Routing of requests
Emails, forms and reports arriving from different channels are read, categorised and sent to the right person with the information already prepared.
Automation
Repetitive work does not need a person
Every business has tasks that repeat in exactly the same way every day. They are the first candidates for automation, and almost always the last ones anyone thinks of.
Preparing the same report every Monday, forwarding requests to the right department, producing a document by filling in the same fields every time, checking that a deadline has not passed. Tasks that on their own take a few minutes and that added together take up whole days of people paid to do something else.
Automating does not mean replacing people: it means taking the mechanical part away from them and leaving the part that needs judgement. The result you notice most is not the time saved, it is that things stop depending on somebody remembering to do them.
What can be automated
Generated documents
Quotes, contracts, reports and recurring communications produced automatically from the data already in your systems, in your format and your layout.
Checks and deadlines
Periodic checks on data, on deadlines and on anomalies, with a notification when something needs attention instead of a manual check that sooner or later gets skipped.
Approval flows
Requests that pass through the right people in the right order, with the status always visible and no email chains to piece together afterwards.
How to work out where to start
The right tasks to automate almost always have these characteristics in common.
- It repeats with the same logic several times a week
- The rules can be written down explicitly
- Manual errors happen and they have a cost
- The data needed is already in a system
- The result can be checked automatically
- Nobody enjoys doing it
How we work
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Observation
We look at how the task is carried out today, step by step, on site and not just described to us.
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Boundary
We set what to automate and what not to. Exceptions stay with a person: automating them costs more than it saves.
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Build
We develop the automation and run it alongside the manual work, to compare the results.
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Handover
When the two results match, the manual process is switched off, with the log of what was done always available to consult.
Before we start, in plain terms
- Typical timescales
- One or two weeks per process
- To get started you need
- An internal point of contact, sample data and a clear idea of the result to be achieved
- After release
- If it runs on our infrastructure, a monthly fee with servers, security and maintenance. If it runs on your systems, an annual fee for maintenance and technology updates
- Ownership
- Data, knowledge base, configurations and documentation are yours, exportable at any time. The technology remains PCDUE’s, granted for use for the duration of the service
- Where the data is held
- Infrastructure in Europe, with separate access for each customer
- What determines the price
- How many steps the process has and how many exceptions have to be handled
Support
Frequently asked questions
Can you build automations with artificial intelligence?
Yes. AI automations can cut repetitive tasks such as classifying messages, extracting data, summarising, preparing answers, updating customer records and the first handling of requests.
Can AI help with back office work?
Yes. It can automate reading documents, classifying cases, extracting data, checking information, preparing communications and organising recurring tasks.
What is an AI request classification system?
It is a tool that reads messages, emails, tickets or forms and sorts them by category, priority, department, urgency or type of request.
What is an AI system for drafting replies?
It is a solution that analyses an incoming request and prepares a suggested reply, so the team can check it, edit it and send it.
What is an AI system for repetitive processes?
It is a solution that automates frequent, predictable tasks, such as routing requests, collecting data, checking information, preparing replies or updating records.
Does an AI product always have to be fully automatic?
No. The best model is often a hybrid one: AI prepares, classifies and suggests, while a person checks, approves or steps in for the more delicate cases.
Do we need to change the applications we use?
Almost never. Automation works on top of the existing systems, using the data they already produce. Changing software is a separate decision, taken for other reasons.
What happens to the unusual cases?
They stay with people, and rightly so. A well-designed automation handles the standard cases and recognises when something is outside its own scope, handing over instead of forcing a wrong decision.
Can automations be changed over time?
Yes, and it has to be allowed for from the start: business processes change. We build them so that the rules are readable and editable, not buried inside the code.
How much do you really save?
The calculation is done beforehand, on your own activity: how many times a month, how long each time, what that hour costs. If the numbers do not add up, we say so and it is not done.
Ready to begin?
Tell us the process you want to improve. We will review your request and help you find the best path.