Services firm
Internal assistant answers from your company documents
Internal questionAI assistantAnswer + source
AI operational automation for SMEs
Your team isn't slow.
Your processes are too manual.
FlowStack designs and implements AI operational automation systems that reduce manual work in SMEs — across email, documents, CRM, support and backoffice.
We don't replace your software. We automate the repetitive work around it.
2–4 wks
To first automation
Measurable
Manual work reduced
Supervised
Human approval where it matters
Live workflowRunning
Inbound email received
client@company.com · 09:42
Classified: invoice query
Confidence 96% · routed to finance
CRM updated · task created
HubSpot · assigned to Maria
Reply drafted · pending approval
Waiting for human review
Connects with
GmailHubSpotOutlookNotionSlackPipedriveMicrosoft 365+40 more
Concrete
What we deliver in practice.
Every project delivers tangible pieces — not slide decks or promises. Everything goes into operations at the end of the work.
01
Automated workflows
02
Internal assistants
03
Email, document and CRM automation
04
Pending-work dashboards
05
Human approvals
06
Documentation, training and support
The Problem
Your problems aren't technology problems. They're operational.
European SMEs don't fail from lack of AI. They fail because operations are fragmented across email, Excel, WhatsApp, shared folders and tools that don't talk to each other.
email-overload
The inbox is the to-do list. Repetitive messages eat hours every day.
docs-scattered
Documents arrive via email, WhatsApp, portals and folders. Nobody knows where anything is.
crm-stale
The CRM is never up to date. Leads slip because follow-up depends on memory.
reports-manual
Monthly reports are built by hand in Excel. They take hours and are always behind.
knowledge-trapped
Knowledge lives in people's heads, old emails and forgotten documents.
copy-paste-tax
The team spends the day copying data between tools. Human error guaranteed.
support-repeat
Support answers the same questions every day, with no shared knowledge base.
ai-shadow-it
Employees already use ChatGPT on their own. No rules, no control, no audit trail.
What We Implement
We don't sell tools. We design and implement the systems.
Six types of system we build custom for each client, using the right tools for the context. Connected to your data, your flows and the people who make the decisions.
Email & workflow automation
Classify, route and reply to messages. Create tasks. Notify owners. With human approval where it matters.
e.g. client email → CRM task + draft reply
Document AI & OCR
Invoices, contracts, receipts, forms. Data extraction, classification, correct filing and automatic validation.
e.g. PDF received → data in dashboard + filed automatically
CRM & sales automation
Qualify leads, create records, keep the pipeline updated and trigger follow-ups when things stall.
e.g. new lead → qualified + CRM record + sequence
Internal AI assistants
Answer employee questions using your approved company documents, always with source references.
e.g. "what's the leave policy?" → answer with source
Supervised operational agents
Monitor tasks, write daily summaries, flag blockers and escalate issues — under clear rules.
e.g. agent sends daily summary to manager via Slack
Dashboards & visibility
Managers see in real time what's pending, where blockers are, and which AI actions need approval.
e.g. single panel with everything that needs attention
How It Works
A clear process. No vague transformation promises.
01
Assess
Sessions with your team to map current processes. We identify where the manual work lives and what each automation is worth.
02
Design
We define flows, integrations, data, approvals and metrics. We deliver a concrete roadmap with timelines and forecast costs.
03
Implement
We build and deploy automations, assistants and supervised agents. We integrate with your Gmail, CRM, Notion, Slack or any other tool.
04
Operate & improve
We monitor the flows, tune prompts, fix issues and extend the system. The AI gets better every month.
Where To Start
Recommended first use cases. Fast ROI, low risk.
The highest-return starting points in the first phase. Typically covered in a single 2 to 4 week Automation Sprint.
Email triage
Document classification
Lead follow-up
CRM updates
Recurring reports
Repetitive questions
Admin tasks
Internal document search
Real Examples
Five concrete automations. Not abstract capabilities.
Flows we've implemented or that typically fit a 2 to 4 week Sprint.
General operations
Agent sends a daily summary of what's pending
Multiple sourcesAI agentSlack summary
Sales team
Lead qualification and follow-up without losing anyone
New leadAI qualifiesCRMSequence active
Admin backoffice
Incoming documents processed, classified and filed
PDFOCR + AIData extractedDashboard
Sector: professional offices
Automatic triage of incoming email requests
Email receivedAI classifiesTask createdReply to review
Ideal For
Built for SMEs that are growing while operations stay manual.
Services firms
Admin teams
Sales teams
Professional offices
Clinics and healthcare
Real estate agencies
Document, email and CRM operations
Ideal for companies with repetitive processes, an overloaded team and tools already in use — not for those just looking to experiment with AI without a business case.
Control & Governance
AI with control. Not with chaos.
The systems we build have human approval, audit logs, access control and privacy-aware design. AI supports your team — it doesn't make critical decisions without supervision.
Human-in-the-loop
Sensitive actions require human approval before execution.
Audit logs
Every AI action is logged: what, when, with what data, on whose order.
Access control
Every user, agent and integration with explicit, revocable permissions.
EU data residency
Models and processing on European infrastructure. Designed for GDPR and European AI requirements.
We apply principles of governance, traceability and control from the initial design of every automation — because automating sensitive work without this foundation just shifts the risk.
Services
A progressive journey. Start with the assessment.
From initial mapping to ongoing operations. Each phase prepares the next — without committing to what comes after.
Process Assessment
1–2 weeks
We map your processes, identify opportunities for AI operational automation and deliver a concrete roadmap with priorities and estimated ROI.
Team sessions
Process map
Prioritized roadmap
Most popular
Automation Sprint
2–4 weeks
Implementation of one or two high-impact automations. Focused on fast, visible ROI. Ready to use by sprint end.
Everything in Assessment
Automation deployed
Integrations configured
Team training
AI Operations System
2–4 months
A complete system: multiple workflows, supervised agents, management dashboards and an internal knowledge base.
Multiple automations
Internal assistant
Executive dashboards
Monthly Support & Optimization
Monthly
We monitor, improve and extend existing workflows. Tune prompts, fix issues and add new automations as operations evolve.
Active monitoring
Monthly improvements
Priority support
The Next Step
Find out what your company can automate in the next 30 days.
In 30 minutes we identify 2–3 processes with real automation potential and tell you whether it's worth moving forward. No commitment, no automated sales pitch.
or
Reply within 24 hours · Available in PT and EN