Someone opens a PDF invoice and types it into the accounting system. Again.
Four minutes each. Three hundred a month. And the one you paid twice last quarter is still the expensive part.
Home › See it work
The work you already know is mechanical, done and still checked by a person.
Two workflows we build most often, walked through step by step: what arrives, what the system checks, what it decides, and the point where it stops and asks you.
Illustrative.
Sample figures throughout. These are illustrations of our build pattern, not a live system and not a client engagement.
If any of this is your week, read on
—
—
An enquiry arrives at 9pm on a Friday and gets answered Monday afternoon.
By then a competitor has replied, quoted, and booked the call.
—
You know which task is mechanical, and it stays manual because nobody has a spare week to fix it.
That is the normal reason. It is not a failure of discipline.
Neither workflow below removes a person from the decision. Both remove the typing, the checking and the waiting, and stop at the point where judgment actually matters.
An invoice arrives
Pick either invoice and step through what happens. The second has a total that does not match its own line items — the sort of thing found three weeks later, if at all.
- 1ArrivesA supplier invoice lands in the accounts inbox as a PDF attachment. Nothing is typed by anyone.
- 2ReadThe document is read into a fixed set of fields. The model is instructed to copy what is printed and never to compute or correct a total.
- 3Checked in codeSubtotal plus tax against the total. Line items against the subtotal. Supplier known. Purchase order matched within your tolerance. Not a duplicate.
- 4DecidedEvery check passed, so it becomes a draft bill and you are asked to approve it.
Draft bill ready
- Supplier
- Kalinga Office Supply
- Invoice
- INV-2026-1001
- Amount
- PHP 34,624.95
- PO
- PO-5001 — exact match
- arithmetic checks out
- supplier on file
- not a duplicate
Approvewaiting on a person
Nothing reaches the accounting system until you tap Approve.
- 1ArrivesThe same route in. At a glance this invoice looks completely normal.
- 2ReadFields extracted exactly as printed — including the total, which is copied rather than corrected.
- 3Checked in codeThe line items add up to 15,870.84. Add tax and the total should be 17,785.33. The invoice says 17,885.33. That is a hundred pesos that belongs to nobody.
- 4DecidedOne check failed, so it is not offered for approval at all. It is recorded and you are told why.
Needs a human
- Supplier
- Ilog Security Systems
- Invoice
- INV-2026-1007
- Amount
- PHP 17,885.33
- Reason
- total does not match line items
- arithmetic mismatch
- supplier on file
- not a duplicate
Not offered for approval.
No approve button. There is nothing here a person should approve blind.
Sample data · illustration, not a live system
An enquiry arrives
The same pattern applied to inbound leads. The score comes from a rules table you edit in a spreadsheet, not from the model’s opinion.
- 1ArrivesAn enquiry comes in from your website form at 9:14pm on a Friday.
- 2ScreenedDisposable address, spam patterns and duplicates are rejected before anything is spent on the lead.
- 3ScoredCompany size, budget, timeline, seniority and service fit — each worth points you set in a spreadsheet. The model also scores it; where the two disagree materially, your table wins and a person is flagged.
- 4AnsweredFiled in the CRM and replied to in under a minute, with the booking link.
Hot lead · 100/100
- Name
- Rosa Delgado
- Company
- North Harbor Foods
- Needs
- invoice processing, 400/month
- Replied
- in 41 seconds
- budget stated
- timeline under 90 days
- decision maker
Not offered for approval.
Your rep gets the score, three reasons, and a Claim button, not just another notification.
- 1ArrivesAnother enquiry, same form, same evening.
- 2ScreenedLegitimate — a real person, not a bot. It continues.
- 3ScoredFree email address, no company, no timeline, no budget, two-word message. Twenty points out of a hundred against your table.
- 4AnsweredStill gets a courteous reply, because a cold lead this month can be a real one next quarter. No task, no chase, no rep time spent.
Cold lead · 20/100
- Name
- J. Peña
- Company
- not given
- Needs
- “hi how much”
- Replied
- politely, no follow-up task
- no budget or timeline
- personal email address
- not spam
Not offered for approval.
Nobody on your team spends a minute on this one. It is still answered.
Sample data · illustration, not a live system
What else this shape of system handles
Same skeleton every time. Something arrives, rules you control decide, and a person approves anything that moves money or reaches a customer.
01
Document processing
Invoices, receipts, statements and forms read into your accounting or matter system as drafts. Arithmetic and duplicates checked in code before anyone looks.
02
Enquiry response
Every inbound lead enriched, scored against your rules, filed in your CRM, and answered, including at 9pm on a Friday.
03
Intake and onboarding
Document collection, conflict checks, file naming, folder creation and welcome sequences chained behind one approval.
04
Report assembly
Recurring reports built from your spreadsheets and platforms, formatted to your template, written in your tone, reviewed before they ship.
05
Email triage
Inbound mail classified into review, action or archive with extracted next steps. Sensitive matters escalate to a human, never auto-replied.
06
Document review
Contracts checked against your playbook, deviations flagged and summarised. Your deal team still reviews, after the four hours of reading is gone.
A person approves anything that moves money or reaches a customer.
Not as a setting that can be switched off by accident, but as how the workflow is built. Where the model and the arithmetic disagree, the arithmetic wins and the document goes to a human. An approval left unanswered is treated as a refusal, never as consent.
The model reads and drafts. Scores, totals, eligibility and identity are ordinary code you can read, and rules you can edit in a spreadsheet without calling us.