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Example workflows, drawn out in full

These are illustrations of the kind of system that gets built, not client case studies. The numbers in them are examples. Each one shows where a person stays in the loop.

Intake triage for a housing provider

Intake triage for a housing provider

A shared inbox of emails and web forms gets read, sorted and routed to the right team. Anything urgent waits for a person.

In this example: 43 messages sorted into four queues. The 3 urgent repairs wait for the intake lead before anyone is sent out.

Example workflow. Thirty-seven emails and six web forms arrive in a shared inbox. The agent reads each one, classifies it as a repair, tenancy, rent or general request, flags three urgent repairs, and routes everything into four queues. The three urgent items are held until the intake lead approves them. An inspection step checks routing accuracy, that every urgent item was caught, and that no personal data ended up in the logs. All three checks pass, and 43 tickets land in the existing helpdesk.

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wf-01 · intake triage
status
example workflow
stations
5, one sign-off
run
waiting
The problem
A small intake team reads every message in a shared inbox by hand, decides who it belongs to, and forwards it. Urgent repairs sit in the same pile as parking questions.
What the agent does
Reads each email and form, classifies it, pulls out the unit and the issue, flags anything that sounds unsafe, and files a ticket in the right queue of the helpdesk the team already uses.
Where people stay in the loop
Urgent items are held until the intake lead approves them. Staff can re-route any ticket, and every correction goes back into the test set.

Grant and impact reporting for a community nonprofit

Grant and impact reporting for a community nonprofit

Program spreadsheets and case notes are pulled together, mapped to the funder's outcome framework, and assembled into a draft report with citations back to the source data.

In this example: A draft report from 4 spreadsheets and 128 case notes, every figure cited. Nothing is exported until the program manager approves it.

Example workflow. The agent pulls four program spreadsheets and 128 case notes, and reads the funder's outcome framework. It maps what happened in the program to three of the funder's outcomes and lists six items it could not map, so a person can decide what to do with them. It drafts four report sections and links each of the 41 figures to the row it came from. The draft waits for the program manager, who approves it with two edits. An inspection step confirms every citation resolves, every figure matches its source, and no client names appear in the draft. The report is then exported.

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wf-02 · grant reporting
status
example workflow
stations
5, one sign-off
run
waiting
The problem
Every reporting cycle, program staff spend days copying numbers out of spreadsheets and case notes into the funder's template, then checking them against each other.
What the agent does
Pulls the program records, reads the case notes for outcomes, maps them to the funder's framework, drafts the report sections, and links every figure back to the row it came from. Anything it can't map is listed, not guessed.
Where people stay in the loop
The program manager reviews and edits the draft before anything is exported. Unmapped items go to staff to decide. Client names never leave the source records.

Month-end invoice reconciliation

Month-end invoice reconciliation

Invoices are matched against purchase orders and ledger lines. Anything that doesn't line up goes to a review queue instead of being forced through.

In this example: 78 of 84 invoices matched on their own. The 6 that don't line up go to the finance lead, not into the books.

Example workflow. The agent reads 84 invoices, 61 purchase orders and a 412-line ledger export. It pulls the vendor, amount, PO number and date from each invoice. A live counter shows matches climbing: 52 match on purchase order number, 78 match the ledger to the cent, and 6 are flagged as mismatches. The six go to a review queue for the finance lead, who corrects five and queries one with the vendor. An inspection step checks that totals tie out with no variance, that no invoice would be paid twice, and that a 20-item spot check is correct. The ledger is then marked reconciled.

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wf-03 · invoice reconciliation
status
example workflow
stations
5, one sign-off
run
waiting
The problem
At month end, someone in finance opens every invoice, finds the purchase order, finds the ledger line, and ticks it off. The odd ones take most of the time.
What the agent does
Reads each invoice, including scans, pulls out the fields that matter, and matches it to a purchase order and a ledger line. Clean matches are reconciled. Anything off by more than a cent, or missing a PO, is flagged with the reason.
Where people stay in the loop
Every mismatch lands in a review queue for the finance lead. Nothing is posted until the totals tie out and a person has cleared the queue.

A two-page research brief

A two-page research brief

An agent searches for sources, keeps the credible ones, pulls out the facts that answer the question, and drafts a short brief with every source listed.

In this example: A two-page brief from 12 vetted sources, every claim traced back. A policy lead reads it before it goes anywhere.

Example workflow. Given a policy question and a two-page limit, the agent searches municipal reports, housing research and news, and finds 34 sources. It keeps 12 and records why the other 22 were dropped. It extracts 48 facts and drafts a two-page brief with a summary, a section on approaches and costs, and a section on what is still unknown. The draft waits for the policy lead, who swaps one source. An inspection step confirms every claim has a citation, every source link resolves, and every quote matches its source. The brief is then delivered with its source list.

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wf-04 · research brief
status
example workflow
stations
5, one sign-off
run
waiting
The problem
A director needs a short, sourced answer before a meeting. Someone loses two days to tabs, notes and half-remembered links.
What the agent does
Searches the source types you trust, screens out weak or off-topic material with a reason for each, pulls out the facts that answer the question, and drafts a short brief that says plainly what is still unknown.
Where people stay in the loop
A person reads the draft before it goes anywhere and can swap sources or cut claims. Every claim links back to the passage it came from, so checking is quick.

Follow-up after a client meeting

Follow-up after a client meeting

Meeting notes become action items, draft emails and calendar holds. Nothing is sent or booked until someone approves it.

In this example: Seven action items, three draft emails and two calendar holds, all waiting for the account lead's OK.

Example workflow. After a 42-minute partner meeting, the agent reads the notes, the transcript, the attendees' calendars and the account record. It writes a one-page summary, pulls out seven action items with owners and flags one with an unclear date, drafts three follow-up emails and proposes two calendar holds. Everything waits for the account lead, who approves the three emails and moves one hold. An inspection step checks that names and dates match the notes, that the emails use the right tone, and that no internal notes leaked into anything external. The emails are then sent, the holds booked and the tasks added to the tracker.

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wf-05 · client follow-up
status
example workflow
stations
5, one sign-off
run
waiting
The problem
Good meetings end with a list of things to do. By Friday, half of them are still in someone's notebook.
What the agent does
Reads the notes and transcript, writes a short summary, lists each action with an owner, drafts the follow-up emails in your voice, and finds times for the next conversations.
Where people stay in the loop
Nothing is sent or booked until the account lead approves it. Unclear dates and owners are flagged, not guessed.

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