Custom Workflow Workers

The most valuable automation we build barely uses AI.

A Custom Workflow Worker takes one high-volume back-office process and runs it end to end. It picks up your data, works through every screen in the systems and portals involved, pays the fees on your card, and files the receipt back where it belongs. Your team checks the work. The worker does the clicking.

Built around the systems you already run. Paid in milestones as each piece works. Nothing goes out without your team's check-off.

Get Your Process Mapped See a Workflow Card

Every company has one process that eats a person and a half.

You know the one. It runs hundreds or thousands of times a month. The data is already sitting in your system.

Someone opens a record, logs into a portal that has no API, and types the same ten or twelve fields. Then they upload a document, pay a fee, save the confirmation, and go back to do it again.

Run the math. 1,200 items a month at 12 minutes each is 240 hours. That's a person and a half doing nothing but re-typing what your system already knows. At a fully loaded $35 an hour, it's $100,800 a year.

And it's fragile. When volume spikes, it backs up. When the one person who knows the portal is out, it stops. If you've handed it to an outside vendor, you're paying per item and still checking every one.

AI is good at judgment. This is repetition.

The trendy answer is an AI agent that looks at the screen and figures it out each time. For a process that should run exactly the same way 1,200 times a month, that's the wrong tool. It's slower, it runs up model costs on every pass, and on its worst day it improvises.

A Workflow Worker follows the exact steps, the same way every time. When something doesn't match what it expects, it stops and hands the item to a person.

AI comes in only where it earns its keep: reading an odd document, sorting an exception, drafting the note that goes with it.

The result is boring in the best way. Predictable output, predictable cost, and a monthly bill that doesn't move when model prices do.

Everything the process needs, built as one system.

The worker.: Runs every step of the process in the systems it touches, including web portals, government sites, and older software with no API. It works through the browser the way your team does, on its own always-on machine that we manage.
The review desk.: A secure web app your team logs into. Today's queue, each item next to its document, a check-off, and a live status from received to done. Nothing is submitted until someone on your team checks it.
Intake your way.: A file dropped by SFTP, an upload on the desk, a forwarded email, an API call, or a pull straight from your system of record. We work from the export you already have. You don't have to build a new one.
Fees on your card, at the source.: When a step costs money, the worker pays it on your card at the portal's own payment screen. We never float your fees, rebill them, or mark them up.
Receipts back where they belong.: Every confirmation, receipt, and reference number is saved and sent back to your system, matched to the right record.
Exceptions with a name on them.: Anything that doesn't match stops and goes to a person with the full context attached. It never fails quietly, and it never guesses.
Upkeep, handled.: Portals change their screens without warning. We host the worker, monitor every run, and fix it when something on the other side changes. That's what the monthly fee covers.

Review desk: today's queue

Demo data

ItemTypeDestinationStatus

RR-10418Records requestBayfront Imaging AssociatesReady for check-off
RR-10417Records requestWestshore Orthopedic GroupReady for check-off
RR-10416Records requestGulf Coast Urgent CareSubmitted, fee paid
RR-10415Records requestTampa Spine and RehabReceipt filed
RR-10414Records requestNorthside Physical TherapyStopped: authorization rejected

The review desk. Demo data.

Scoped like a job, not a software project.

Before we build anything, each process gets a Workflow Card. It records what comes in, what the worker does, who checks it, where the money and the receipts go, and what stops for a person.

An example Workflow Card: medical records requests for a personal injury firm.

Workflow Card

Workflow: Request medical records from treating providers
Comes in: A new provider is added to a matter in the case management system
Worker does: Opens the provider's records portal, fills the request, uploads the signed authorization
Check-off: A paralegal reviews each request before it's submitted
Money: Portal fees paid on the firm's card, at the portal's payment screen
Proof back: Confirmation number and receipt saved to the matter
Stops for a person: Provider not found, authorization rejected, or a screen the worker hasn't seen before

An illustration, not a client. Your card is written with the people who run the process today.

Where it fits.

The best candidates share five traits:

It runs hundreds or thousands of times a month.
The steps are the same every time, with a short list of known exceptions.
The data already lives in a system you own.
It ends in a portal, a filing, or a screen someone keys into by hand.
Someone has to check it, and someone has to keep the receipt.

What that looks like in practice

Filings and submissions on government, court, and agency portals
Insurance carrier portals: claim submissions, document uploads, status checks
Records requests: medical records, payoff letters, lien releases
Payment posting between a bank file and your system of record
Vendor and customer portals: invoice uploads, compliance documents, onboarding packets
Moving data between two systems that don't talk to each other

Not a fit: one-off projects, processes that run a few times a month, or work that needs a real judgment call on every item. That last one is usually an AI Co-Worker.

Your logins. Your card. Your check-off.

A worker that can submit, pay, and file needs tighter rules than one that drafts emails. Every Workflow Worker runs under the same doctrine as the rest of our practice, plus rules of its own.

Nothing goes out unchecked until you say so.: Every item waits for your team's check-off to start.
Your money never passes through us.: Fees are paid on your card, at the source, one item at a time.
Credentials stay locked.: Logins and card details are stored as locked secrets and used only on the screen that needs them.
Every action leaves a receipt.: What was submitted, when, and on whose check-off. Reviewable any time.
It stops instead of guessing.: Anything outside the expected path goes to a person.

See the full AI Security practice

Built one working piece at a time. Paid the same way.

01
Map it.
We sit with the people who run the process today and write down every screen, field, fee, and exception. You leave with a Workflow Card, a build plan, and a flat quote in writing.
02
Review desk first.
Your team's queue goes up and connects to your data before the worker touches a live system. Your people see exactly what will be submitted, in the order it will go.
03
One destination, end to end.
One portal or system working all the way through: data in, checked off, submitted, fee paid, receipt back. Proven on live items before we add anything else.
04
The rest of the list.
Each added destination is set up and tested on live items. When all of them are working, the build is done and the monthly fee starts.

Setup is a flat number, paid in milestones: one payment to start, one when the first destination works end to end, and the balance when everything is live. The monthly fee covers hosting, monitoring, and upkeep, and it starts only once the whole build is live.

You decide how much it does on its own.

Every item starts with your team's check-off. Some teams keep it that way on every item, permanently. Others let proven categories go through on their own once they trust them. Both are fine. You set it per category and can change it any time.

Quoted to your process. Paid as it works.

Every process is different, so we quote after the assessment: flat, in writing, before you commit to anything.

Setup is paid in milestones tied to working pieces. The monthly fee covers hosting, monitoring, and keeping the worker running when portals change. It starts only once the whole build is live. The routine steps don't run on a model, so there are no per-item AI charges stacking up behind the scenes.

Our 30-day launch guarantee covers the first destination working end to end.

Get Your Process Mapped

Straight answers.

How is this different from an AI Co-Worker?

An AI Co-Worker is set up for one person's job and takes the routine load off them. A Workflow Worker takes a whole process off the department. If the work changes every time and needs judgment, that's a Co-Worker. If it's the same steps hundreds of times a month, that's a Workflow Worker.

Does it use AI?

Only where it helps. The routine steps run as fixed automation, the same way every time, with no model involved. AI handles the exceptions: reading an odd document, sorting a rejection, drafting the note for your team. That's why the cost stays flat and the output stays predictable.

The system we use has no API. Can it still work?

Yes. Most of these processes end in a portal with no API. The worker uses the browser the way your team does, with the logins you provide.

What happens when a portal changes its screens?

The worker sees that the screen doesn't match, stops, and sends the item to a person instead of guessing. We're alerted and update the steps. Keeping up with those changes is what the monthly fee pays for.

Do you ever touch our money?

No. Fees are paid on your card at the portal's own payment screen. We don't float them, rebill them, or mark them up.

Who checks the work?

Your team, on the review desk, before anything is submitted. You decide whether that check-off stays on every item or only on certain categories.

How long does a build take?

Getting the first destination working end to end is the first milestone, and it's what our launch guarantee covers. The full timeline depends on how many destinations you have and how alike they are. You'll have it in writing before you commit.

Can we start with one process?

You should. Start with the one that eats the most hours. The second one goes faster because the review desk and the intake are already built.

What does it cost?

It's quoted after the assessment, flat, in writing. Setup is paid in milestones as each piece works. The monthly fee starts only once the whole build is live.

Name the process that eats the most hours. We'll map it with you.

One working session with the people who run it today. You leave with a Workflow Card, a build plan, and a flat quote, whether or not you build it with us.

Get Your Process Mapped See AI Co-Workers