A trading and procurement business
Trading and procurementThe challengePurchase requests, invoices, and expenses were handled by hand. Someone read each document, then typed the details into their invoicing flow and QuickBooks, field by field. It was slow, repetitive, and easy to get wrong, and it depended entirely on one person doing careful data entry.
What we builtA procurement tool that reads the incoming purchase requests and prepares each invoice the same way the team would do it manually: the right numbers in the right fields, matched to the job, ready for QuickBooks. The AI does the reading and the typing. The team does the checking.
Where they stayed in controlNothing posts to the accounts on its own. Every prepared entry waits for a person to review and approve it, and corrections feed back into how the tool prepares the next one.
The resultDocument handling that used to consume hours of careful typing became minutes of review. The books stay clean because a person still signs off on every entry.
Client name withheld under our confidentiality agreement. Within weeks of going live, this client referred us to the next business. A named reference is available on request.
WillShip International
Freight and vehicle shippingThe challengeCustomers ask detailed questions about international freight and vehicle shipping all day, and quoting them properly takes an experienced person and a long list of questions. Enquiries queued up, and expert time went into routine conversations.
What we builtA custom AI chatbot, built up from the client's own prototype into a production system, then a second chatbot and a rebuilt instant-quote wizard for vehicle shipping. The bots hold real conversations, gather what an estimator would ask, and push each enquiry into the CRM with the details already captured.
Where they stayed in controlThe team can see and edit what the bots know, so when prices, routes, or policies change, they update the answer themselves. Every deal the bots create lands in the CRM for a person to pick up, nothing is committed unseen.
The resultRoutine enquiries handle themselves, every lead arrives with the details already gathered, and the first system worked well enough that WillShip commissioned the second.
“Great work on the whole project mate, you've done an amazing job. I've just flicked it live.”Nick Proctor, WillShip International
Mindsheep Marketing
Knowledge base, from the Mindsheep groupThe challengeKnowledge about clients and past projects was scattered across several inboxes, several team members, and documents belonging to different people. Finding out how something was handled a year ago meant knowing who to interrupt and hoping they remembered.
What we builtUnderstudy, a private knowledge base built from the company's own emails, documents, and content. Anyone on the team asks a question in plain language and gets an answer drawn from the real material, with the source shown.
Where they stayed in controlA person controls what goes in, and Understudy is careful on the way out too: it recognises content that looks sensitive and keeps it out of the general search rather than surfacing it to everyone.
The resultInformation that was locked away in individual inboxes and folders now belongs to the whole team. Questions about past projects and clients get answered in seconds instead of a hunt through someone else's email.
“Understudy changed how we operate. Client knowledge used to be locked away across different inboxes and documents from different people. Now the whole team can ask one question and get the answer with the source shown, and it is smart enough to keep the sensitive stuff out of the general search.”David Taylor, Mindsheep Marketing