What We Automate | Bespoke AI

// Examples

Example Pilot Playbooks

A few patterns that map to our Client results and the Where to Start playbooks — suggestions only. Starting points include PO → sales order and smart inbox. Every engagement is scoped to what you actually need.

Smart Inbox & Customer Issue Triage

Ingest & score: Automatically take in emails or support tickets, score urgency and sentiment, and surface critical messages first.
Context pull: Pull relevant account or booking data so drafts are grounded in what you already know about the customer.
Draft for approval: Write precise replies into draft folders or queues for a two-second human approve — nothing sends automatically.
Exception alerts: Angry or high-risk threads trigger Slack, Teams, or email alerts with a link to the thread.

Invoice-to-Record Automation

Ingest PDFs & CSVs: Drop invoices into a mailbox or folder — the pipeline extracts line-item data without re-keying.
Validate before post: PO match, VAT totals, and duplicate detection catch bad records before they hit finance software.
Clean hand-off: Feed structured records directly to your ERP or accounting system.
Typical outcome: Roughly 40 hours/month of manual entry removed; exceptions stay in a human review queue.

Supplier & Compliance Verification

Document collection: Automate gathering of certificates, forms, and public supplier data where feeds do not exist.
Field extraction: Pull structured fields from compliance PDFs and scanned packs with confidence scoring.
Exception queue: Missing or low-confidence data routes to human review — never straight into the compliance system.
Audit trail: Every intake logs source, fields, reviewer, timestamp, and action.

AI Voice Assistance

Support intake: Callers describe the issue; the agent verifies identity, works from your FAQ, and drafts a written summary for staff. Unreviewed intake does not become the ticket.
Appointment booking: Books or moves a clinic, garage, or similar slot — name, reason, preferred time — with a person reviewing before anything hits the diary.
Payment reminders: Chases an overdue invoice in plain language, agrees a date, and leaves a note for accounts. No payment is taken on the call.
Switchboard routing: Front door for a company line: finds out why they called and routes to billing, ops, or support.

// Architecture

How a Bespoke AI Workflow Runs

Any channel in → governed AI → human approve → any channel out. We wire the inputs and outputs your team already uses — email, schedulers, Copilot, chat, voice, SharePoint / OneDrive, Dynamics 365, and the tools you deliver into.

Architecture diagram: inputs and triggers from email, schedulers, Copilot, chat apps, phone, and SharePoint or OneDrive file changes flow into a hub with API/MCP connectors including Dynamics 365, LLM analysis, and human review, then deliver to Teams, email, Telegram, Google Workspace, Microsoft Office, and Dynamics 365. — Every workflow includes a human review gate before anything is delivered — then scale when your team is confident.

// Built-In on Every Workflow

Guardrails Before Anything Goes Live

Whether we automate documents, inboxes, or compliance data, the same safety layer applies — scoped to your policy, not bolted on after the fact.

Sensitive Data & PII

Detect & classify: Names, IDs, financial account numbers, health or other regulated fields flagged before they move downstream.
Redact or mask: Full values kept out of logs, notifications, and third-party tools unless you explicitly allow them.
Need-to-know routing: Only the fields and destinations your policy permits — nothing copied to extra systems by default.

Human Review & Confidence Gates

Nothing posts unchecked: Low-confidence extractions and validation failures route to a review queue — never straight into production.
Gradual auto-approval: Automation scales only after your team has signed off accuracy on real records.
Privacy assessments: We align scope with your PIA/DPIA or internal data-handling rules before production access.

Audit Trail & Access Control

Trace every action: Source document, extracted fields, reviewer, timestamp, and approve/reject — ready for audit questions.
Role-based access: Who can view, edit, approve, or export — matched to your team structure.
Retention & deletion: How long data is kept and when it is purged, configured to your policy.

// Also Possible

The Number of Possibilities Is Endless

Here are other patterns teams often automate. Your bottleneck may look different; on a discovery call we pick what fits and scope a fixed-scope pilot around it. The same human-review and guardrails apply.

Finance & expenses

Expense & receipt OCR to finance systems
Statement-to-receipt reconciliation
Budget & spend threshold alerts
Executive KPI digests

Inbox, support & voice

Scheduling & reminders

Pre-appointment reminder sequences
Calendar booking from forms or chat

Data sync & background jobs

Polling APIs & databases for pending work
Media / asset generation pipeline hand-offs

Commerce & supply chain

Cross-platform catalog & inventory sync
Abandoned cart recovery sequences
Reorder triggers & draft purchase orders
Vendor onboarding document collection
Shipment milestone tracking & delay alerts

Content, marketing & leads

Short-form content & social draft pipelines
Social & review monitoring alerts
Lead capture, enrichment & follow-up drafts
Webinar & event lifecycle sequences
Post-purchase review request prompts

Compliance, legal & identity

Access provisioning & deprovisioning
Privacy / data-subject request workflows
Audit trail logging
NDA & contract template generation
Contract renewal tracking

Ops, IT & monitoring

Start With What Hurts Most

On a free 30-minute discovery call, we'll find one bottleneck worth a fixed-scope pilot — no production access or sensitive data required upfront.

Book a Discovery Call

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