AI process automation, on top of the systems you already run

We automate the manual work that eats hours from your team every day: copying data between systems, extracting information from documents and chasing follow-ups. No migrations, no tool switching.

What changes when AI enters automation

Classic automation works well while everything is predictable: if A happens, do B. It breaks on the first document in a different format, the first email worded another way, the first exception nobody planned for. And exceptions are most of the manual work that is left.

With AI, the flow copes with input that varies: it reads an invoice in any format, works out what an email is about, classifies a request by its content rather than by keywords. Business rules stay explicit; what AI adds is tolerance to variation.

What a flow is made of

Input: documents, emails, forms or records that show up in different shapes every day.
Rules: what is valid, what needs review and what is an exception, defined with you rather than guessed.
Writing back: the result lands in the ERP, the CRM or the database the team actually looks at.

The problem: hours spent moving information from one place to another

There is always someone copying figures from a PDF into the system, updating a spreadsheet that someone else also maintains, forwarding emails to the right person. It is not hard work, it is work that never ends, and it grows at the same rate as the business. Hiring for it is expensive and nobody wants the job.

Signs you are at this point

The same data gets typed two or three times, into different systems, by the same person.
There are spreadsheets that are the real database of the operation, and only one person knows how to maintain them.
Month end depends on someone assembling information by hand, so it always arrives late.
You already tried automating, but the flow broke whenever a document arrived outside the usual format.

The processes that pay off first

We deliberately pick back office processes with an obvious metric: that is where the return shows up fastest and is easiest to prove.

Finance

Data extraction from invoices and documents

Invoices, delivery notes and contracts in any format become records in the system, validated against business rules, with anything unusual flagged for human review.

Sales

CRM updates from email

What gets agreed by email stops depending on someone remembering to log it. The flow reads the thread, updates the deal in the CRM and schedules the follow-up.

Operations

Triage and routing of requests

Whatever arrives by email or form is classified by subject and urgency and routed to the right person, with the simple cases getting an automatic reply.

Management

Reports on current data

Instead of someone pulling information from three systems at month end, the report is produced on whatever schedule you set, and flags when an indicator moves outside the expected range.

Between the systems you already have

Automation lives in the joints between systems, which is exactly where off-the-shelf integrations tend to stop. We connect through an API where there is one and custom-built where there is not.

Portuguese business software: Primavera, PHC, Sage, Moloni and InvoiceXpress
CRM: HubSpot, Salesforce, Pipedrive or whatever you have custom built
Email, Microsoft 365 and Google Workspace, including shared mailboxes
Internal databases, spreadsheets and network files
Legacy systems with no API, through custom integration

Where human decisions come in

An automated flow that fails silently is worse than manual work. That is why the design starts by defining what the system decides alone and what it does not.

Every step is logged: what came in, what the system decided and on what data.
Anything outside the expected range is flagged for review instead of proceeding.
Actions with financial impact require human approval by default.
When an input is not recognised, the flow stops and alerts, rather than guessing.
Data hosted in the European Union, with access by profile.

How it is implemented

One process at a time, chosen by return rather than by technical convenience.

01
Diagnosis
30 to 45 minute session, free
We measure what each candidate process costs today and pick where to start with you. You leave with an estimate of hours saved.
02
Flow design
2 to 3 weeks
A map of the process as it really is, exceptions included, and a definition of what needs human review. Scope, timeline and investment fixed.
03
Build and testing
4 to 6 weeks
The flow goes live after being tested with real documents and cases from your business, with human review in the first weeks.
04
Next process
Depends on scope
With the first one measured, the next is chosen. This is where it starts to make sense to talk about agents linking several processes together.

Investment

Reference bands upfront. The exact figure is fixed in the proposal, after the diagnosis, and does not change midway.

First process

€7,500 to €15,000

One flow in production, connected to real systems, delivered in 4 to 6 weeks. The figure varies mostly with the number of integrations.

Several processes

€15,000 to €35,000

Three to five flows linked together, with a monitoring dashboard and exception handling.

Ongoing

On proposal

The first 3 months of support are included. After that, continuous evolution as the processes change.

Frequently asked questions about AI automation

Off-the-shelf tools connect popular systems well and handle predictable cases. Where they tend to fall down is exceptions and systems with no ready-made integration, which is exactly where the leftover manual work sits. Here the flow is built on your real process, irregularities included.

We do not promise percentages before we understand the operation. In the diagnosis we measure what the process costs today and do the maths with you. If it does not add up, we say so before starting. High-volume back office processes tend to pay back fastest.

It always does. The flow is built to be changed, with business rules kept separate from the mechanics, and the documentation is handed to your team. Small changes can be made internally; for larger ones there is an evolution contract.

No. Automation works on what already exists and writes back into the same records the team looks at. When the system the process needs to run in does not exist or does not fit, then yes we propose building it, but that is a separate project and it is said upfront.

It stops and alerts, instead of guessing. The case goes into a review queue with full context, someone decides, and that decision becomes part of the rules. That is how the flow improves without anyone reprogramming it from scratch.

Next step

Want to know what this would do in your operation?

Free diagnosis, no commitment. We look at your process and come back with a plan covering scope, timeline and investment. Reply within 48 business hours, NDA included by default.

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Request free diagnosis

Two minutes to tell us the essentials. We reply within 48 business hours with a first read on your case and, if it makes sense, a proposed session.

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