AI Workflows
Workflows we design
How we'd automate the work your team repeats every week.
These show how we design workflows. They are not client case studies.
This page shows workflows of the kind Beta Gen Studios designs for small and growing businesses: what starts each one, every step it takes, which steps use AI, and where a person stays in charge. Use them to spot a task in your own business that could work the same way, then talk to us about a pilot.
New inquiries from every channel captured once, sorted and assigned, with a draft first reply for a person to send.
Incoming documents read, key fields extracted and checked, and only clean data passed on; anything uncertain goes to a person.
Routine pipeline admin handled when deals move or go quiet, with follow-up emails drafted for approval.
A staff-only assistant that answers questions from the business's own documents, shows its sources and says when it doesn't know.
The week's figures pulled from several tools into one summary that a manager reviews before it is shared.
Every example, step by step: what starts it, what runs on its own and where a person decides.
New inquiries from every channel captured once, sorted and assigned, with a draft first reply for a person to send.
Inquiries arrive in different places and formats. Someone has to copy each one into the CRM, work out what the person needs and pass it on. Busy weeks mean slow replies and duplicates.
A new inquiry arrives from a form, an email or a lead notification.
An inquiry arrives
On any connected channel.
Collect and de-duplicate
Collect the message and contact fields; check the CRM for an existing contact.
Classify and summarize
Note the service asked about, the urgency and any missing details, in a short summary.
Log and assign
Create or update the CRM record and assign it using rules you set.
Draft a first reply
Answer the obvious questions and ask for the missing details.
Edit and send
The assigned person edits and sends the reply.
Log the run
Alert the team if an inquiry is still unassigned after a set time.
Incoming documents read, key fields extracted and checked, and only clean data passed on; anything uncertain goes to a person.
Documents arrive by email or upload in many layouts. Someone opens each one, finds the right fields and types them into another system. It is slow and easy to get wrong.
A document lands in a shared inbox, an upload form or a watched folder.
A document arrives
Store the original
Save it to document storage and record where it came from.
Extract the fields
Pull out the agreed fields, such as supplier, date, amounts and references, with a confidence level for each.
Check against rules
Required fields present, totals add up, the supplier or customer exists, no duplicate reference.
Review what is uncertain
Low-confidence fields and rule failures go to a review queue that shows the document beside the fields.
Create a draft record
Approved data becomes a draft in the target system, for example a draft bill.
Log the run
With a link to the original document.
Routine pipeline admin handled when deals move or go quiet, with follow-up emails drafted for approval.
After calls and proposals, records need updating, tasks need creating and follow-ups need writing. When the week gets busy, deals go quiet without anyone noticing.
A deal changes stage, or has had no activity for a set number of days.
A deal moves or goes quiet
Gather the context
Recent activity, notes and next steps from the CRM.
Create the standard tasks
Tasks for the new stage, and field updates by rule.
Draft a follow-up
An email in the business's tone, based on the notes, for the deal owner.
Edit and send, or dismiss
The deal owner decides.
Log the action
Quiet deals also appear in a weekly list for the manager.
A staff-only assistant that answers questions from the business's own documents, shows its sources and says when it doesn't know.
The answer usually exists somewhere, but finding it takes time, so people ask a colleague. New staff take longer to get up to speed.
A staff member asks a question in team chat or on an internal page.
A question is asked
Check access
Who is asking, and which document collections they may see.
Search the approved collections
Find the most relevant passages.
Answer with sources
A short answer from those passages only, with a link to each source.
Say when it doesn't know
If the sources don't cover the question, it says so instead of guessing.
Fill the gaps
Unanswered questions are logged for the document owner.
The week's figures pulled from several tools into one summary that a manager reviews before it is shared.
The figures live in different tools. Pulling them together takes time, so the update is late, inconsistent or skipped.
A schedule, for example Monday morning.
The scheduled time arrives
Pull the agreed figures
From each connected tool, for example sales, inquiries, open jobs and invoices due.
Calculate the changes
Week-on-week changes, using fixed formulas.
Write a plain-English summary
Using only the calculated figures.
Review and edit
The manager reviews the draft.
Share and archive
The approved summary goes to email or team chat; a copy is archived.
Before and after
The repeatable steps run on their own; people stay in charge of decisions.
Messages to customers, payments and the record changes you choose go through a person.
Workflows run on your accounts and keys, and you keep them when we're done.
We limit what each step can see and keep personal data out of logs where we can.
Where a provider lets business customers opt out of model training, we set it up that way and tell you which providers do.
You can see what happened, when, and why.
If a tool is down or a result looks wrong, the work goes back to a person.
What it is, who does it and which tools it touches.
One session with the people who do it today.
On a small slice of real work, with every output checked.
Nothing goes live without your sign-off.
Next step
Tell us what you are planning: a new website, an app or a brand refresh. A few lines are enough to start.
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