Process review · 30–45 min
Process review before automation
We look at one real process of yours – emails, documents and data entry into your ERP or CRM – and tell you where automation is justified, where it isn’t, and what the first phase should cover.
You receive a written assessment after the call. The review doesn’t commit you to starting a project.
- 30–45 minute video call
- examples shown on your screen
- assessment in writing
- Automate: field extraction and entry
- Rules: VAT and total checks
- Integration: ERP import, inbox access
What we review
We look at the actual work that is still done by hand
The review is always based on one process and your real examples. Most often that means:
Incoming emails
Orders, enquiries and price requests in a shared inbox
PDF, Excel and photos
Invoices, specifications, CMRs, scans and documents photographed on a phone
Repeated data entry
The same fields typed into several applications
Hand-offs between systems
Data moves between the ERP, CRM, TMS or web shop through a person
Approvals
Who approves an order or document, when, and by which rules
Exceptions
Non-standard cases that an experienced employee handles today
Customer, order and document flows
The whole path from arrival to a record in the system and a reply to the customer
Today and with the system
The same process – two ways of working
Example: a supplier invoice arrives by email.
Today
- An email with an attachment lands in a shared inbox
- Someone opens the attachment and reads the document
- They re-type the fields by hand
- They check them against a spreadsheet
- They enter them into the ERP
- Mistakes are found and fixed later, by hand
Every document means the same steps again.
With the system
- The email lands in the same inbox
- The data is extracted from the attachment
- It is checked against your rules
- Clear cases are entered into the ERP automatically
- A person reviews only the exceptions
- Every step is stored and traceable
People handle the exceptions instead of re-typing documents.
During the review
What happens in the 30–45 minute call
You show the real process
On your screen you show a few typical emails or documents and explain how they are handled today.
We mark what repeats
Together we find the steps where the same data and the same decisions keep coming back.
We assess what can be automated safely
We separate what the system can do on its own from where a person will always need to check.
We outline the first phase
We discuss which scope makes most sense to start with and what can wait.
One or two people from your side are enough: one who knows the goals and one who knows the day-to-day detail.
After the review
What you leave with
After the call we describe in writing what we saw and what we would recommend next.
Written assessment
After the call
- An assessment of the process and its exceptions
- Recommended first-phase scope and what can be left for later phases
- Required integrations and access dependencies
- Where rules and human review are needed
- Where we see technical risk
- An honest answer if a system would not pay back or a standard tool would do
If there is a fit
If there is a fit, we provide a proposal for the first phase.
The decision on any further work is yours.
What it looks like
The document, its fields and the check – in one view
The system reads the document, checks the fields against your rules and leaves the doubtful one to a person. That field doesn’t reach the ERP until the responsible employee approves it.
Incoming document
Invoice.pdf
Received by email · 1 page
Extracted fields
- SupplierSupplier LtdExtraction confidence high
- Invoice numberINV-000123Extraction confidence high
- Date28 Sep 2026Extraction confidence high
- Amount, euros1,240.00Extraction confidence high
- VAT, euros254.20Review required
Does not match the line items (260.40).
The field is waiting for the responsible employee to approve or correct it. - ERP destinationPurchase ledgerExtraction confidence high
Want to see how this would look in your process?
Book a process reviewFrom review to launch
Six stages, one clear path
The first three stages don’t commit you to anything. After that we work under the proposal and the agreement.
Process review
You describe the process that hurts the most and show a few typical examples on your screen. We listen and ask the right follow-up questions.
Video call · 30–45 minProcess and scope description
We describe the process, its exceptions and the first-phase scope in writing: what the system needs to recognise, where rules are needed and where we see technical risk.
In writingProposal
If there is a fit, we provide a proposal for the first phase. If the system would not pay back, we say so in writing.
No commitmentImplementation
After the contract, a technical validation tests access, connections and recognition on your examples. Then we build the first working phase.
Usually 6–10 weeksTesting
The system first runs in test mode on your real documents. Records are switched to write into your ERP or CRM only after review.
Together with your teamLaunch and support
We launch the system and train your team. Support and monitoring after launch are defined separately in the proposal and agreement.
Per agreement
Responsibility and risk
What stays yours, and what happens if automation isn’t worth it
Your data stays yours.
We use business-grade APIs that don’t train models on your data. Data processing and hosting are agreed in the contract.
The system is handed over per the agreement.
The solution and configuration built for you are delivered as set out in the project agreement. We keep the generic components and methods we reuse.
Support is defined up front.
What is monitored after launch, how we respond to issues and what it costs are set out in the proposal and agreement.
If it isn’t worth it, we say so in writing.
If a system would not pay back, or a standard tool or a module of your software would do, the assessment says so.
Exceptions always go to a person.
Nothing that breaks your rules reaches the ERP without approval from the responsible person.
No files needed for the review.
You show the examples on your screen, and no confidential data is needed during the call.
Questions
Frequently asked questions
How long does the process review take?
A 30–45 minute video or phone call. To get a useful report you need at least one person who understands the current processes — IT lead, operations lead, head of finance, or CEO.
Does the process review commit us to starting a project?
No. During the review we assess the process and the possible automation scope. After the call you receive a written assessment, and if we see a suitable solution we can provide a proposal. The decision on any further work is yours.
What exactly do I receive after the process review?
We show which information the system would need to recognise, where rules will be needed and where we see technical risk. Pricing is provided after the process review and scope assessment. It depends on the process, integrations and implementation scope.
Can we start with a single process?
Yes. Pricing is provided after the process review and scope assessment. It depends on the process, integrations and implementation scope.
Does this work for a small company?
For companies that already use an ERP, CRM or other business software and do at least one repeated process by hand. Economics decide: the value recovered each year must clearly exceed the cost of the system.
Who needs to attend from our side?
At least one person who knows how the processes work today — IT lead, operations lead, head of finance, or CEO. Ideally one person who knows the strategy and one who knows the day-to-day. No salary or confidential data is needed for the call — we talk about processes, not numbers.
Can the review cover only one department?
Yes. You can scope the review to a single department (e.g. accounting, customer service, warehouse) or a single process (e.g. invoice entry). This is a common path — start with the clearest pain, prove the result, then expand to other departments.
Who owns the system and the data?
Your data always remains yours. The solution and configuration built for you are delivered as set out in the project agreement. We keep the generic components, templates and know-how we reuse across projects.
Who looks after the system after launch?
Support and monitoring after launch are defined separately in the proposal and agreement: what is monitored, how we respond to issues and what it costs.
Contact
Pick a time for your process review
A 30–45 minute video call with the founder. You show a few typical examples on your screen, and afterwards we tell you in writing:
- what can be automated
- where rules are needed
- where we see technical risk
- whether the economics make sense
Email
info@aiprocesai.ltPhone
+370 632 36434Location
Lithuania