AI Strategy and AutomationProposed offering

Eliminate repetitive work and connect the processes slowing your business down.

We automate multi step processes across your systems with clear business rules, exception queues and dashboards, using AI only where the task needs judgement and plain automation everywhere else.

Discuss an automation workflow Walk through an example

This is a service Kindlebit proposes to deliver. No named customer project is published for it on this site.

Automation flow

Trigger
Data capture
Rules engine
System action
Exception queue
Dashboard

Reference design. Components are options, not a statement of what is deployed at any customer.

Problems this service is built to solve

These are situations we expect buyers to recognise. Each one states why it happens, what it costs and how we would approach it.

Manual invoice reconciliation

Your finance team receives hundreds of invoices in different formats. Employees extract supplier details, find the matching purchase order, compare quantities and prices, and key records into the accounting system. Mismatches go back and forth by email.

Why it happens: Invoices arrive unstructured, purchase orders and goods receipts sit in other systems, and matching rules are applied by memory.
What it costs: Late payments, missed early payment discounts, month end pressure and avoidable errors.
How we approach it: We capture the invoice, extract fields, match to purchase order and receipt with tolerance rules, post clean matches automatically and route mismatches to a queue with the reason shown.
What to measure: Share of invoices posted without touch, mismatch rate, cycle time and days payable outstanding.

Repetitive onboarding

When a customer or employee is onboarded, someone creates accounts in five systems, sends welcome documents, schedules sessions and checks that nothing was missed. Steps vary by person and region.

Why it happens: Onboarding spans departments, each with its own system and checklist, and no process owns the end to end flow.
What it costs: Slow time to value, inconsistent experience and forgotten steps that surface later as support tickets.
How we approach it: We model onboarding as a workflow with triggers, parallel tasks, dependencies, reminders and status visibility, creating accounts and records through APIs and tracking completion.
What to measure: Time to fully onboarded, number of missed steps and tasks completed on time.

Delayed approvals

Discount requests, expense claims and contract changes wait in inboxes. Approvers see them as one message among hundreds, and requesters cannot see where the request is.

Why it happens: Approvals are managed by email and memory, with no timeouts, delegation or visibility.
What it costs: Deals slip, staff lose confidence in the process and finance cannot show control to auditors.
How we approach it: We implement rule based routing with delegation, reminders, escalation timers and a status view, with approvals possible from chat or email without opening another system.
What to measure: Median approval time, share escalated and requests older than the service level.

Duplicate data entry

A sales order is entered in the CRM, retyped into the ERP and again into the shipping system. A typo in one of them causes a delivery to the wrong address.

Why it happens: Each system is authoritative for part of the data, and nobody built the connections between them.
What it costs: Labour, errors and delayed fulfilment.
How we approach it: We designate a system of record per data item, build event driven synchronisation with validation and idempotent updates, and surface conflicts for review.
What to measure: Number of manual re-entries per order, data mismatch rate and synchronisation delay.

Solutions we engineer

Concrete capabilities, each with the need it serves, how it integrates, what you receive and the value to expect.

Workflow automation

State machine based workflows with retries, timers, parallel branches and human tasks.

Customer need: Run multi step processes reliably.
Integration: Workflow engines, queues and your APIs.
Deliverable: Deployed workflows with monitoring.
Business value: Consistent execution and visibility.

System synchronisation

Event driven or scheduled sync with a defined system of record, deduplication, conflict rules and replay.

Customer need: Keep records consistent across applications.
Integration: CRM, ERP, billing, ecommerce and data stores.
Deliverable: Integration services and sync dashboard.
Business value: Single version of the facts.

Business rules management

Rules for matching, thresholds and routing held in configuration with tests and version history.

Customer need: Make decisions explicit and changeable.
Integration: Rules engines or configuration tables with an admin interface.
Deliverable: Rule set with test cases.
Business value: Changes without redeploying code.

Document capture inside workflows

Ingestion, classification and extraction ahead of the workflow, with confidence thresholds.

Customer need: Start from the real inputs: emails and PDFs.
Integration: Mailboxes, shared drives and the Document Intelligence service.
Deliverable: Capture stage with review screen.
Business value: Removes the first manual step.

Exception queues

A work queue that shows the case, the reason it stopped and the suggested fix, with audit of the resolution.

Customer need: Handle the cases automation should not decide.
Integration: Your helpdesk or a purpose built queue.
Deliverable: Queue UI with prioritisation.
Business value: Automation that people trust.

Operational dashboards

Metrics for throughput, touch rate, exceptions and ageing, with alerts.

Customer need: See volume, delay and failure at a glance.
Integration: Observability and BI tools.
Deliverable: Dashboards and alert rules.
Business value: Proof of benefit and early warning.

How we solve it

A delivery sequence that includes model selection, evaluation, data governance and human oversight.

Map the as is process

Document steps, variants, volumes and exceptions from real cases, and identify which steps need judgement and which are rule based.

Design the target workflow

Define triggers, systems of record, rules, approvals and exception handling. Decide where AI helps, such as extraction, and where plain rules are better.

Architect integrations

Choose APIs, events or file based integration for each system, and design for retries, idempotency and failure.

Build and configure

Implement workflows, rules and connectors with version control and automated tests.

Test with historical cases

Replay past cases through the workflow, compare with human outcomes and tune rules until differences are explained.

Run in parallel

Operate alongside the manual process, compare results and fix mismatches before switching over.

Deploy and train

Release in stages, train the people who handle exceptions and document the runbook.

Monitor and refine

Track touch rate, exceptions and delays, and tune rules monthly. Review security and access quarterly.

Solution in action: Invoice to payment with exception handling

Solution Concept An illustrative scenario. It describes how we would structure the work, not a delivered customer project.

Starting problem

Accounts payable processes invoices from hundreds of suppliers, with a large share keyed by hand.

Existing workflow

Invoices arrive by email and portal. Staff read them, find purchase orders, compare, key the data and request approval for mismatches.

Improved workflow

Invoices are captured, fields are extracted, the purchase order and goods receipt are matched within tolerance, clean invoices are posted and queued for payment, and mismatches go to a queue with the specific difference highlighted.

An invoice arrives in the shared mailbox.

Systems involved

Mailbox, document capture, ERP, supplier master data, approval tool.

Data movement

Invoice fields, purchase order lines, receipt records, supplier bank data validated against master data.

Human decisions

Accounts payable staff resolve exceptions. A manager approves out of tolerance payments.

Automation opportunities

Capture, matching, posting, reminders and status updates to suppliers.

Exception handling

Unknown supplier, bank detail change, duplicate invoice or price outside tolerance each follow a defined path, and bank detail changes always require verification.

Resulting user experience

Staff work through a prioritised exception queue. Suppliers get status updates without emailing.

KPIs to evaluate

Touchless rate
Exception rate by cause
Invoice cycle time
Early payment discounts captured

What you receive

Concrete deliverables for this service, written so you can check them against the contract.

Process maps with volumes, variants and exceptions
Deployed workflows with test suites
Integration connectors with retry and replay
Business rules with test cases and change process
Exception queue and reviewer screens
Operational dashboard and alert rules
Runbook, access model and training
Post launch tuning plan

Technology and engineering

Options we would evaluate for this service. Unless a group is marked as publicly listed on kindlebit.com, treat each tool as a proposed implementation option. Naming a tool does not imply a vendor partnership.

Workflow and orchestration (proposed implementation options)

Temporal
Camunda
AWS Step Functions
Azure Logic Apps and Durable Functions
n8n
Custom Node.js, Python or .NET services

Integration

REST and GraphQL APIs
Webhooks
Message queues
Event streaming

RPA where no API exists

UiPath
Power Automate
Playwright based automation

Cloud

AWS
Azure
Google Cloud

Relevant Kindlebit work and evidence

We use the strongest evidence available and say which kind it is.

Proposed offering

Evidence status for this service

This is a service Kindlebit proposes to deliver. No named customer project is published for it on this site.

See case study status

Solution ConceptInteractive demo with simulated data

Insurance claims workflow with extraction, rules and human review

The insurance demonstration shows rule based routing with exceptions and review, using synthetic documents and simulated systems.

Open the demonstration

Business outcomes and success criteria

These are the measures we would agree before work starts. They are criteria for success, not results from past engagements.

Touchless rate

Share of cases completed without human handling.

Cycle time

Elapsed time from trigger to completion.

Exception rate

Cases routed to people, by cause.

Rework

Corrections after completion.

Questions buyers ask

Should we use AI or plain automation?

Use plain automation where the rules are explicit. Use AI where inputs are unstructured or the decision needs judgement, such as reading a document. Mixed designs are common and we keep AI steps behind confidence thresholds with review.

How long does a workflow take to automate?

A single workflow with two or three systems commonly takes weeks. Time depends on API availability, rule clarity and the number of exception paths.

What if a system has no API?

We look for exports, database access or event hooks first. Where nothing exists, robotic automation on the user interface is an option, with the maintenance cost made clear.

Will it break when a system changes?

Integrations are versioned, covered by tests and monitored. Failures raise alerts and queued work is retried, so a change causes a visible delay instead of silent loss.

How do you price automation?

By the number of workflows, systems, exception paths and the volume of documents or events. Run costs such as licences and infrastructure are itemised separately.

Who maintains the rules?

Business users can own thresholds and routing in configuration with an approval and test process. Changes to code are handled by engineers under the maintenance service.

Related services

Industries where this applies

Show us the workflow you want to automate.

Send us a sample case and the systems it touches. We will map the steps and tell you what can run without a person.

Share an automation workflow Explore a demonstration