TECHONE SOLUTION
Process Automation and AI
We turn orders, documents and approvals into controlled processes connected to your current systems. Rules handle repeatable steps, AI helps with unstructured inputs and people decide on exceptions.
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
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.
AI fits inputs without a 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.
How we proceed
We start with one process and define both the correct path and the handling of an exception.
Select the process and required outcome
We identify who works with the process, what they transfer manually today and what a correctly completed case looks like.
Map data, rules and exceptions
We document data sources, available interfaces, decision rules, permissions and the cases that require a responsible person.
Connect and verify
We build the required integrations and process steps. Using real data, we check the standard path, result traceability and behavior when an error occurs.
Launch and continue development
After approval, we put the process into operation, monitor errors and exceptions and add further steps based on actual use.
A delivered integration across three systems
IBG: from a CRM sales opportunity through project documentation in SharePoint to invoicing in 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.
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Start with one specific process.
During the initial consultation, we review the current workflow, connected systems and exceptions. Together, we identify where automation or AI brings the most value and define the first step.
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