Read enquiries and documents
For example, reading quote requests, order forms or invoices as they arrive and pulling out the names, numbers, dates and amounts.
AI workflows for your business
Hand repetitive admin to AI, with a person in the loop. We build workflows that read enquiries and documents, put the details where you need them and draft replies for you to approve.
A small team in Durbanville, Cape Town
What an AI workflow is, in plain words
A workflow is a set of steps that runs when something happens, like an email arriving. AI does the reading and writing in the middle, and a person still decides what goes out.
Say a quote request lands in your inbox.
By hand
- Someone opens the email and reads it. Manual
- They copy the name, number and job into a spreadsheet. Manual
- They write a reply from scratch. Manual
- Following up depends on someone remembering. Manual
Every step waits for a person.
With a workflow
- The email is read as soon as it arrives. Automatic
- The name, number and job go into your spreadsheet. Automatic
- A reply is drafted for you. Automatic
- You check it, change what you like and press send. You decide
Only the last step waits for you.
What we can build, for example
Every business works differently, so treat these as examples rather than a menu.
Put leads where you work
For example, adding every new lead to a spreadsheet or another tool you already use, so nobody has to retype it.
Draft replies for approval
For example, writing a first reply to each enquiry and holding it until someone checks it and presses send.
Sort and summarise
For example, sorting incoming messages by type or urgency, or summarising a long email thread in a few lines.
How we approach it
Small steps, and we suggest a person checks what goes out.
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Start with one task
We pick one repetitive task that takes up time every week, get it working well, and only then look at the next one.
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Keep a person in the loop
We recommend that anything going to a customer waits for a person to check it. The AI drafts, you decide.
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POPIA in mind
Enquiries and documents carry personal information, so we talk through what a workflow reads, where the details go and who can see them, with POPIA in mind.
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See the time it saves
If you like, we can time the task before we start and again once the workflow runs, so you can see whether it was worth it.
AI we’ve already built
Two AI tools we built into VisionLink, our own platform. In both, AI does the first draft and nothing is saved until a person says so.
Card assistant
Give it a public website and it drafts a VisionLink card from it, or ask it to change your bio, title or links. Nothing saves until you tap Apply, and it asks for your consent the first time you use it.
On Basic and Pro
AI card scanner
Take a photo of a paper business card. The scanner reads it, you check the details, and it’s saved as a lead. Scan photos are kept privately and deleted after a year.
On Basic and Pro
These are features of our own product. A workflow for your business is built around your tools and the way you work.
See VisionLink’s featuresQuestions about AI workflows
Straight answers before you get in touch.
What is an AI workflow?
A set of steps that runs when something happens, like an email or a form arriving. AI does the reading, sorting or writing in the middle, and a person can check anything that matters before it goes out.
Will AI reply to my customers on its own?
Not unless you want it to. We suggest that a person checks anything that goes to a customer: the AI drafts the reply and you decide whether it’s sent.
Do I need new software?
We start from the tools you already use, like your email and spreadsheets, and connect the workflow to them where we can.
What about my customers’ personal information?
Enquiries and documents carry personal information, so before we build anything we talk through what the workflow reads, where the details go and who can see them, with POPIA in mind.
How much does a workflow cost?
It depends on the task and the tools involved, so we quote once we understand what you need. Starting with one task keeps the first step small.
Have you built AI tools before?
Yes. We built the card assistant and the AI card scanner in VisionLink. The assistant drafts a card from a public website and changes nothing until you tap Apply. The scanner turns a photo of a paper business card into a lead.
Tell us which task to start with
Describe a job your team repeats every week. We’ll tell you whether a workflow can take it on, and send you a quote.
Prefer email? Write to support@visionlink.co.za