What we automate

Customer intake automation

Every inquiry captured, sorted and answered without anyone retyping it.

Inquiries arrive by web form, email, phone message and chat, and someone on your team turns each one into a record and a reply. We build the system that does that: it reads the inquiry, pulls out the details, creates the record where it belongs, routes it to the right person and sends the first response.

• Web forms, inbox and voicemail transcripts read and turned into structured records
• Missing details requested from the customer automatically
• Routing to the right person or queue by service, location or value
• Confirmation and next-step messages sent on your templates
• A review step for anything the system is unsure about

Example. A home-services company gets 40 quote requests a week by form and email. The system creates each as a lead in the CRM with the address, service and photos attached, replies within a minute with booking options, and flags the ones outside the service area.

Document processing

Invoices, applications, contracts and forms read, checked and filed.

Paper and PDFs are where manual work hides: someone opens each one, reads it, types the numbers into another system and files it. We build systems that extract the fields you need, check them against your rules, push them where they belong and keep the original attached.

• Invoices, receipts, applications, intake forms, contracts and statements
• Fields extracted and validated, such as totals that must add up or dates that must fall in range
• Data entered into your accounting, CRM or practice system
• Exceptions sent to a person with the document and the reason
• Originals filed and named consistently

Example. An accounting firm receives client documents by email and portal in every format. The system sorts them by client and type, extracts the figures, and files them in the right folder, so staff review instead of transcribe.

CRM updates & data sync

Your CRM kept current from email, calendar, forms and spreadsheets.

A CRM is only useful if it is up to date, and keeping it up to date is a job nobody wants. We connect the places where things actually happen, such as email, calendars, forms, phone systems and spreadsheets, so records update themselves and your pipeline reflects reality.

• Contacts, deals and activities created and updated from email and calendar
• Two-way sync between the CRM and the systems that feed it
• Stage changes and follow-up tasks triggered by what happened
• Duplicates merged and stale records flagged
• Works with the CRM you already use

Example. A commercial insurance agency logs every renewal, quote and call by hand. The system reads the inbox and calendar, updates each account, creates renewal tasks 90 days out and produces the Monday pipeline report.

Administrative task automation

Scheduling, follow-ups, reporting and reminders that run on their own.

The small tasks add up: confirming appointments, chasing signatures, compiling the weekly numbers, reminding people of deadlines. We automate the ones that follow a rule, and build in a person's approval for the ones that should not run unattended.

• Appointment scheduling, confirmations and reminders
• Follow-ups on unpaid invoices, unsigned documents and unanswered proposals
• Recurring reports assembled from your systems and sent on schedule
• Onboarding and offboarding checklists that run step by step
• Approvals routed to the right person before anything is sent

Example. A property management company spends two days a month on owner statements. The system pulls the figures, builds each statement, sends it for approval and emails it to the owner.