Business Automation
Document and administrative workflows
Intake, extraction, routing and document prep handled for you, with a person checking every output that matters.
Repetitive intake, document prep, and data entry.
Less manual extraction, routing, and preparation.
$1,500–$6,000 setup + $50–$250/mo Estimate
High-impact outputs still get appropriate human review.
Overview
How it works
A lot of office time goes to the same small jobs. You copy details from an intake form into a spreadsheet. You rename and file attachments. You fill in the same template for every new customer. None of it is hard, but it adds up, and mistakes creep in when people are rushed.
We take those repetitive steps off your plate. New forms, emails and documents are picked up as they arrive. The key details are pulled into one clean record, the record goes where it belongs, and the paperwork is prepared from your own approved templates. Anything unclear is flagged for a person instead of guessed.
You stay in charge of the parts that carry weight. Estimates, agreements and anything that commits you to a price or terms wait for a named person to check and approve. Every step is logged, so you can see what came in, what was prepared and who signed off.
Each workflow runs on your own business profile, with access limited to the folders, mailboxes and systems it needs and nothing more. Scope and price are confirmed in writing after a short conversation.
What it looks like
A typical walkthrough
For example, here's a normal morning for a landscaping company that used to handle new-client intake and job paperwork by hand.
A request arrives overnight
A homeowner fills in the intake form on your website and attaches photos of the yard. Another customer emails a signed service form as a PDF. Both are picked up automatically from the form and the inbox you already use.
Details are pulled out
Name, address, phone, service requested and notes are extracted into a structured record. A field the system can't read confidently, like a smudged address, is marked for review instead of filled in with a guess.
Duplicates are caught
The second customer already exists in your records, so the new details are added to their existing record rather than creating a second one.
Everything is routed and filed
Each record goes to your CRM or shared spreadsheet, and the original files are saved to the right job folder with a consistent name. Your crew lead gets a short alert for the new job.
Drafts are prepared
A draft estimate cover letter and service agreement are filled in from the record using your approved templates. Both are clearly marked as drafts.
Your office manager reviews
Over coffee, your office manager opens the review queue, fixes the flagged address, checks the drafts and approves them. Nothing that commits you to a price or terms goes out before that check.
The log shows the whole trail
The activity log shows what arrived, what was extracted, where it went, what was prepared and who approved it. A daily summary email lists anything still waiting.
Under the hood
How our system does it
One record per request
Every incoming form, email or file becomes one structured record on your business profile. The system checks for an existing match by email address or phone number first, so a returning customer's new details are added to their record instead of creating a duplicate.
Extraction that flags, not guesses
An AI model (Claude) reads each document and pulls out the fields you agreed on. Each field it can't read clearly is marked for review. It never invents a value to fill a gap, and it never reports a step as done unless the system confirmed it.
Templates filled from stored data only
Drafts use templates you approved, and each placeholder is filled only from what is stored in the record. A template with an unknown placeholder, or one that hasn't been approved, is reported as a problem and is never used.
Human review for high-impact outputs
You decide which outputs need sign-off, such as estimates, agreements, invoices or anything sent to a customer. Those wait in a review queue until a named person approves them, and the approval is recorded with the item.
Queued jobs with safe retries
Each step runs as a job on a queue with its own fixed key, so a retry never files the same document twice or sends the same email twice. Temporary failures are retried with growing gaps between attempts. Jobs that still fail show on your dashboard with the error, and can be replayed once fixed.
Least-privilege access
Each workflow gets access only to the mailbox folders, file locations and systems it needs. Connection details are stored as credentials, never written into templates or logs. Your data stays separate from every other client's.
Kill switch and safe mode
One switch pauses all automated work. Paused jobs are held, not lost, and pick up where they left off when you switch back on. Before going live, every workflow runs in dry-run mode, where results are recorded but nothing leaves the system.
Works with
What it does
What it does
Intake capture
Collects new requests from web forms, email and uploaded documents into one consistent format.
Field extraction
Pulls names, addresses, dates, job details and amounts out of forms, work orders and PDFs, and flags anything it can't read with confidence.
Duplicate checks
Matches incoming records against existing contacts so returning customers don't end up listed twice.
Routing and filing
Sends records to the right system or person and saves files to the right folder with consistent names, based on rules you set.
Template-based drafts
Prepares estimates, cover letters, agreements and checklists from your approved templates, filled only with stored details.
Review queue
Holds high-impact drafts for a named person to check, edit and approve before anything is sent or saved as final.
Activity log and daily summary
Records every step with a timestamp and sends a short daily email of new items, approvals waiting and any failures.
What it can do for you
Why it helps
Less retyping
Details are entered once, at the source, instead of being copied between forms, spreadsheets and documents by hand.
Fewer small mistakes
Consistent extraction and templates cut down on typos and missed fields, and unclear values are caught for review.
Clear accountability
You can see who approved each estimate or agreement, and when.
More time for real work
Your office team spends less time on paperwork and more time on customers and scheduling.
What you control
Your rules, your approvals
- Which forms, inboxes and folders the workflow reads from
- Which fields are extracted and where each record is sent
- The wording of every template, approved by you before use
- Which outputs need human approval, and who can approve them
- Who gets staff alerts and the daily summary
- The kill switch that pauses all automated work at once
Who it's for
Is this a good fit?
- Service businesses that handle a steady flow of intake forms, work orders or job paperwork
- Offices where details are copied between email, spreadsheets and documents by hand
- Owners who want consistent records and a clear approval trail
- Probably not the right fit if your paperwork is rare, highly unusual each time, or needs a licensed professional's judgment on every page
How we work
From first conversation to live
Discovery
We walk through your current paperwork with you, pick the steps worth automating, and agree which outputs need human review. Scope and price are confirmed in writing.
Setup on your business profile
We set up one validated business profile with your fields, templates, routing rules and approvers, and connect only the systems the workflow needs.
Test in safe mode
We run real sample documents through in dry-run mode. You check the extracted records and drafts before anything is live.
Go live
We switch on the live connections and watch the first runs closely with you.
Ongoing review
We review flagged fields, failed jobs and your feedback, and adjust fields, rules and templates as your business changes.
Scope
What's included, and what isn't
Exactly what's included is confirmed in writing for each project.
Included
- A review of your current intake and paperwork steps
- Intake capture from agreed forms, inboxes and uploads
- Field extraction with low-confidence flags
- Duplicate checks against existing records
- Routing and file naming rules
- Template-based drafts from your approved templates
- A review queue for high-impact outputs
- Activity logging, staff alerts and a daily summary
Not included
- Legal, tax or accounting advice, or review of documents for legal effect
- Signing or sending binding documents without a person's approval
- Rebuilding your CRM or accounting system
- Hand-entry of your historical paper records
- Software license or subscription fees for third-party tools
What you'll provide
- Sample forms, documents and templates you use today
- The list of fields you care about and where each should go
- Access to the inbox, folders and systems involved, with permissions limited to what's needed
- The names of the people who approve high-impact outputs
- Feedback during the safe-mode test
Safeguards
Controls built in
- Fields the system can't read clearly are flagged, never guessed
- High-impact outputs wait for a named person's approval
- Only approved templates are used, filled from stored data only
- Access is limited to the folders, inboxes and systems each workflow needs
- Retries never file or send the same item twice
- Failures are shown on your dashboard, never hidden as a success
- A kill switch pauses everything at once, and nothing queued is lost
FAQ
Questions owners ask
What kinds of documents can it handle?
Web form submissions, emails, and common files like PDFs and scanned forms. We start with your real samples during discovery so we know what works well. Handwritten or very messy documents are more likely to be flagged for review.
What happens when the system isn't sure about a field?
It marks the field for review and leaves it for a person. It doesn't fill gaps with a guess. You see flagged items in the review queue and in the daily summary.
Will anything go to a customer without my approval?
Not for the outputs you mark as high-impact, such as estimates and agreements. Those wait for a named person to approve them. You choose which outputs need approval during setup.
Who can see our documents?
Only the people and systems you approve. Each workflow has access only to what it needs, and your data is kept separate from every other client's. You own your accounts and your data.
What if something breaks?
Temporary errors are retried automatically. If a step still fails, it shows on your dashboard with the error and your team is alerted. Once it's fixed, the job can be replayed without creating duplicates.
Put document and administrative workflows to work
Tell us what you need. We reply with a few questions, and scope and price are confirmed in writing before any work starts.