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Custom AI agents

Custom AI agents that take the routine work off your team.

AI agents that check invoices, keep records current, process documents and prepare reports. Built around your systems, your permissions and the points where a person still says yes.

Discuss your bottleneck Book a discovery call
Where the time goes

Most teams do not need another dashboard. They need the same checks, entries and summaries taken off their hands.

01

The same checks happen every day, done by hand, by whoever is free at the time

02

Data gets typed into a second system because nobody told the first one

03

Reports are rebuilt each week from whatever export is available

04

Work waits for the one person who knows how the process actually runs

How we solve it

An agent is a piece of software your team can trust with a defined job. We build it around your data and your tools, then keep a person in charge of anything that matters.

Custom AI systems & agents

Invoice and payment checks

Match supplier invoices to purchase orders, delivery notes and agreed prices, then send only the mismatches to your team with the reason attached.

Custom AI systems & agents

AI agents inside your CRM

Update records, log activity and prepare next steps from emails, call notes and meeting summaries, so the CRM stays current without someone retyping.

Custom AI systems & agents

Document and form processing

Pull the fields you need from contracts, quotations, delivery notes and claim forms into your systems, each value traceable back to the page it came from.

Custom AI systems & agents

Reports without the weekly rebuild

Bring figures together from the systems you already run and prepare the pack in the format your team reads, on schedule.

Custom RAG & domain LLMs

Answers from your own knowledge

Answer questions from your procedures, manuals and past projects with the source attached, so nobody has to ask a colleague first.

Custom AI systems & agents

Routing, chasing and follow up

Sort incoming requests, flag what is urgent and chase the people who owe an answer, with escalation to your team when the agent is unsure.

Project stories

What this could look like in your business.

M&E contractor · Greater Manchester

Accounts checks the exceptions, not every line.

Two people in the accounts team of an M&E contractor match supplier invoices by hand against purchase orders and delivery notes in Sage. It is slow, and things slip through.

A custom AI agent now does the matching and drops anything that doesn't line up into a shared inbox with the reason attached, like 'quantity invoiced 40, delivered 36'.

Each supplier's invoice format needed tuning during the pilot. Anything the agent isn't sure about stays with accounts for review.

Accounts spend their time on the exceptions, and duplicate or overpriced lines get caught before payment.

Pub and hotel group · Lancashire

Monday starts with the numbers, not the copying.

At a pub and hotel group, the operations manager spends Monday mornings copying figures from each site's till and reservation records into a spreadsheet before anyone can talk about the week.

The figures now pull themselves into a one-page Monday summary, with supplier invoices checked against agreed prices as they land.

One thing it picked up early: a drinks supplier creeping individual line prices up across several invoices. That gave the manager something specific to take back to the supplier.

Monday reporting takes minutes, and supplier price changes surface the same week instead of months later.

What to measure

Agree the targets. Test the improvement.

These are measures for a pilot, not claimed client results. We agree your starting point and targets during discovery, then review the evidence with your team.

Time spent on routine checks

How long your team spends matching, rekeying and collating each week.

Exceptions caught before payment

Duplicate, overpriced or unmatched lines your team sees before money leaves.

Records corrected without retyping

How much of the CRM and ledger stays current without someone entering it twice.

Report turnaround

Hours between the data landing and the report being in front of the people who act on it.

Systems we connect
XeroSageQuickBooksHubSpotPipedriveSalesforceSharePointGoogle WorkspaceNetSuiteSAPAnything with an API

We build around the tools you already run. Anything with an API or a database is fair game, with access and scope agreed during discovery.

Who this is for

Agents suit work that repeats on a schedule, follows rules your team can write down, and still needs judgement at the end.

  • Finance and accounts teams handling invoices, payments and reconciliations
  • Operations and delivery teams chasing status, documents and sign offs
  • Sales and CRM teams keeping records current between calls and jobs
  • Support and service teams answering the same questions from the same material
How we work

Discover, build, evaluate, operate.

01

Discover

Start with the task taking too much time. We look at the data, the systems and the constraints, then agree a starting point and the measures that show whether it worked.

02

Build

We build a focused version on one high-value problem, with the boundaries, permissions and approval points your team needs.

03

Evaluate

Your team compares the result against the agreed starting point. Gaps and teething problems are reviewed together before a wider rollout.

04

Operate

We monitor quality, cost and drift, then extend the system where it earns its place in the workflow.

FAQs

Questions, answered.

What the system does, what stays with your team, and how your data is handled.

Related
AI invoice matchingPrivate AI document searchPrivate knowledge systemsBook a discovery call

Tell us which task your team would like gone.

Bring one workflow that repeats every week. We will assess whether an agent can take it on and how you would know it worked.

Discuss your bottleneck Book a discovery call