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Case Studies

A closer look at the automations we build for service firms — the problem each one solves, the full workflow behind it, the outcome, and the estimated impact.

Real automations are rarely four neat steps — each runs many stages, with people looped in only where judgment is needed. The figures below are estimated impact from typical engagements, shown to illustrate what’s achievable; every engagement is mapped to your real process first.

What teams typically get back
~10h
reclaimed per person, every week
−60%
of time spent on manual admin
2×
more work handled per person
~€20k
in time reclaimed per employee, yearly

Illustrative estimates from typical engagements — not a guarantee of results. The yearly figure assumes ~10 hours/week reclaimed at a typical loaded cost.

Candidate intake & screening pipeline

Problem
Recruiters open every inbound CV by hand, copy details into the ATS, and tag each candidate manually. The fastest applicants get a timely reply; strong people further down the inbox go cold while the admin piles up.
Solution
An end-to-end intake pipeline parses each CV, enriches and scores it against the live role, updates the ATS, and either books a screening or routes the candidate to the right consultant — keeping the applicant informed at every step.
Outcome
Recruiters start the day with a scored, sorted shortlist instead of a full inbox. Candidates hear back in minutes, and nothing slips between systems.

Estimated impact

~10h
saved per recruiter, weekly
90%
less manual data entry
2×
more candidates screened

Workflow

  1. Trigger

    CV received

    Inbox, careers page, or job board

  2. Action

    Parse & structure

    Extract contact details, skills, and history

  3. Action

    Enrich & deduplicate

    Match against existing ATS records

  4. Action

    Score against the open role

    Skills, location, salary, availability

  5. Decision

    Meets the role criteria?

    Strong match

    Auto-book a screening and notify the consultant

    Partial / no match

    Add to the talent pool and send a polite update

  6. Action

    Write back to the ATS

    Stage, tags, source, and score

  7. Action

    Acknowledge the candidate

    Personalized reply within minutes

  8. Output

    Consultant notified

    Daily shortlist, ready to action

Client onboarding & document collection

Problem
New engagements stall for weeks while staff email clients for IDs, signed letters, and records, track who has replied in a spreadsheet, and re-key everything into the practice system.
Solution
A guided onboarding flow requests exactly the right documents per client type, chases politely on a schedule, validates what comes back, and files it into the right system — escalating to a person only when something is missing or unusual.
Outcome
Files are complete in days, not weeks, with no manual chasing — and associates start real work from a clean, validated record.

Estimated impact

−70%
onboarding time
~8h
saved per week chasing docs
0
manual reminders sent

Workflow

  1. Trigger

    Engagement signed

    From the CRM or e-signature

  2. Action

    Create client workspace

    Folders, checklist, and system record

  3. Action

    Send tailored document request

    Based on entity type and services

  4. Decision

    Documents received within 5 days?

    Yes

    Continue to validation

    No

    Auto-reminder, then escalate to the owner

  5. Action

    Validate & classify

    Check completeness, extract key fields

  6. Decision

    Passes the checks?

    Clean

    File and mark the stage complete

    Issue found

    Flag to the associate with the reason

  7. Action

    File to client folder & system

    Named, tagged, and audit-logged

  8. Output

    Onboarding complete

    Associate notified — work can start

Inbox-to-CRM sync

Problem
Client and prospect information lives scattered across individual inboxes. Details get lost when someone is away, and the CRM is always a step behind reality.
Solution
Incoming email is read, classified, and matched to the right record (or a new one is created), the CRM is updated, and a follow-up task is raised automatically whenever a message actually needs action.
Outcome
One reliable source of truth, a CRM that reflects reality without manual logging, and nothing depending on who remembers what.

Estimated impact

~5h
saved per person, weekly
100%
of emails logged to the CRM
0
missed follow-ups

Workflow

  1. Trigger

    New email

    Shared or connected inbox

  2. Action

    Classify intent

    Enquiry, reply, document, or noise

  3. Decision

    Relevant to a deal or contact?

    Yes

    Continue processing

    No

    Ignore — no CRM noise

  4. Action

    Extract key data

    Name, company, request, value signals

  5. Action

    Match or create the record

    Deduplicate against existing contacts

  6. Action

    Update the CRM

    Activity, fields, and stage

  7. Decision

    Needs a follow-up?

    Action needed

    Create a task and assign an owner

    FYI only

    Log it and close

  8. Output

    CRM in sync

    Owner notified of any task

Scheduled client & vendor reporting

Problem
Someone spends hours each week pulling numbers from several systems, formatting the same report, and emailing it round — and it still goes out late.
Solution
On a schedule, data is pulled from each source, reconciled, turned into a branded report, and delivered to the right recipients — with anomalies held for review before anything is sent.
Outcome
Reporting goes out on time, every time, without anyone touching a spreadsheet — and surprises are caught before the client sees them.

Estimated impact

~6h
saved per week
100%
of reports on time
0
spreadsheets touched

Workflow

  1. Trigger

    Schedule reached

    Weekly or monthly

  2. Action

    Pull from each source

    CRM, finance, and ops tools

  3. Action

    Reconcile & calculate

    KPIs and deltas vs. the last period

  4. Decision

    Anomaly detected?

    Within range

    Continue to render

    Outlier

    Hold and flag the owner for review

  5. Action

    Render branded report

    Per recipient, formatted and ready

  6. Action

    Deliver

    Email, portal, or shared drive

  7. Output

    Distributed & logged

    Opens tracked for follow-up

Property enquiry response & routing

Problem
Portal and website enquiries arrive faster than agents can reply, and the slowest responses quietly lose the instruction. Viewings get booked by hand around agents’ diaries.
Solution
Every enquiry is captured, qualified, and matched to suitable listings, answered instantly, and routed to the right agent — with a viewing offered and booked automatically when the applicant is ready.
Outcome
Leads are answered in seconds, agents pick up warm and qualified enquiries, and more viewings land in the diary without back-and-forth.

Estimated impact

<60s
to first reply
+35%
enquiries turned into viewings
~9h
saved per agent, weekly

Workflow

  1. Trigger

    Enquiry received

    Rightmove, Zoopla, website, or email

  2. Action

    Capture & qualify

    Budget, area, timeline, sale or let

  3. Action

    Match to listings

    Suitable properties on file

  4. Decision

    Qualified and serious?

    Hot lead

    Instant reply and route to an agent

    Early stage

    Nurture sequence — stay in touch

  5. Action

    Instant personal response

    With the matched properties

  6. Action

    Log to CRM & assign agent

    The right negotiator by area

  7. Decision

    Wants a viewing?

    Yes

    Offer slots and auto-book

    Not yet

    Schedule a follow-up reminder

  8. Output

    Agent notified

    Warm lead, with context attached

Want a workflow mapped for your firm?

Bring one of your real processes to a discovery call and we’ll map how it could be automated — no commitment required.

Book a Discovery Call

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