The back office, running on time.
Forms, orders and contracts read on arrival. Requests routed, schedules kept, suppliers chased, and the weekly report written before anyone asks for it.
We need 2,000 shipping boxes by Friday.
A colleague asks for something in the chat you already use.
Operations is a thousand small handoffs.
A request arrives by email, gets copied into a spreadsheet, waits for a quote, waits for an approval and turns into an order someone has to remember to place. Each step is small. Together they are the week.
The work it takes off your team
- 01Reading forms, orders and contractsBy hand today
- 02Routing requests to the right personBy hand today
- 03Booking and reschedulingBy hand today
- 04Collecting quotes from suppliersBy hand today
- 05Raising purchase ordersBy hand today
- 06Assembling the weekly reportBy hand today
A team of agents and workflows, each with one job.
Each has only the tools its job needs and a budget checked every time it runs. None of them decides what a person should.
- Document intake agentReads forms, orders and contracts, and files what they say.
- Scheduling workflowBooks, confirms and reschedules around your calendars.
- Procurement workflowTakes a request through quotes to a purchase order.
- Operations reportAssembles the weekly numbers from every system you use.
- Forms
- Calendars
- Spreadsheets
- ERP
- Document storage
The calls that stay yours.
The agents do the work. These are the decisions they bring to a person, with the evidence beside each one.
- 01
Purchases above your limit
The request, the quotes and the policy check arrive together.
- 02
Changes to a contract
An agent can read and summarise a contract. It never changes one.
- 03
Exceptions to policy
Anything the rules cannot place is routed to a person, with the reason.
Controls built into the work.
Not policies in a document: properties of how this department runs.
- 01
Policy in code
Limits and purchasing rules are code, so the same request always gets the same answer.
- 02
Least privilege
Each workflow can use only the tools it is given. The one that raises an order cannot pay it.
- 03
Every change on the record
Who asked, what was decided, by whom and when.
Measured on the record, not estimated.
- 01
Request to order
End to end, for every request.
- 02
Handled without a handoff
The share no one had to touch.
- 03
Items overdue
What is waiting, and on whom.
- 04
Cost per request
Every run, priced.
Every run is recorded with its time, its steps, its decisions and its cost, so these are read from the record, not estimated.
The questions operators ask first.
What exactly do you build?
Five sizes of the same thing. An automation takes one repetitive process off your team. An AI agent handles a defined business function with judgement. An AI system connects several agents and workflows. An AI department runs a whole function end to end, and an AI operating system puts every department under one orchestrator. All of them run on the same platform, with the same approvals and the same record.
Do we have to change our tools?
No. That is the point. We build against the CRM, accounting system, inboxes and spreadsheets you already run, through their own APIs. If something genuinely cannot be automated where it stands, we tell you before you pay for it.
What happens when an agent gets it wrong?
Anything that would reach a customer or leave your business starts behind a person’s approval, so a wrong draft stops there, not in someone’s inbox, unless you have chosen to let that kind of work run on its own. Every run is recorded step by step, so a wrong call is traceable the same day. Where a fact is missing, the work stops and names it instead of guessing.
Will the AI act on its own?
Only where you have allowed it, and only once its record shows it can. Every agent starts supervised; anything that leaves your business starts as a draft or a proposal a person approves. Running unattended is earned task by task, on your own records.
How much does it cost?
Builds start from €750 for a focused automation, €2,500 for an AI agent, €5,000 for an AI system and €10,000 for an AI department; enterprise programmes are priced per scope. Keeping a system monitored and improving starts from €250 a month. The real figure depends on scope, integrations, data, rules and support, so after a free assessment call you get a written scope and a fixed price before anything starts.
Other departments
Find the first thing worth automating.
Bring us one process your team loses time on. We'll map it, show you what can be automated and what a Dephrast system would look like, whether or not you build it with us.
Free, 30 minutes, and a reply from a person within one working day.