Turn a manual handoff into a reliable workflow.

Choose a process with clear rules

We look for a repeatable trigger, usable input data, an agreed decision rule and a clear destination. A request-to-approval flow or an order-to-job handoff is often easier to evaluate than a broad instruction to automate the whole company.

The business owner defines the exceptions as well as the normal path. Missing information, duplicate requests and unavailable systems need a visible route to resolution.

What an automation can do

• Validate an incoming request and prepare the matching record.
• Synchronise agreed fields between systems with clear ownership rules.
• Route documents and requests to the correct approval queue.
• Prepare follow-ups, reminders and deadline notifications.
• Expose failures and outstanding exceptions to an accountable owner.
• Record the action taken so staff can investigate or reconcile it.

Use AI where uncertainty can be managed

Deterministic rules suit clear calculations and routing decisions. AI may help classify or extract information from less structured inputs, but that output needs evaluation and an appropriate review step.

We agree what the system may do automatically, what must be approved and what happens when the input is ambiguous. High-impact actions should have an explicit approval boundary in the scoped design.

Evaluate the full cost of the workflow

The baseline should include manual handling, error correction and time spent maintaining workarounds. The proposed system also has operating costs: integrations, hosting, third-party tools, AI usage and support where applicable.

A pilot compares the agreed measures on a bounded process. Bring an example of the work, typical exceptions, approximate volume and the systems that own the relevant data.