Process example
The workflow reads the question, looks up the customer in your records, flags what is missing and prepares a follow-up action. An employee approves. Nothing is scheduled or sent automatically.
Use a fixed file checklist. Have missing documents flagged; the file owner checks whether it is complete. See administration sources and checks.
Case preparation: a complete customer file
A new customer file contains a registration extract and two attachments.
Document list with sources, dates and an empty slot for the agreed identification document.
The workflow gathers the available documents, orders them, keeps source references and delivers a checklist of what is still missing. The assessment stays with an employee. The saving is mostly search time: the file is complete before anyone starts on it, and it is traceable afterwards.
Someone opens an email, looks up the customer, checks whether the balance is right, types missing fields into a list and only then starts on the reply. That work lives in one head. When that person is away, the email sits there.
You want fewer hours of office staff or administration on the same volume, without replacing a system and without AI emailing the customer on its own.
You want a case file in which customer status, missing documents and a draft are already in place, so that you only assess, complete or reject.
| Now | After delivery |
|---|---|
| Open the email, look up the customer, notes scattered | One file with source, master data and gaps |
| A price or date is sometimes committed to in haste | Draft without commitment; you decide what goes out |
| Unknown why an email was handled differently | Logging of category, confidence and regime |
This file brings together customer details, agreements and open questions. The employee immediately sees what is known and what still needs checking.
| Category | fault report, urgency high |
|---|---|
| Customer in records | K-1088, active, outstanding balance €1,240.50 |
| Missing | address, phone number, type of installation, whether it concerns critical cooling |
| Fixed rule | check the balance before deliveries are allowed; do not commit to a date |
| Follow-up | employee calls today, schedules only after that |
Mailbox plus a customer database, CRM or ERP. Exact names belong in the diagnosis. If your software already produces ready-made case files, you use that software. I build the chain in between: email, rules, file, approval.
Only fields the file needs go in. Master data is looked up in code, not asked of the language model. Approving, adjusting or rejecting stays with the employee. Details are on security.
From the agreed start and complete information: baseline and design, followed by build, test on real cases, final measurement and handover within ten working days. The full route is on the how it works page.
No second document type in the same assignment. No autonomous scheduling. No migration of old files. Attachments in PDF or image form belong to document checks and are a process of their own.
€1,500 excluding VAT, ten working days, one process. You pay half at the start and half at delivery. If it does not work as agreed, I fix it or you get your money back. The choice is yours. Calculate with your own volume in the calculator.
I configure the file for your fields and systems. The baseline and work plan establish which data is needed and where AI can take on the most work.
No. The workflow produces a case file for approval. Writing to CRM or ERP only happens when an employee explicitly approves it, or not at all if that integration falls outside the scope.
First step
Send a short message: what you do, what you are struggling with and what you want to improve. I personally tell you where best to start.
Message JoostOr send an email