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Home›Industries›Tax assistance centres and welfare offices

From March to July there's no room to breathe

The case files all arrive at once, people bring the documents however they happen to have them, and the portals are always the same

Our system opens the programs you already use, reads the documents and fills in the fields for you

You don't have to replace your software, and you don't pay a large sum up front

Documents and forms handed across the counter of a busy front desk

March, and the waiting room is already full at nine

A woman comes in with a shopping bag full of paper, everything is in there, the medical expenses, the receipts from her son's university, a payment slip from 2019 that has nothing to do with any of it, and someone has to open it, sort it out, work out what's needed and what isn't

Meanwhile the phone rings about an appointment, and at the next desk there's a young man who photographed his documents with his phone, crooked, half the page out of frame

From March to July the work triples, while the staff stays the same, so there are two roads left, hiring seasonal people you have to train from scratch every year, or getting the mechanical steps out of the way, the ones that call for no skill at all but eat up whole days

The hours that disappear without leaving a trace

  • Documents that arrive photographed crooked, by email, on WhatsApp, or in an envelope, and have to be renamed and put in the right person's folder
  • The same personal details typed in again, into the CAF business software, then onto the form, then onto the appointment sheet
  • The completeness check, a document is missing, and you notice once the person has already left
  • Appointments to book, to move, to remind the people who don't turn up about
  • The filing, which by June turns into a pile and stays there until September

Examples of what the system can do in the middle of this

These are examples of jobs the system is able to do, not case files already delivered for some CAF, Muffin Suite started recently and we'd rather tell you than spin you stories

  • The system takes the documents you receive, reads them, works out what type they are, renames them and puts them in that person's folder, so when you open the file everything that has come in is already inside
  • It compares what you have received with the list of what that type of case needs, and prepares the list of who to chase up and for what
  • It reads the personal details from a document and pre-fills the fields in the business software you already use, opening the screens the way a person would, with no need for any technical integration
  • It pulls the entries out of receipts and Excel sheets, sorts them by category and leaves you the total ready to look at, following the rules you give it
  • It keeps the diary in line, and it can send anyone with an appointment in two days a reminder with the list of documents to bring

If your program is old and has no opening to the outside world, that's not a problem, it's exactly what we do best, the system uses the screens

What stays with the people at the counter

The case stays yours, and the submission to the public authorities also stays where it is today, in the hands of the people who do it for a living and know the rules, Muffin Suite doesn't touch that part

The system does the mechanical work that comes before and around it, collecting, sorting, checking, pre-filling, filing, and when a document is unreadable or a value doesn't add up it doesn't invent one, it stops and sets the case aside for you

How much autonomy to give it is up to you, at the start it's worth keeping it on a short rein, with more confirmations, then you widen it on the steps you have seen work

This work involves personal data and sometimes sensitive data, so the scope is agreed beforehand and put in writing, which documents enter the process, where they stay and who sees them, and that part gets written together with your privacy consultant, it isn't something we decide in your place

Why it pays off exactly in the busiest months

The value of a CAF and a patronato is the person who listens, understands the situation and knows which road is the right one, and in the busiest months that's exactly the thing there's no time to do properly

Every minute taken away from retyping and searching goes back there, and the seasonal worker you would have hired to type in data may not be needed any more, or you put them on something worth more

You can run the numbers on the savings page, without leaving any details behind

How we start

I'm Antonio Fuccillo, I write the automations myself and I answer the messages myself, so you're talking to the person who actually does the work

You show me a procedure, a short screen recording with no real data in it is fine, I look at whether it can be done and I tell you the monthly fee before we start, that figure stays and you approve every addition yourself, if you want to see the whole path there's the page on how it works, or write to me

What people usually ask us

No, Muffin Suite doesn't send case files to the public authorities and doesn't touch that part, the submission stays where it is today, with the people who do it for a living, the system works on what comes before and around it, collecting documents, completeness checks, pre-filling, appointments and filing
No, Muffin Suite automates the CAF business software you already use, opening its screens the way an operator would, so you don't have to change program, you don't lose your history and your people carry on working the way they know
It depends on the scope you choose, a CAF works outside the season too, and the mechanical steps like collecting documents, checks and filing are there all year round, we define the scope of the automations together before we start, and you know the monthly fee before the rollout
The scope is agreed before the rollout and put in writing, which documents enter the process, where they stay and who has access to them, Muffin Suite makes no claims about privacy or compliance, that part has to be written together with your privacy consultant, who knows your organization
It depends on the photo, the Muffin Suite system reads PDFs and images and pulls the data out of them, but when a page is unreadable or a value doesn't add up it doesn't invent one, it stops, sets the case aside and leaves it to a person
Yes, Muffin Suite also works on programs with no direct integration at all, with no API, because it uses the screens the way a person sitting in front of the computer would, and it's what we do best, the program stays the one you have

Show us what you still do by hand

Describe the process or send a short screen recording and we'll tell you what can be automated

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