What the system does, screen by screen
It does what a person does today with the mouse and the keyboard, except that it doesn't get distracted and doesn't get tired
It opens the business software, logs in with the service credentials, goes to the right screen, looks up the customer or the document, fills in the fields one by one, saves and then reads back what it has just written to check it ended up where it should
If a field doesn't add up, if a code doesn't exist or if an amount doesn't match the document it came from, it stops and flags it, instead of saving something wrong
The things you can have it do
- Enter customer records, orders, invoices, transactions and cases starting from a PDF, an Excel file or an email
- Look up customers, suppliers, documents and codes inside the screens
- Compare the data in the business software with the data in the document and flag the differences
- Download or upload files, attachments and printouts
- Keep a log of what it did, when and on which document
- Ask a person for confirmation before sensitive operations
And if my business software is old or has no integrations
It's the first doubt that comes to mind, and it's the one that weighs least
A lot of business software has no clean way to let other programs talk to it, no API, no decent exports, sometimes it's software installed on the computer twenty years ago and the company that made it is gone
That's not a problem, because the system doesn't need to come in through the back, it uses the screens from the front the way one of your operators would, so an old program is fine, and so is one driven from a terminal, one running inside the browser or one opened on a remote desktop
When a direct integration does exist, we use it, because it's faster and more solid, but it isn't a condition for starting
You don't have to change anything you use
The business software stays yours, so do the habits of the people who work on it, there is no data to migrate and no new program to learn
The system is added to the work that already runs, and if one day you switch it off, your office carries on working the way it did before
How we start
- You show me the process, even just with a screen recording while you do it
- We write down together the steps, the exceptions and the cases that always have to be looked at by a person
- We decide the checks and what should happen when a piece of data doesn't add up
- I tell you the monthly fee before writing a line of code
- We start with an assisted version, which works with more checks, then we give it more autonomy once it has shown it works on your own cases