Reconnaissance and launch
of one flow:
the invoice or the order.
An invoice or an order enters the system without retyping.
An invoice or an order arrives by e-mail, as a scan, a photo or from KSeF. Someone opens the file, retypes the number, the amount and the NIP, asks whether the document has already been there, and waits for the approval of a person who is out of the office. Meanwhile, on the site, someone fills in a form. The message lands in a shared inbox. A week passes and nobody has the inquiry on their card.
The first process we take is one such flow. First reconnaissance: where the document or inquiry arrives from, who handles it by hand today, and which field really has to be seen by a person. Then that one flow goes into work, in production, not in a demo.
We sit down with your flow and count the hours. The result is a map of how it works today, and a quote for one first process. This step takes 1–2 weeks.
The map covers:
- where an invoice or an order arrives from: inbox, scan, PDF, photo, KSeF, message body;
- who retypes fields today and which system they go to;
- who approves, who substitutes an absent person, and after what time a document must not sit;
- which fields parsing returns on its own and which go to a person because the reading is uncertain;
- one acceptance sentence: this document is in the system, and these fields nobody retypes a second time.
The map yields the order. One flow at a time. The next one is added once the previous one runs without us.
KSeF is one entry point for a structured invoice: the file has a number and can be moved to the ledger without retyping fields. KSeF alone doesn’t arrange approval in the company and won’t read an order pasted into a message body. There is no separate “KSeF deployment” service in this offer.
An invoice from e-mail, a scan and KSeF, and an order from a PDF or a message body, fall into one process.
- 01The document enters the flow the moment it arrives, with the scan or the source file.
- 02Parsing extracts the fields this flow needs: number, dates, parties, amounts, NIP, line items you use for orders.
- 03The uncertain field goes to a person. The person approves or corrects. They don’t retype the whole document from scratch.
- 04After the right person approves, the record goes to the system you already use: accounting, ERP or the order file.
- 05You can see whose desk the document is on. If that person doesn’t react in the agreed time, the task moves to the substitute from the flow map.
The human stays with what cannot be reconstructed from the file: a disputed amount, a missing order, an exception the rule doesn’t describe. The rest never goes back to manual retyping.
An inquiry from a form or an e-mail gets an owner at the moment of arrival. The assignment rule comes from the map: region, subject, order, a specific person. The entry lands on that person’s card, with a deadline for the next step.
Silence after an offer or a first contact creates a task, not another mass mailing. The card names who and when: call back, add one sentence to the offer you sent, close the thread if the client declines. The reminder is for the salesperson. The content to the client is written by that person or a template you agreed during reconnaissance.
A confirmation that the form arrived can go out right away. That is the order of intake. The further conversation stays with the owner of the inquiry.
A flow map and a quote
The invoice or order runs in production
The next process only once the previous one runs without us. A monthly change report
The code stays with us under a perpetual licence for your site; on parting you get a static copy, the instance code with documentation and a full export
The monthly report says what changed in how work happens: where the document came in, how many times a person corrected a field, which inquiries got an owner, which stalled. A number detached from that flow is not a promise.
- A voicebot, a 24/7 receptionist and a persona with a name and an avatar.
- A tool name in the service title. The flow is the content of the offer.
- A price list, a return percentage, an OCR percentage and the number of companies served.
- A production hall, debt collection, holidays, recruitment and a separate “KSeF only” project.
- A chat that answers the client instead of a person when nobody owns the inquiry.
The first process is reconnaissance of the invoice or order flow.
Write to us — we’ll agree what can be handed to a machine, and in what order.
kontakt@aion-automation.plAion Automation · NIP 8733298270 · REGON 529656432