Automation catalogue

Six areas and more than thirty processes we have already designed. Pick an area, pick a process and read its spec: what comes in, what the AI does, what comes out and where a person decides.

Invoices, email, expenses, collections, reconciliation, contracts and approvals. See the admin & finance page

Invoices and delivery notes

Admin & finance

Stop typing supplier paperwork: it gets read, checked and booked on its own.

In: Invoices and delivery notes as PDFs or photos, by email or in a shared folder.
What it does: AI extracts supplier, dates, line items, net amounts and taxes, and matches them against the purchase order and delivery note.
Out: A record in your accounting software or ERP, with the document attached and the entry proposed.
Human review: Only the ones with discrepancies or above the amount you set.
Connects to: Your inbox, shared folders, accounting software or ERP.

Outcome: 80–90% of invoices processed with no manual work.
Example: A company receives 600 invoices a month. The system processes the clean ones automatically and admin only reviews around 43 exceptions.

Email triage

Admin & finance

Every message in a shared inbox reaches the right person, with the data extracted and a reply drafted.

In: Everything arriving at shared inboxes like info@, orders@ or support@.
What it does: AI detects the intent and urgency, extracts data from the body and attachments, and proposes a reply.
Out: Email labelled and assigned to the right person or department, with the draft ready.
Human review: The drafts before they go out, until you trust them.
Connects to: Gmail or Outlook, your CRM or your helpdesk.

Outcome: The shared inbox stops being a bottleneck: nothing waits for someone to sort it.
Example: An inbox with 120 emails a day sorts itself into orders, enquiries, invoices and urgent cases, so each owner opens an inbox already in order.

Expenses and receipts

Admin & finance

Your team’s receipts get digitised, categorised and left ready to book and reclaim.

In: Photos of receipts, simplified invoices and card transactions sent in by the team.
What it does: Reads amount, date, supplier and VAT, assigns category and cost centre, and flags duplicates and out-of-policy spend.
Out: Expense recorded and ready to reimburse, with the receipt stored and linked.
Human review: Anything over the limit or outside your internal policy.
Connects to: Team phones, email, banks and cards, accounting and payroll.

Outcome: Month-end without chasing receipts, and no reclaimable VAT left on the table.
Example: A sales team of 12 stops filling in expense sheets: they photograph the receipt and the system does the rest.

Collections and payment reminders

Admin & finance

Overdue invoices chase themselves, and you always know what is still unpaid.

In: Issued invoices, due dates and bank transactions.
What it does: Matches payments to invoices, spots arrears and sends staged reminders in the tone you choose.
Out: A clear list of outstanding items, reminders sent and fewer forgotten invoices.
Human review: You decide the tone, the timing and when a person steps in.
Connects to: Your invoicing software, your bank statement and your email.

Outcome: Shorter collection cycles, because no overdue invoice goes unchased.
Example: A company with 300 invoices a month moves from chasing when someone remembers to automatic reminders at 3, 15 and 30 days.

Reconciliation and financial control

Admin & finance

The full financial flow: what has been paid, what is pending and what does not add up — none of it by hand.

In: Invoices issued and received, purchase orders, bank transactions and ledger entries.
What it does: Matches every bank transaction to its invoice and order, spots partial payments, duplicates and differences, and explains why they do not match.
Out: Reconciliation done, a list of exceptions with the reason for each, and an up-to-date cash report.
Human review: Only the differences: everything else reconciles untouched.
Connects to: Bank feeds (PSD2 or statement files), invoicing, ERP, accounting and spreadsheets.

Outcome: Most transactions reconcile automatically and month-end stops being a full week of work.
Example: A distributor with 900 bank transactions a month gets the reconciliation done every morning plus a list of 20 cases to decide on.

Contracts and documents

Admin & finance

Contracts, policies and addenda read, filed and watched, with their key dates under control.

In: Signed contracts, insurance policies, addenda and renewals arriving by email or e-signature.
What it does: Extracts parties, amounts, term, notice periods and sensitive clauses, and files each document where it belongs.
Out: An organised file, a contract summary and alerts ahead of every expiry or renewal.
Human review: Clauses flagged as sensitive, plus anything the system could not read with confidence.
Connects to: E-signature, Google Drive or SharePoint, CRM and calendar.

Outcome: No auto-renewal catches you out, and finding a contract stops being a search.
Example: A company with 400 maintenance contracts gets an alert 45 days before each notice deadline, with the exact clause quoted.

Internal approvals

Admin & finance

Purchases, expenses and discounts follow their approval path without email chains.

In: A purchase request, an expense, a discount or a holiday request.
What it does: Applies your amount and hierarchy rules, gathers the missing information and asks the right person to approve.
Out: Decision recorded with its rationale, and the next process launched automatically.
Human review: The decision is always a person’s: the automation only prepares and routes.
Connects to: Email, Slack or Teams, ERP and your spreadsheets.

Outcome: Approvals in hours instead of days, with a record of who approved what and when.
Example: A €4,000 purchase goes straight to management with the supplier history and three quotes compared.

Lead capture and qualification, follow-up, quotes, CRM and win-back. See the sales page

Lead capture and qualification

Sales

Every incoming contact gets qualified, recorded and turned into a meeting or a concrete task.

In: Website forms, WhatsApp, Meta Ads, Google Ads, email campaigns, calls and trade shows.
What it does: AI qualifies the lead against your criteria, enriches it, records it in the CRM, assigns a rep and creates the next steps.
Out: A meeting booked in the rep’s calendar, or a task prepared with the full context.
Human review: The rep confirms the meeting and decides which leads deserve different treatment.
Connects to: Website, WhatsApp, Meta Ads, Google Ads, email, CRM and calendar.

Outcome: A reply within minutes at any hour — the single biggest lever on lead conversion.
Example: A lead arrives through the website at 11pm on a Saturday, gets an immediate reply, and on Monday the rep finds the meeting already booked.

Sales follow-up

Sales

No contact goes unanswered and every follow-up goes out on time.

In: Open opportunities in the CRM and the real activity on each one.
What it does: Prioritises by value and likelihood, spots the ones that have gone quiet and drafts the next message.
Out: Timely reminders and personalised follow-up emails with the context of the conversation.
Human review: The rep approves each send, or lets them go out once they trust them.
Connects to: CRM, email, calendar, LinkedIn and phone system.

Outcome: Zero forgotten opportunities and a pipeline that reflects reality.
Example: A rep with 80 open opportunities gets the 6 that genuinely need moving today, each with the draft already written.

Quotes and proposals

Sales

Quotes, contracts and reports generated from your templates and your price lists in seconds.

In: A customer record, an email request or a tender document.
What it does: Interprets the request, applies your prices and discounts, fills your template and calculates the totals.
Out: A document ready to review, sign or send, with its version saved in the CRM.
Human review: A final read before it goes out, and mandatory approval if the discount exceeds your limit.
Connects to: Word or Google Docs templates, price lists in ERP or Excel, CRM and e-signature.

Outcome: Quotes the same day instead of the following week, with no pricing mistakes.
Example: An industrial company answers a 40-line tender in 20 minutes, with the margin on every line calculated.

A CRM that keeps itself up to date

Sales

Calls, emails and meetings log themselves — nobody has to fill in the CRM.

In: Emails, calls, meetings and WhatsApp messages from the sales team.
What it does: Summarises each interaction, updates the record and the pipeline stage, and flags missing or duplicated data.
Out: Complete records, a readable history and a sales forecast built on real data.
Human review: Alerts when something does not add up, rather than fields filled in blindly.
Connects to: CRM, email, calendar, phone system and WhatsApp.

Outcome: The sales team gets back the hours it spent updating records.
Example: After a visit the rep sends a voice note, and the CRM ends up updated with the summary and the next steps.

Winning back lost opportunities

Sales

Lost quotes and dormant customers come back into the conversation, with a reason.

In: Quotes with no reply, customers who have stopped buying and abandoned carts.
What it does: Spots the pattern in each case, picks the moment and writes a message with a concrete reason to come back.
Out: Segmented reactivation campaigns and opportunities reopened in the CRM.
Human review: You approve the list and the message before the first send of each campaign.
Connects to: CRM, ERP or online store, email and WhatsApp.

Outcome: Revenue from a database you already own and are not working today.
Example: A services company restarts the conversation with 120 customers who had not bought for over a year.

WhatsApp and web, AI phone agents, tickets, appointments, onboarding, surveys and reviews. See the customers page

Web and WhatsApp support

Customers

An assistant that answers with your company’s real information and books, at any hour.

In: Customer questions in your website chat or over WhatsApp.
What it does: AI answers using your real data: opening hours, prices, order status, availability.
Out: An instant answer, a booked appointment, or the enquiry handed to a person with the whole conversation.
Human review: Whatever the AI cannot resolve goes to your team — never into the void.
Connects to: WhatsApp Business, your website chat, your calendar and your order database.

Outcome: Most repeat questions get resolved without interrupting anyone on the team.
Example: A shop with 200 weekly "where is my order" enquiries stops answering them: the assistant checks the shipment and replies.

AI phone agents

Customers

The phone always gets answered, understands what the caller needs and gets it done.

In: A phone call.
What it does: Understands what the customer wants, looks up the business information and takes action.
Out: A booking, a support case, a lead, or the call transferred to the right person.
Human review: You set what it can resolve alone and what it always transfers; every call is transcribed.
Connects to: Phone system, CRM, calendar, ERP and WhatsApp.

Outcome: No missed calls at peak times, over lunch or out of hours.
Example: A clinic with two lines permanently busy stops losing calls: the agent picks up, books the slot and confirms by WhatsApp.

Tickets and incidents

Customers

Every incident gets classified, prioritised and routed to the right technician with the context ready.

In: Incidents by email, form, phone or WhatsApp.
What it does: Classifies type and urgency, finds similar cases already solved and proposes the first reply.
Out: Ticket opened, prioritised and assigned, with the suggested fix and the customer notified.
Human review: The technician validates the proposed fix before closing the ticket.
Connects to: Email, phone, WhatsApp, your helpdesk and your knowledge base.

Outcome: First response in minutes, and less time hunting for how it was fixed last time.
Example: A support desk with 60 incidents a day discovers a third of them are answered by an article that already existed.

Appointments and reminders

Customers

The calendar fills and confirms itself, with far fewer wasted slots.

In: Appointment requests by web, WhatsApp, phone or email.
What it does: Checks real availability, books, confirms and sends reminders; handles changes and cancellations.
Out: Appointment in the calendar, confirmed, reminder sent, and the slot released if it is cancelled.
Human review: You define hours, durations, overlaps and which cases need a human.
Connects to: Google Calendar or Outlook, your practice software, WhatsApp and SMS.

Outcome: Fewer no-shows and slots that get offered again instead of sitting empty.
Example: A centre with 90 weekly appointments cuts no-shows with a reminder 24 hours before that lets people reschedule in one tap.

Customer onboarding

Customers

When a new customer signs, everything that needs doing gets done, in the right order.

In: An accepted quote or a signed contract.
What it does: Creates the customer in your systems, requests the missing paperwork, prepares access and books the kick-off.
Out: Customer set up, documents collected and the team notified, with the checklist closed.
Human review: Legal and risk checks are approved by a person.
Connects to: CRM, ERP, e-signature, email and document storage.

Outcome: Faster starts and a first impression that does not depend on who happens to be in that day.
Example: An accountancy firm onboards a new client in 10 minutes instead of three days of emails chasing documents.

Surveys and reviews

Customers

You ask for feedback at the right moment and turn the good feedback into public reviews.

In: A finished job, a delivered order or a closed incident.
What it does: Sends a short survey, interprets the answer and routes it: public review if it is positive, internal alert if it is not.
Out: More Google reviews, and complaints caught before they get published.
Human review: Your team replies to reviews from a draft that is already prepared.
Connects to: Google Business Profile, email, WhatsApp, CRM and ERP.

Outcome: More recent reviews — the factor that weighs most in local search.
Example: A garage asks for feedback at handover and multiplies its Google reviews without anyone having to ask in person.

System sync, purchasing, stock, internal workflows and custom automation. See the operations page

Data synced across your systems

Operations

Customers, orders and invoices identical in every tool, with no copy-paste.

In: A change in any of your tools: CRM, invoicing, online store or Excel.
What it does: Validates the data, avoids duplicates and replicates it wherever needed, in each system’s format.
Out: The same information in all your systems, immediately.
Human review: An alert when something does not fit, instead of silent errors.
Connects to: CRM, ERP, online store, invoicing and spreadsheets.

Outcome: The argument about which system has the right number goes away.
Example: An address change in the CRM shows up in the ERP, the online store and invoicing without anyone typing it three times.

Purchasing and suppliers

Operations

Purchase orders prepared, confirmed and tracked until the goods actually arrive.

In: A purchase need, a stock minimum or a request from the team.
What it does: Compares prices and lead times, prepares the order, sends it and chases the confirmation and delivery date.
Out: Order confirmed, a committed date, and an automatic alert if it slips.
Human review: Supplier choice and high amounts are approved by a person.
Connects to: ERP, email, supplier catalogues and price lists, and your spreadsheets.

Outcome: Fewer stockouts caused by delays nobody was watching.
Example: A company with 50 suppliers knows every morning which orders are running late, without calling anyone to ask.

Stock and replenishment

Operations

Stock aligned across warehouse, shop and ERP, with replenishment proposed before you run out.

In: Warehouse movements, sales, returns and supplier deliveries.
What it does: Updates stock on every channel, spots mismatches and calculates replenishment from real consumption.
Out: Reliable stock, a proposed purchase order and an alert on the items at risk.
Human review: The purchase proposal is validated by the owner before it goes out.
Connects to: ERP, online store, marketplaces, barcode scanners and spreadsheets.

Outcome: Fewer lost sales from stockouts and less cash tied up in excess stock.
Example: A retailer selling online and in store stops selling items it no longer has, because stock syncs in real time.

Internal workflows

Operations

The processes that today live in a spreadsheet and in someone’s head start running themselves.

In: A job sheet, a new hire, a delivery or any process with fixed steps.
What it does: Chains the steps, notifies each owner, tracks deadlines and will not let things move on without what is required.
Out: Process completed and traced, with its history and timings measured.
Human review: Every step that needs judgement stays with a person, with the information already gathered.
Connects to: Email, Slack or Teams, ERP, forms and spreadsheets.

Outcome: The process stops depending on someone remembering the next step.
Example: A new hire triggers 11 tasks across five departments and nobody has to coordinate them.

Custom automation

Operations

If your process does not look like any of these examples, it is probably one of the interesting ones. Tell us about it.

In: A process your team does manually, every week, always the same way.
What it does: We analyse it exactly as it works today, measure how much time it costs and design the flow around your tools.
Out: A written proposal with the scope, the estimated saving and the price, before anything starts.
Human review: You decide which part gets automated and which part stays a human decision.
Connects to: Whatever you already use: ERP, CRM, email, databases, Excel, APIs — even software with no API.

Outcome: The process that costs you most time, measured, with a proposal on the table.
Example: There is a spreadsheet someone updates every morning from three different places. That is exactly the starting point.

Automated reporting, dashboards, alerts and anomaly detection. See the management page

Automated reporting

Management

The numbers pulled together and explained, without spending Monday morning in Excel.

In: Sales, production, stock or cash data spread across several sources.
What it does: Pulls it together every night, calculates your KPIs and has AI write a summary of what changed and why.
Out: A report in your inbox every week, written in business language rather than tables.
Human review: You decide which indicators matter and which thresholds are normal.
Connects to: ERP, Excel or Google Sheets, databases, ad platforms and email.

Outcome: Decisions based on yesterday’s data instead of last month’s.
Example: Every Monday at 7am an email arrives with the week’s sales, margin by product family and the three variances worth a look.

Management dashboards

Management

A dashboard with the indicators you actually use, always current and defined the same way for everyone.

In: Your business data sources, each in its own format.
What it does: Unifies and cleans the data, applies a single definition per indicator and refreshes the dashboard.
Out: One dashboard the whole management team uses, with history and the ability to drill down.
Human review: Indicator definitions are agreed with you and documented.
Connects to: ERP, CRM, accounting, databases, Looker Studio or Power BI.

Outcome: One single version of the numbers, instead of three spreadsheets that disagree.
Example: Management, sales and production stop keeping their own sheet and look at the same dashboard in the Tuesday meeting.

Alerts and anomaly detection

Management

We tell you when something moves out of the ordinary, not once it is already a problem.

In: Day-to-day business activity: sales, margins, collections, stock, incidents.
What it does: Learns what normal looks like in your company and detects drops, spikes, odd margins or figures that do not add up.
Out: An alert with the context and the reason, in the channel you already use — not another report.
Human review: You tune the sensitivity so it does not become noise nobody reads.
Connects to: ERP, accounting, CRM, databases, email and Slack or Teams.

Outcome: Problems spotted in days instead of at quarter close.
Example: A key account drops its usual order by 40% and the sales team gets the alert that same week.

Internal assistant, document search, AI agents and intelligent document processing. See the ai & knowledge page

Internal AI assistant for employees

AI & knowledge

Your employees ask, and AI finds the answer across procedures, contracts, internal documentation and applications.

In: A question in plain language, from the browser, Slack or Teams.
What it does: Searches your documentation and systems, reasons over what it finds and answers citing the source.
Out: The right answer in seconds, with the exact document and section.
Human review: Every answer comes with its source so anyone can check it.
Connects to: Google Drive, SharePoint, Notion, ERP, CRM, databases, PDFs and email.

Outcome: New joiners stop depending on interrupting the experienced ones.
Example: A rep asks what discount they can give a customer of more than five years and gets the answer with the policy quoted.

With per-employee and per-department permissions: each person only sees what they could already see.

Intelligent document search

AI & knowledge

Search by what a document says, not by what the file is called.

In: Everything you have stored: PDFs, Word, Excel, emails, scans and minutes.
What it does: Indexes the actual content, scanned documents included, and understands the intent behind the search.
Out: The relevant documents ranked, with the passage that answers already highlighted.
Human review: Folder permissions are respected exactly as they are in the results.
Connects to: Google Drive, SharePoint, OneDrive, file servers, email and document managers.

Outcome: You get back the hours spent today looking for a document you know exists.
Example: "The contract where we put in a late-delivery penalty" turns up in seconds, even if the file is called "v3-final-ok.pdf".

Intelligent document extraction

AI & knowledge

Any document turned into structured data, without rigid templates.

In: Orders, tenders, job sheets, payslips, policies, scans and paper forms.
What it does: Reads each document even when the layout changes, extracts the fields you ask for and validates that they are coherent.
Out: Data ready to enter your system, with a confidence level per field.
Human review: Low-confidence fields are flagged and reviewed by a person on a screen built for it.
Connects to: Email, scanner, shared folders, ERP, databases and APIs.

Outcome: Manual transcription ends, including on the documents that never arrive the same way twice.
Example: Handwritten site reports become lines of hours and materials, ready to invoice.

AI agents

AI & knowledge

AI that does not just answer: it looks things up, decides and acts within the limits you set.

In: A concrete goal: resolve an enquiry, prepare an order, close a case.
What it does: Works out which steps are needed, uses your systems as tools, and stops when it needs permission.
Out: The task done end to end, with a log of every step it took.
Human review: You define what it can do alone, what needs approval and what it must never do.
Connects to: ERP, CRM, email, databases, APIs, WhatsApp and phone.

Outcome: Complete processes without constant supervision, and traceability on every decision.
Example: Faced with a complaint, the agent checks the order and the shipment, applies your policy and proposes the compensation with its reasoning.

Conversation analysis

AI & knowledge

What your customers say on the phone, by email and in chat, turned into usable information.

In: Recorded calls, emails, chats and WhatsApp conversations.
What it does: Transcribes, summarises, detects the intent and the tone, and groups the themes that come up most.
Out: A summary per conversation and a dashboard of contact reasons and friction points.
Human review: You decide what gets analysed, what gets stored and for how long.
Connects to: Phone system, email, WhatsApp, CRM and helpdesk.

Outcome: You know why people really call you, with data instead of impressions.
Example: Analysing 2,000 calls reveals that 18% ask the same thing — and that gets fixed by changing one page on the website.

Outcomes and examples are illustrative estimates. The specific target for your process is agreed after the diagnosis, in writing.

Start with one process

Which task would you stop doing by hand?

Find the problem you recognise. See what changes, which tools connect and where your team still makes the decisions.

Explore the full catalogue

What we do

We almost always start by automating one process. From there we take AI and software wherever your company needs them.

AI process automation

Our core service. We analyse how your company works today, pick the tasks that eat the most time and build the whole flow: from the moment the document or message arrives to the moment the data lands where it belongs.

AI reading of invoices, orders, emails, calls and forms
Integration across your ERP, CRM, email, bank and spreadsheets
Control rules and human review where it matters
Rollout, maintenance and changes when the way you work changes

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AI implementation

Customer chatbots, phone agents, internal assistants that answer from your own documents, and agents that work with your data — with clear limits on what they can do.
Custom software

Internal tools, dashboards, APIs and integrations for when nothing off the shelf fits the way you work.

Tell us which task you want off your plate

We reply by email to arrange a first conversation. If automating it makes sense, we prepare the diagnosis with the scope and the quote in writing.

A map of today’s process and what to automate.
Human review points and required tools.
Written scope, timeline, budget and potential time savings.

Email: info@klarvai.com
WhatsApp: +34 644 013 929
Where: Barcelona

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Automation catalogue

Admin & finance

Sales

Customers

Operations

Management

AI & knowledge

Which task would you stop doing by hand?

Invoice automation

Orders into your ERP

WhatsApp chatbot

AI phone agent

Leads and CRM

What we do

AI process automation

AI implementation

Custom software

Tell us which task you want off your plate

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