Service
Business process automation services fix the process, then automate it
Our business process automation services take the documents, reconciliations, claims and approvals that run on inboxes, spreadsheets and one person's memory, and turn them into a process your systems run. We map it end to end, give every step a verdict (AI where judgment is needed, plain rules where rules are enough, left alone where it already works) and build the result into the platforms you keep, as code you own.
The situation
Everyone knows who to ask and nobody has written it down
The month-end reconciliation is late again. It lives in a spreadsheet one person built years ago, and only that person knows which exceptions can be ignored. When that person is on leave, the close waits for them to come back.
Down the corridor, requests arrive as email attachments and are retyped into the core system by hand. A manager approves every one of them, including the kind nobody has ever turned down. Everyone agrees the process is slow, nobody can say which step costs the most, and the last attempt to fix it bought a tool and left the process exactly as it was.
Automating a process like this starts with writing it down: who touches each step, which system it passes through, and what it costs. Only then can anyone see which steps need judgment, which need a rule, and which are fine as they are.
How we work
How our AI automation services rebuild a process and who answers for the result
Process automation consulting that starts with the process, not a bot
We follow one process through its people and systems and price each step as it runs today: the retyping, the checking, the waiting for a signature. Then we redesign it, and every step gets a verdict with its reason. AI where a step needs judgment, such as reading a document that arrives in a different shape each time; plain rules where the logic can be written down; left alone where it already works. Most steps turn out not to need AI, and the plan says so. RPA lays a bot over a process nobody fixed; we fix the process first.
Business automation services built by engineers, as code you own
The people who map your process are engineers, and they build what they map, wired into the systems you keep running: the core platform, the billing or accounting system, the CRM, the document store. The automation is software in its own right, on the web, on mobile and on the server, not bots clicking through your screens. The code is yours, with no per-bot or per-seat licenses, so the automation keeps running whether or not we stay.
Who approves what, while it is built and once it runs
Approval happens at two moments. While the automation is built with the Artkai AI SDLC, each release passes a security check and is authorized by one accountable person, and the record stays in your project. Once it runs, decisions below a confidence threshold, and every exception, go to a person on your side, and every model decision is logged with its basis for audit. The threshold and the routing are agreed with the process owner in the first step, so the people who answer for the process decide where the automation stops.
One process in production before the next one is planned
We take one process all the way to production before a transformation program would deliver its first release. It shows what the automation does inside your systems, and what the next process would take. It usually comes from one of the six areas below. Your industry shapes what that process looks like, since an insurer's claims differ from a payments company's reconciliation, but the start is the same, and a business far from digital has more to gain from it.
Process map
- Scope
- Intake of a document-based request, from the first message to the decision. Systems it passes through: a shared mailbox, a document store, the core platform, an approvals tool.
- Steps and what they cost today
- Every step listed with who does it, how long it takes and what it costs now: retyping an attachment into the core system, checking it against the terms, waiting for a manager's approval.
- Verdict per step
- Retype the attachment: AI reads it. Check against the terms: plain rules. Approval above a limit: leave it with the manager.
- Automation plan
- The order in which the steps are automated, what each one depends on, and which can go live alone.
- Estimate
- The expected effect and the timeline, with the assumptions behind both written down so you can challenge them.
Across your business
Workflow automation services by area of the business
One approach to AI workflow automation services across six areas of the business. In each one the work ends as software running inside your systems, and the examples come from platforms we have built.
Finance
Reconciliation, bulk payments and the month-end close move out of spreadsheets and into the systems that hold the money. For HedgeFlows we built cross-border business payments with automatic reconciliation and links to accounting systems.
- Reconciliation that finishes overnight, with exceptions sent to a person
- Bulk payments that go out already checked
- Month-end close without the fire drill
- One number across payment, banking and accounting
- Approvals that don't wait in an inbox, within limits the finance team sets
Supply chain and logistics
Orders, dispatch and delivery handled as one flow, so nobody retypes a job from one system into the next. We built a white-label delivery platform with an operations console, a driver app with proof of delivery and tracking for customers.
- Orders dispatched without re-keying
- No disputes over what was delivered
- Customers stop calling to ask where it is
- One picture from supplier to doorstep
Marketing
Content and campaigns move from brief to publication through checks a system runs, with people where taste and judgment matter. For a marketing operator we built a content operations platform, now in production, where articles pass staged checks before they are published.
- Content for every market, without a bigger team
- Campaigns that don't stall in approval
- No lead left waiting
- Marketers spend time on ideas, not admin
Sales and onboarding
Proposals, onboarding and the records behind them built from data you already hold. Hero 7 gives retirement advisers a web platform that finds prospects, compares retirement plans and generates proposals automatically.
- Proposals out while the client is still warm
- Onboarding without the back-and-forth
- CRM that fills itself
- Faster answers to new leads
Customer support
The cheapest request is the one a customer never has to make. For DTEK we built a portal, integrated with SAP, where private and business customers follow their consumption and manage and pay their bills.
- Self-service portals that remove the reason to call
- Support staff answer right the first time
- Every request reaches the right person
- Customers never repeat themselves, even when a person takes over
Operations and back office
Documents, claims and test data handled by the system, with a person at the step that needs one. For a US insurance provider we automated the manual steps that held claims up; for PulseCore we built a platform that brings test data into one place and automates workflows and reporting.
- Documents and requests sorted on arrival
- Claims and cases closed without chasing paperwork
- Approvals that don't wait in an inbox, with a person at the key step
- One view across all your systems
- Reports nobody has to assemble by hand
Proof
Automation that already runs inside systems we built
Policy Hub
An insurance platform modernized, with a new mobile app and automated claims steps.Case study →
HedgeFlows
Cross-border business payments with automatic reconciliation, accounting-system integrations and booking of future exchange rates.Case study →
Lendora
The first release of a digital consumer lending platform: borrower application and onboarding, loan servicing, automated underwriting and payments.Case study →
PulseCore
A testing and certification management platform that brings test data into one place and automates workflows and reporting.Case study →
Influencer platform
An AI system for an influencer marketing arm: it finds and scores creators, runs outreach across Instagram, email and LinkedIn, and AI agents carry deals through to a published placement.Case study →
DTEK
A portal where private and business customers follow their consumption and manage and pay bills, integrated with SAP.Case study →
First step
One process mapped
How long
up to 2 weeks, two people from our side
From you
the process owner; access to the systems the process runs through
You hold at the end
a map of the process and its systems, the cost of each step today, every step marked AI / rules / leave alone, an automation plan with sequencing, and an estimate of effect and timeline. The code is yours, and who authorized each document, and when, is kept in your project.
Questions
What do your business process automation services include?
One process mapped through its people and systems, with the cost of each step today and a verdict for every step: AI, rules or leave alone. Then the build itself, wired into the systems you already run. The code is yours, with no per-bot or per-seat licenses.
What is an AI automation agency, and is Artkai one?
An AI automation agency automates business processes with AI, and in that sense we are one. The difference is that the people who map your process are engineers who build what they map, and most steps turn out to need plain rules, not AI. The plan says which ones.
Which processes should we automate first?
The ones that run on retyping, checking and waiting: document intake, claims, reconciliation and bulk payments, proposals and client onboarding, content that passes through approvals. The first step prices each step of one such process, so the choice rests on what it costs today.
Who approves what an AI step decides?
Decisions below a confidence threshold, and every exception, go to a person on your side. Every model decision is logged with its basis for audit. The threshold and the routing are agreed with the process owner at the start.
Will the automation work with the systems we already run?
It is built into them rather than laid on top. The DTEK customer portal is integrated with SAP, and HedgeFlows reconciles payments and links to accounting systems. We map the systems a process passes through before anything is built.
Do you do business process automation for financial services?
Yes. We built automatic reconciliation for HedgeFlows, automated proposals for Hero 7 and automated the manual claims steps on a US insurer's platform. The Financial Services page shows the rest of that work.
How does a workflow automation project start?
Business process automation consulting here starts with one of your processes mapped by two people from our side. You get the map, the cost of each step today, every step marked AI, rules or leave alone, and an automation plan with an estimate of effect and timeline.
How is the price of AI automation services set?
After we know the process. The price is set on the intro call, and the first step ends with an estimate of what the build would take. There are no per-bot or per-seat licenses on top, because the code is yours.
Related
Financial Services
Claims, back-office payments and proposals for insurers and finance companies, with what we built for them.
AI MVP Development
When the plan calls for a new system to be built around the automation.
Energy & Industrial
Operations-heavy businesses. See the customer portal and the testing-management platform we built.