Solution · By agent
Your admin team spends the day copying data from one system to another, filling in forms and updating records in the ERP and the CRM, and chasing the info that’s missing. The AI admin agent does that mechanical back-office work and leaves the person to just validate: we leave it running on your systems.
A good admin person picks up what comes in, drops it where it belongs, keeps the records up to date, files every document in its folder, chases what’s missing to close the case and puts together the weekly internal report. The problem is almost all of that is keying the same data several times, filling templates and chasing people —hours of mechanical work that eat the team alive and leave the records out of date. We ship that person as an agent on your systems: it reads what comes in, dumps the validated data into the ERP or the CRM, fills the form, files the document, chases what’s missing and prepares the recurring report, and leaves you only the exception to approve. We don’t sell you another management tool; we leave the digital employee doing the paperwork, with a person supervising what isn’t obvious.
The problem
The back office can’t stop, and most of the day goes into keying the same data, filling templates and chasing people.
- The same data gets keyed three times: it comes in over an email or a form and someone copies it into the ERP, then the CRM, then the spreadsheet of the day —by hand, all day.
- Half the day goes into chasing what’s missing: calling, writing and remembering who hasn’t sent the document or the field, so the case can be closed.
- Filling the same form and filing each document in its folder is done by one person one by one; when that person is out, the paperwork piles up and no one knows where it stood.
- The weekly internal report is built by hand copying and pasting from several systems, and the records stay out of date until someone remembers to touch them.
Cost of staying the same
The time spent copying data across systems, filling forms and chasing documents shows up on no expense line: it shows up as records that say what’s no longer true, as cases closed late, as reports that land with stale data, and as people who are good at coordinating and deciding playing keyboard between screens. Hiring one more person to key in covers a peak, not the whole day; and admin judgment stays trapped in tasks that don’t need it. You pay the cost of a team doing mechanical work and of a back office that’s always a day behind.
The solution
An admin agent shipped on your systems that copies the data, fills the form, updates the record, files the document, chases what’s missing and builds the recurring report, with a person validating the exception
- 1We set the criteria and the limits with you: which processes it absorbs —moving data across systems, creating and updating records, forms, document filing, recurring reports—, which system each piece of data goes to, what it does on its own and what it passes to you to validate before touching the record.
- 2The agent reads what comes in —an email, a form, a document— extracts and validates the data, and drops it where it belongs: it creates or updates the record in the ERP or the CRM, fills the form with the right fields and files the document in its folder.
- 3It chases what’s missing and builds the recurring stuff: it chases the pending document or field over its channel, closes the case once it’s complete and prepares the internal report by crossing the systems, ready to send —without anyone copying and pasting by hand.
- 4It starts with a safety net and measured: the agent proposes and a person validates the exception, we compare its work against the one your team would do, and we only widen its autonomy by task type when the data backs it.
What changes
What you stop losing
Data stops being keyed several times: the agent captures it once and drops it into the ERP, the CRM and whatever spreadsheet it belongs in, and people move to coordinating and deciding, which is where their judgment is worth it.
Mechanism
Chasing what’s missing stops eating the day: the agent chases the pending document or field over its channel and closes the case once it’s complete, so cases stop piling up half-done.
Mechanism
Records stop aging and the recurring report stops being built by hand: the agent updates the record as the data comes in and crosses the systems to prepare it, instead of waiting for someone to remember.
Mechanism
What we measure: % of admin tasks completed without intervention, time per case before and after, out-of-date fields and records caught, and internal reports delivered on time versus the manual process.
What we measure
Spec sheet
- Work it removes
- having the admin team copy the same data from one system to another, fill forms and update records in the ERP and the CRM by hand, file each document in its folder, chase the missing info themselves, and build the recurring internal reports copying and pasting from several places
- Typical setup
- 2–4 weeks
- Input
- what comes in over your channels (emails, forms and messages with data and documents), your systems of record (ERP, CRM and spreadsheets), your document manager, and the templates and the script we set with you
- Output
- every piece of data dropped where it belongs: the record created or updated in the ERP and the CRM, the form filled, the document filed where it belongs, the missing info chased and the recurring internal report built and ready to send —with the exception routed to a person
- Works with
- OdooSAPMicrosoft DynamicsSalesforceHubSpotMicrosoft 365 (Excel, Outlook, SharePoint)Google WorkspaceGestor documental o carpetas de red
- Can connect to
- Tus sistemas de registro (ERP, CRM y hojas de cálculo)Tus canales de entrada (correo, formularios y mensajería)Tu gestor documental o carpetasTus plantillas de formularios e informes internos
- What we measure
- % of admin tasks completed without interventiontime per case before and afterout-of-date fields and records caughtinternal reports delivered on time versus the manual process
- Good fit for
- companies with recurring admin back-office volume —onboarding, record updates, forms, document filing and internal reports— spread across several systems and a team playing keyboard between them
- Not a fit for
- one-off admin work with no pattern, or cases that are strictly accounting (invoices, bank reconciliation and entries) —that’s what the AI accounting agent is for— or just classifying documents —that has its own dedicated solution
Frequently asked questions
The accounting agent does mechanical bookkeeping: it captures invoices, proposes the entry with its account, reconciles the bank and chases payments. The admin agent is broader and doesn’t touch the books: it absorbs the back office that isn’t accounting —moving data across the ERP and the CRM, creating and updating records, filling forms, filing documents, chasing the missing info and building the recurring internal reports. If your pain is invoices and entries, that’s the accounting one; if it’s the admin paperwork spread across systems that eats the team, this is the one that absorbs it. Many clients run both, each in its own lane.
An RPA records clicks on a screen and breaks the moment a button, a field or the format of the incoming email changes; and it doesn’t understand what it reads. The admin agent reads the data however it comes —an email written by a person, a form, a PDF—, decides which record it goes to and by what criteria, and if something doesn’t add up it flags it instead of dumping garbage into the system. We don’t ask you to rebuild your systems or migrate anything: it leans on the ERP, the CRM and the document manager you already use and does the mechanical part none of them automated. And it starts supervised, not blind.
That’s exactly why it starts supervised and never touches the system of record without a net. It proposes within the criteria we set with you —which system each piece of data goes to, which fields are required, which validation rules— and a person validates the exception before anything is committed for real, especially at the start. We compare its work against the one your team would do before widening its autonomy, and we only give it more task types when the data backs it. If it enters something it shouldn’t, it’s in the trace, the rule gets corrected and it doesn’t happen again. We don’t replace admin judgment where it’s needed; we take the job of keying, filling and chasing all day off the team.
Want it running in your business?
You’ve pinned the problem. We ship the fix and leave it measured.