TECHONE SOLUTION
Process Automation and AI
Orders, documents and requests often move through several systems and manual steps. We determine what should be handled by an integration, a rule or AI, and where a person must still decide.
Where the process loses continuity
Individual steps work, but people still carry data, documents or decisions between them.
Data moves between systems manually
An order starts in email or CRM, other details sit in ERP and an employee has to re-enter them in the next system.
A document arrives without usable data
An invoice, order or delivery note contains the required information, but the next process cannot use it without manual processing.
An approval has no clear status
It is not clear who must decide, which evidence has already been checked or where the document or request currently sits.
An exception stops the entire flow
The standard case passes, but incomplete data or an unusual request returns to email and phone calls without a defined owner.
What makes up an automated process
Every step has a data source, a rule, a responsible role and a path for cases that cannot complete automatically.
Integration and data transfer
We connect systems so they exchange only the data required for the process and retain a link to the source record.
- API, EDI, events or controlled file transfer
- Mapping and validation of transferred values
- A defined system of record for each data set
- Error tracking and unavailable-source handling
Rules and workflows
Rules handle deterministic steps. The workflow routes work to the right role, tracks status and retains the decision history.
- Approval of orders, invoices and requests
- Checks against available ERP data
- Notifications, delegation and the next process step
- Traceable status and change history
AI for unstructured inputs
We use AI where a document or text must be understood. It prepares data or a summary for the next rule or review step.
- Data extraction from invoices, orders and attachments
- Document or request classification
- Low-confidence values flagged for review
- Prepared inputs linked to their source
Exceptions and controlled operations
The process must handle more than the ideal input. We design permissions, error handling, human review and safe recovery.
- Separate permissions for reading, approval and writing
- An exception queue with a defined owner
- Validation before changing a source system
- Logging, monitoring and error recovery
Automation Starts with the Target Way of Working
The current-state review shows who works with the process, which inputs they use, where data is re-entered and which exceptions return work to people. With the process owner, we then define the target workflow and responsibility for the outcome.
Technology follows that design. An integration moves structured data, a rule handles a deterministic decision, AI helps with a document or message, and a person takes over situations that require judgment.
When a rule is enough and where AI helps
Use a rule when the input and decision are known. Examples include checking a required field, comparing an amount or routing work by cost center.
We add AI where the input has no fixed structure. It can prepare values, a classification or a summary from a document or message. Rules or the responsible person then verify the result according to the impact of the next step.
For document processing, SmartDocto can perform this part. It extracts the required fields, flags uncertain values and sends the result to the next check or approval step.
When a process uses a business digital twin
A direct interface may be enough to move data between two systems. A more involved process often needs to understand the customer, order, documents, responsible role and current state across several sources.
A business digital twin creates a shared model of those objects and relationships. Automation uses that context in a specific flow, such as preparing evidence, checking status or routing an exception.
EDI as a controlled part of the process
EDI transfers orders, delivery notes and invoices between trading partners in a structured format. The next step can validate the data and pass it to ERP without retyping information from a PDF or email.
For Lagardère, we mapped the data flow, message fields and validation rules and prepared a supplier onboarding guide. EDI implementation then depends on the ERP interfaces, partner specification and the agreed handling of failed messages.
From the Current Process to a Verified Solution
Each step needs a defined outcome, clear ownership and an acceptance method.
Document the Current Process
We map inputs, steps, roles, systems, handoffs, decisions, exceptions and manual work. The output shows the current flow and its weaknesses.
Design the Target Process
We define what should become faster, more accurate or more traceable, how the steps should change and who owns the outcome.
Allocate Work Across Systems, AI and People
We design integrations, rules, AI use, permissions, controls and escalation to a responsible person. Each step has a known source and target state.
Verify the Pilot and Prepare Operations
Using real samples, we test standard and error scenarios, accuracy, traceability and cost. After approval, we establish monitoring and continued development.
Automation from sales opportunity to invoicing
IBG: Dynamics CRM creates project documentation in SharePoint and passes the required data to Dynamics NAV.
IBG
EnergyFrequently Asked Questions
How do we know whether a process is suitable for automation?
The process needs a describable input, a required outcome and a defined path for both standard cases and exceptions. The required data and system interfaces must also be available. During the initial consultation, we review whether these conditions are met.
When are rules enough, and when does AI make sense?
We use rules for deterministic steps, such as checking a value, routing a task or approving it under defined conditions. AI helps with documents and messages that have no fixed structure. Rules or the responsible person verify its output before the next step.
Do we need to replace ERP before automating a process?
Replacing ERP is not a requirement. We first review which interfaces the current system provides, which data it owns and how a result can be transferred or written safely. That determines whether we use an integration, a workflow or an adjustment to the existing system.
Can automation write back to ERP?
Yes, when ERP provides a suitable interface and permitted operations are clearly defined. Before writing, we validate the input, permissions and process state. Material or ambiguous changes can require approval, and each write must remain traceable.
Can we start with one process and expand later?
Yes. We select one specific workflow, connect the required data and verify its operation. Further documents, systems or locations are added based on experience with the first deployed part.
How do you determine the scope and price of automation?
The scope depends on the number of systems, available interfaces, data quality, rules and exceptions, and the required approval model. After mapping the specific process, we prepare the work scope and proposal.
Related Solutions
Other areas that can be part of the same project.
Discuss the Process You Want to Change
Describe the current workflow, connected systems and expected result. We will respond with a proposed first step and the evidence worth preparing.