Company · Work

Builds running today

Systems doing real work right now, and the decisions that mattered in each. Names and details stay withheld.

Where a number appears, it says where it came from and what period it covers.

Incoming documents into the firm’s house format

Professional services firm

Staff rebuilt every incoming document into the firm's template by hand.
Each took hours, and no two came out the same.

The consultation

We spent time with the team, watching how the work was done and mapping each process.
The plan started with the formatter and added the connected parts from there.

In

  • The incoming document
  • The consultant’s own notes
  • The record already held in their CRM

What happens

  • 1Extract every field, mark gaps pending
  • 2Fill the firm’s fixed house template
  • 3A consultant reviews and signs off
  • 4Render and deliver

Out

  • A finished DOCX
  • A matching PDF
  • Emailed to the client, on a person’s say-so

The decisions that mattered

  • The system never invents a field and never leaves one blank. Anything the sources do not answer waits for a human as pending.
  • Only a person can set the signed-off status. The system refuses while any required field stays unresolved.
  • Every value shows which document it came from. Anything left out shows why, and you can reverse it.
  • Corrections teach it. Its own output never does, so a mistake cannot harden into a rule.
  • Two sides of the firm see different data. The server enforces the split.
  • You can erase a person’s record completely, down to the original uploads.

Where it stands

The formatter came first and has proven itself on real documents.
The CRM link, review and email delivery grew from it, and we are connecting them now.

Answers from the rulebook or says it cannot

Specialist supplier

Customers asked rules-based questions whose answers sat deep in the documentation.
Staff answered the same ones repeatedly, and generic website chat handled none of them.

In

  • The company’s own documentation
  • The owner’s written brief and voice

What happens

  • 1Reads the whole knowledge base
  • 2Answers only from those sources
  • 3Refuses when the documents are silent

Out

  • An answer, with the source it came from
  • Or an honest “not in our documentation”
  • The enquiries worth following up

The decisions that mattered

  • It is our standard chatbot, taken further. A written brief handles more complex instructions, and its look matches their brand.
  • Their documentation loads through the standard knowledge upload. Nothing about that part is custom.
  • The owner's brief replaces the default persona instead of stacking underneath it. Their instructions win.
  • The brief never relaxes two rules. Facts come only from the supplied sources, and it never discloses its own configuration.
  • It reads the whole knowledge base on every question. It cannot deny something sitting in its own documentation.
  • We configured everything from our side. The customer had nothing to set up.
  • The parts already existed, so the first working version took hours. Every extension since has drawn on earlier work.

Where it stands

Live on their site, it cites their documents, and we verified it refuses what they do not cover.
The same product answers visitors here on opafex.com.

Running the company from one page

Finance & Operations

Receipts and invoices arrived by email, and someone filed each by hand.
Nothing recorded payments, and decisions sat across a mailbox, Stripe and the deploy log.

In

  • The mailbox
  • Stripe
  • The platform’s own deploys

What happens

  • 1Sort every message: reply, receipt, noise
  • 2File each receipt with its amount
  • 3Record each payment as it arrives
  • 4Reconcile daily against Stripe
  • 5Decisions go to one ranked page

Out

  • One ledger of money in and out
  • One page of what is waiting

The decisions that mattered

  • A receipt it cannot read is set aside for a person, never guessed at.
  • It recognises a receipt it has already filed and never counts it twice.
  • Reconciliation matches on Stripe's own id, so a payment is never recorded twice.
  • Each payment reaches the ledger before anything else acts on it.
  • The page decides nothing and sends nothing. Closing an item is a person's call.

Where it stands

It runs every day on our own mailbox and payments.
A person closes every item on the page.

  • 136 receipts and invoices found in the mailbox and filed or flaggedSource: Our own use, Jan–Sep 2026
  • 7 payments the live feed missed, recovered by reconciliationSource: Our own use, Sep 2026, 4 runs

Not sure which of your own work a system should take on? The audit answers that.

How a build gets designed and priced

Work

Describe the job that eats your week

Tell us what comes in and what should come out.
We will say whether a build is the right answer.