Adding AI to the systems you already have
We add AI to established business software where it removes manual work: reading documents into the system, answering questions from your own records and drafting routine output for a person to check.
Where the AI sits
The model does the first pass. A person stays in control of what is saved.
A document arrives
An order, invoice, form or email.
AI reads it
It fills in the record and marks anything it is unsure of.
A person checks it
They confirm or correct before anything is saved.
Saved in your system
The record lands where it would have been typed.
Anything the model cannot read with confidence is passed to a person to enter by hand.
Start with the work, not the technology
Most businesses do not need an AI strategy. They need a few hours a day of tedious work to go away. The useful question is where people in the business are reading, re-typing, searching or drafting by hand, and whether a machine could do the first pass.
In established systems the answer is usually found at the edges: where documents arrive and have to be keyed in, where someone needs an answer that is buried in years of records, and where routine replies and reports are written from scratch each time.
A person stays in control
Language models are good at reading and drafting, and they still make mistakes. We design every feature on that assumption. Extracted data is shown to a person for confirmation before it is saved. Drafts are edited before they are sent. Cases the model is unsure about are routed to someone to handle by hand.
Used this way, AI changes a job from doing the work to checking the work, which is quicker and less wearing, and the business stays accountable for what goes out.
Built into what you already use
A separate chat tool that staff must remember to open and paste things into delivers little. The gain comes when the feature sits inside the system people already use: a button on the order screen that reads the attached PDF, a search box that understands a question, a draft reply that appears with the customer record already taken into account.
That is integration work on an existing system, which is what we do. If the system needs attention first, we can take it on and stabilise it, then add AI where it earns its place.
Talk to us
Describe the system and what you need. You will hear back from someone who can answer technical questions.
Discuss AI for your system 0800 433 7990Where it tends to pay off
- Reading documents into the system
- Orders, invoices, forms and emails are read and entered as structured records, with anything uncertain passed to a person.
- Questions answered from your own records
- Staff ask in plain English and get an answer drawn from your documents, tickets and data, with links to the sources.
- Drafting
- First drafts of replies, quotes, reports and summaries, produced from the record in front of the user and edited before sending.
- Sorting and routing
- Incoming messages and requests classified and sent to the right queue or person.
- Plain-English reporting
- Questions about the data answered without someone having to write a query or build a report.
- Checks on quality and compliance
- Records and documents compared with your own rules, with exceptions flagged for review.
How we introduce it
Pick one task
We look for a task that is frequent, text-heavy and currently done by hand, where a mistake is cheap to catch.
Test on your real examples
We measure accuracy on a sample of your own documents or cases before building anything permanent.
Build it into the existing system
The feature appears where people already work, with a person approving the output.
Measure against the old way
Time saved and error rates are compared with the manual process.
Extend or stop
If the figures justify it, the next task follows. If not, you have spent little finding out.
A good fit when
- Staff spend hours re-keying information from documents or emails.
- Answers exist somewhere in your records but take too long to find.
- You want AI inside an existing system, under your control, not a separate chat tool.
- Data protection matters and you need to know where information goes.
Probably not for you if
- The task needs to be right every time with nobody checking; current AI models are not reliable enough for that.
- The underlying system is unstable; it should be put in order first.
Questions we are asked
Does our system need to be modern to add AI?
No. AI features are usually added alongside an existing system and connected through its database or an interface, so the system itself can stay as it is.
Where does our data go?
That is decided at the start. Models can be used through services that keep data within the UK or EU and do not use it for training. We set out the data flow in writing before anything is built.
How accurate is it?
It varies with the task, which is why we test on your own examples first and report the measured accuracy. Features are designed so that a person reviews the output, and uncertain cases are routed to them.
What does it cost to run?
Model usage is charged by volume and is usually small next to the staff time saved. We estimate the running cost from your volumes during the test.
Can it be done at a fixed price?
Yes, once the test has shown the task is feasible. The test itself is a small, fixed-price piece of work.
Tell us about your system
Say what it does, what it is built on and what is worrying you. We will reply with what we would look at first and whether we are the right people to help.