Case study 03 · Operations
Six systems held the same records and none of them talked to each other, so people did the talking. We replaced the copying with one workflow layer that carries an event through every system it should touch.
- Industry
- Business Operations
- Engagement
- 11 weeks to launch
- Surface
- Internal workflows
- Status
- Live in production
Services business, six core tools, ~200 staff
The challenge
Teams were relying on manual processes across disconnected tools.
A single event — a signed contract, a completed job — had to be typed into a CRM, a finance tool, a scheduling system and a spreadsheet. The work was not difficult, but it was constant, and it was where the errors came from: a figure entered twice, a status left stale, a handover nobody was told about.
Nobody owned the process end to end, because no system could see it end to end. Reconciling the tools against each other had quietly become a recurring job of its own.
What we built
- AI Agent
- Business logic
- API integrations
- Notifications
- Automated workflows
How it works
- IAn event happens in one system
- IIBusiness logic decides what should follow
- IIIAI prepares and validates the work
- IVRecords are updated across tools
- VThe right person is notified
Results
- 120+
- Hours of manual data entry removed each month
- 99.2%
- Records written across systems without correction
- 6
- Tools kept in sync by a single workflow
The outcome
A connected workflow that moves information and actions between systems automatically.
One event now moves through every system it should. The rules that used to live in people's heads are written down and enforced, the agent prepares and checks each write before it happens, and anything it is not confident about is escalated rather than guessed at.
The reconciliation job disappeared with the copying. Records agree across tools because they were written once, and the team was able to redirect the recovered time into work that needed judgement.
Stack
Have a process worth automating?
Tell us what your team is doing manually. We'll show you what AI can take over.