an email attachment or into a monitored folder.RECEIVED
02Document read and fields extractedSupplier, totals, dates, line items and references.DONE
03Supplier matchedAgainst your existing vendor records.DONE
04Purchase order checkedValues and quantities compared against the original order.DONE
05Within tolerancePrepared for posting according to your rules.DONE
06Variance above tolerance detectedThe workflow stops and requests approval from a named person. No payment is scheduled.NEEDS APPROVAL
07Outcome recordedDecision, reasoning and resulting action logged for review.DONE
Illustrative workflow · configuration varies by project
Integrations
It spans the systems the process already crosses.
Your systems stay the source of truth. The automation layer moves information between them under defined permissions rather than becoming another place where data lives.
CRMERPAccountingEmailDocumentsDatabasesInternal APIsFile storage
Integration feasibility is confirmed during scoping.
Human control
Consequential steps keep an approver.
Pre-authorised routine actions run automatically; actions outside the agreed rules require human review. Approval points are placed where an action is irreversible, financial or visible to a customer.
Payments and postingsalways approved by a person
Anything above a set thresholdheld for approval
External communicationdrafted or sent, per your rule
Unrecognised document typesrouted, not processed
Example implementations
Where this fits.
Financial operations
Invoice and reconciliation handling
Documents read, matched and validated, with exceptions routed to a named approver.
Professional services
Client onboarding paperwork
Intake documents processed, records created and the responsible adviser briefed.
E-commerce
Supplier and stock administration
Routine supplier updates handled; discrepancies flagged rather than absorbed.
Tell us the workflow, we build and connect it, you run it live for 3 days, then keep it or switch it off. Larger systems start from €7,500.See pricing
Questions
What operations leads ask.
Exceptions are normal and they are part of the scope, not a reason against automation. What matters is whether they are recognisable. A workflow where exceptions can be detected and routed is a good candidate; one where they are only obvious to an experienced person usually is not, and the assessment is where that is decided.
No. The automation layer connects to what you already run. Replacing core systems is a separate decision with its own business case, and it is not a prerequisite here.
Error handling and fallbacks are part of the build. Where a required system cannot be reached, the workflow can hold the item, retry on a defined schedule and surface it rather than completing the step with incomplete data.
Try this in your real business for 3 days.
Let the workflow process real operational events for 3 days across your supported systems before you commit to keeping it.