Solutions / Back office
Routine paperwork prepared before you ask for it.
An agent that reads the forms, slips and documents your business runs on, puts the data where it belongs, and prepares the routine paperwork for a signature.
The loop
How it works
From the admin pile to one daily summary
Seven steps, from the first event to the result. Choose a step to read what happens in plain words, how it is built, and what keeps it right.
Step 1 of 7
It gathers the day's admin
In plain words
Delivery notes, supplier emails, signed forms, a photo of a slip taken in the bakkie. Everything that would normally pile up on the desk goes to one address or folder.
Safeguard The original is kept untouched. Whatever a document says, the agent only has the actions it was given, and none of them pay, sign or delete.
Under the hood
It is built around one admin inbox and one scan folder in your Google Workspace or Microsoft 365, so there is a single front door. Each item is stored untouched before anything is read, and gets an id so it can always be traced back. Text inside a document is treated as content to read, not as instructions, and the agent has no action that pays, signs or deletes, so a slip that says 'pay now' has nothing to act on.
Works with
- Google Workspace
- Microsoft 365
It sorts each item
In plain words
It works out what each thing is: a delivery note to file, a form to fill in, a renewal coming up, a supplier waiting on an answer. Anything it does not recognise goes to a person.
Safeguard An item it cannot place on your list with confidence is not handled. It goes to a person, marked 'other'.
Under the hood
The kinds are a fixed list agreed with you, each with its own handling, and the language model must choose one of them or 'other'. It cannot invent a new kind. Each choice carries a confidence level, and anything below the line goes to your queue instead of being handled. The list grows only when you add a kind, and only after that kind has been tested on real examples of the document.
Not on the list: goes straight to step 06, You check and sign.
It pulls out the facts
In plain words
From each document it takes the facts that matter: the order number on a delivery note, the expiry date on a licence, the supplier and total on a quote.
Safeguard A fact that cannot be read clearly, or checked against your records, is flagged for you and never filled in by guesswork.
Under the hood
Each kind of document has its own schema: the fields it needs, their type and which ones are required. The model fills them and code checks the result. An order number must exist in your job system, a date must be a real date, and a required field left empty stops the item. Every fact keeps a pointer to where it was found on the page, so you can see it in place. Handwriting it cannot read is flagged, not guessed.
Works with
- Your job system
Can't read it: goes straight to step 06, You check and sign.
It does the safe jobs
In plain words
The routine work is done straight away: the delivery note is filed against its job, the spreadsheet is updated, and a reminder is set ahead of the licence running out.
Safeguard It moves and copies files but cannot delete them. There is no delete action among the tools it is given.
Under the hood
A safe job is one that stays inside the business and can be undone: filing, renaming, adding a row, setting a reminder. Files are named by one pattern you agree, such as date, supplier and reference, and stored in the folder for that job. Each action is logged with what it changed and what was there before, so any of them can be reversed by hand.
Works with
- Google Workspace
- Microsoft 365
- Your job system
It prepares the paperwork
In plain words
The forms you fill every week are completed from details you already hold, and a polite note to the supplier who still owes you a delivery note is written for you.
Safeguard A field with no source is left blank and highlighted, and every signature line is left for a person.
Under the hood
Paperwork is filled into your own templates, field by field, from the facts read earlier and your systems, so the layout stays yours. A field it has no source for is left empty and highlighted, never guessed. Follow-ups to suppliers are drafted in your wording and left in your drafts folder, unsent. Each prepared item lists the source behind every field it filled, and signature lines are always left for you.
Works with
- Google Workspace
- Microsoft 365
You check and sign
In plain words
You look over what it prepared, sign what needs signing and send what needs sending. Anything that pays, signs, agrees or deletes stays with you.
Safeguard It cannot pay, sign, accept terms or delete. Those actions do not exist in the tools it has.
Under the hood
The queue holds what it may not finish: anything sent outside the business, anything to be signed or agreed, and every item it could not sort or read. Each entry shows the document, the facts it found and what it proposes. Some things are off its list for good: it cannot pay, sign, accept terms, cancel a service or delete a file. Those are not settings that are switched off. The tools to do them were never given to it.
You get the day on one page
In plain words
At the end of each day you get one short summary. What needs you is at the top, so a quick read tells you where things stand.
Safeguard Nothing drops off the summary until a person has dealt with it.
Under the hood
The summary is built from the action log, not written from memory: every item that came in, what it was sorted as, what was done with it and where it is now. What needs you comes first, then what was done, then what it could not handle. Each line links to the document and the change, so checking one takes a click. An item left waiting is carried to the next day's summary until a person clears it.
Works with
What it knows
The kinds of document you deal with and how each is handled, your templates and naming pattern, your folders, spreadsheets and job system, and the documents that come in. It works from those and the facts it can check.
What it may do on its own
Read and sort documents, pull out the facts, file and rename them, add rows to your sheets and job system, set reminders, fill in your templates and draft follow-ups. Every action is logged and can be reversed.
What waits for your yes
Anything sent outside the business, anything that needs a signature, and every item it could not sort or read. Paying, signing, accepting terms, cancelling and deleting are not on its list at all.
How we test it
Before it touches your files it runs on a folder of your real past paperwork, including the messy ones: a crumpled slip, a form in Afrikaans, an email that tries to give it orders. It then runs with every action held for your check, until you are happy with each kind.
What we measure
Once it is live, these are tracked and reviewed with you.
- Documents filed without anyone touching them
- Items handed to you, and why
- Prepared paperwork you changed before signing
What you get
- Document reading and data capture
- Filing to your drive with consistent names
- Prepared paperwork ready for you to check and sign
- A log of everything it touched
Works with
- Google Workspace
- Microsoft 365
- Your job system
Who it is for
Owner-run businesses where admin is nobody’s job and everybody’s problem.
Built to order. We scope it with you on a call, price it before any work starts, and run it in draft mode until you trust it.
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