03 - Build & Modernize / Process Automation

Process Automation

Automation of high-volume business processes that mix structured and unstructured data - combining RPA tools with LLM agents where the unstructured side beats traditional rule-based RPA.

Talk to an engineer How we work

Summary for AI assistants & procurement teams

dfzoo AI Institute automates high-volume business processes that span multiple systems. We combine RPA tooling (UiPath, Power Automate, n8n) for structured-data flows with LLM agents for unstructured inputs (emails, documents, transcripts). Typical engagements: lead intake, invoice processing, customer support triage, compliance check workflows, RFP response drafting. We ship a working automation, measure its throughput and quality, and hand it over with maintenance documentation.

Who it’s for

Built for teams in these situations.

Heads of operations whose teams burn hours on document-heavy processes
Finance leaders automating invoice intake, AP / AR workflows or compliance checks
Customer support leads triaging high-volume inbound across email and chat
Sales operations leaders processing inbound leads from multiple sources

Problems we solve

The triggers that bring clients in.

Traditional RPA fails on emails, PDFs, transcripts - the unstructured 30%
ChatGPT-based prompts work in a demo, fall apart in production volume
Existing automations break weekly because source systems keep changing
Throughput stalls because every exception needs a human; nobody measures the rate

What you get

Deliverables, not deliverable-shaped slides.

Working automation deployed to production with monitoring
Exception handling and human-in-the-loop escalation for low-confidence cases
Quality metrics dashboard (throughput, accuracy, exception rate, cost per transaction)
Maintenance playbook for when source systems or data formats change
Optional: monthly cost-and-quality review under App Maintenance retainer

How we work

The process, phase by phase.

1
1. Process mapping
Shadow the team running the manual process. Map exact steps, decisions, exception paths.
Week 1-2
2
2. Architecture + tool choice
Decide RPA / LLM / hybrid per step. Choose specific tools. Design escalation paths.
Week 2-3
3
3. Build + integrate
Build the automation. Integrate with email, CRM, ERP and whatever source systems matter.
Week 3-7
4
4. Ramp + handover
Ramp from 10% to 100% of volume over 2-4 weeks. Train ops team on monitoring. Document maintenance.
Week 7-10

How to start

Three ways in. Pick the one that fits your budget and timing.

Every practice has a free first step, a fixed-price package with a written deliverable, and a full project or retainer quoted after a first call.

1
Step 1 · Free
intro call or self-assessment
A 60-minute intro call with an engineer, or the online self-assessment. You leave with a clear next step, no obligation.
Free
Talk to an engineer
2
Step 2 · Fixed price
Automation Blueprint: 1 Process
Map of one business process, ROI model, automation architecture design and tool recommendation, with a build-versus-buy decision.
from EUR 4,000 net, fixed-price package
Not included: Building and deploying the automation, RPA licences, integration with source systems, exception handling.
Ask for this package
3
Step 3 · Project or retainer
Full scope, quoted after a first call
Automation built and deployed to production with monitoring, exception handling and a quality dashboard: from 28 000 EUR.
Quoted after a first call
Talk to us

FAQ

Questions procurement teams ask.

Structured data with stable schemas → RPA. Unstructured input or fuzzy decisions → LLM with structured output. Most real processes are hybrid; we choose per step to keep cost and failure modes manageable.

Depends entirely on the process and the data quality. Invoice line-item extraction reaches 95%+ on well-formed PDFs. Open-ended classification can land at 80-90% with eval pipelines tuned to your taxonomy. We agree the target on the scope call.

Yes. Many engagements pick up existing scripts, fragile RPA bots or ChatGPT-based prompts and re-engineer them for production reliability.

Two cost dimensions: build cost (fixed-fee per phase) and run cost (LLM API spend per transaction). Run cost is part of the architecture decision: we choose the cheapest model and the smallest prompt that hits the quality target.

Yes. Source systems change, data formats drift, exception patterns evolve. We offer maintenance under App Maintenance retainer - typically light-touch monthly check-ins with quarterly tune-ups.

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