Incoming documents into the firm’s house format
Professional services firmStaff 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.