Bespoke Software Case Studies

    Custom Software Solutions in Action

    Discover how businesses leverage bespoke software to automate complex workflows and multiply team productivity.

    Patient Email Handling Triage and Response

    Workflow Automation, Email Triage
    Hospital / Healthcare Operations

    The Problem

    A shared patient mailbox is handled manually. Emails are broad, inconsistent, and often contain multiple issues in a single thread such as bill copy requests, claims inquiries, admission status checks, complaints, and general questions. Staff manually reads, splits issues, forwards to departments, and replies with partial updates, which slows response times and leads to missed items.

    Our Solution

    We built a workflow that breaks each incoming email into structured issues, tags what can be resolved directly versus what requires escalation, and generates a consolidated draft response with per-issue status updates. For escalations, the workflow prepares internal forwards with the key details required by the relevant team so they can respond faster.

    The Outcome

    Time spent per email reduced ~60%
    Missed items in multi-topic emails reduced up to 85%
    Draft reply generated in under 30 seconds for common cases
    Backlog turnaround improved by ~35% with clearer routing and status visibility

    Document Processing for Finance Ops

    OCR, Document Extraction, Data Validation
    Retail Distributor

    The Problem

    The finance ops team receives supplier invoices and supporting documents as PDFs and scans. Staff manually retypes key fields into spreadsheets for reconciliation and payment processing. Errors and missing fields cause back and forth with vendors, and reporting is delayed because the data is not clean.

    Our Solution

    We built a document intake workflow that extracts key fields from documents (including OCR for scans), validates extracted data against simple checks, and writes structured outputs into the existing spreadsheet format the team already uses. Exceptions are flagged for quick human review so the team focuses on what needs attention.

    The Outcome

    Manual data entry reduced ~85%
    Processing errors reduced ~70% with validation and exceptions
    Invoice processing cycle time reduced ~50%
    Vendor back-and-forth reduced ~40% due to cleaner, complete data

    Bug Triage Agent for Product Teams

    AI Agent, Ticket Triage, Jira Integration
    B2B SaaS Company

    The Problem

    The team received bug reports from multiple channels such as email, support tickets, WhatsApp, and internal chat. Reports were often incomplete, inconsistent, and duplicated. Engineers spent time asking for missing details, reproducing unclear issues, and manually rewriting tickets into a usable format, slowing down resolution and creating noise in the backlog.

    Our Solution

    Incoming bug reports are routed through a triage agent that standardises each submission into a consistent structure such as steps to reproduce, expected vs actual behaviour, environment details, and priority. The agent checks for duplicates based on similar symptoms and context, suggests a severity level, and creates or updates tickets in Jira with a clean summary and relevant attachments. When key info is missing, the agent prompts the reporter with a short follow-up to capture the required details before the ticket is finalised.

    The Outcome

    Triage time reduced up to 70%
    Back-and-forth for missing details reduced up to 75%
    Duplicate tickets reduced ~40%
    Engineering time lost to rewriting bug reports reduced 3 hours per engineer per week

    Lead Gen Agent for Property Agents

    AI Agent, Prospecting, Lead Generation
    Property Agency

    The Problem

    Agents spend a lot of time prospecting across multiple channels and juggling fragmented context. Leads come from referrals, portals, WhatsApp, Instagram, events, and walk-ins. Some are buyers, some are sellers, some are tenants, and many are not ready now but may convert months later. Follow-ups slip because everything is tracked manually across notes, spreadsheets, and chat threads, resulting in missed opportunities and inconsistent engagement.

    Our Solution

    A lead gen agent helps agents organise and prioritise leads by segment (buyer, seller, tenant, landlord) and intent level. It captures engagement history in one place, suggests next actions, and drafts personalised outreach messages based on what the lead asked for, what they viewed, and where they are in the decision cycle. The agent also nudges agents when leads have gone quiet and generates simple daily summaries to their email inbox so the team knows which conversations to revive and which opportunities are close to conversion.

    The Outcome

    Lead response time improved ~65%
    Leads going cold reduced ~50% with nudges and next-step tracking
    Outreach drafting time reduced up to 75%
    Booked viewings/calls increased ~18% due to faster, more consistent follow-up

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