AI agents that know your company, prepare decisions and speed up operations

Hellomatik integrates the data from the company's systems into a single blueprint, for one department or the whole organisation. On that blueprint, AI agents prepare each decision, and the approver accepts, amends or rejects it.

Hellomatik integrates the data from the company's systems into a single blueprint, for one department or the whole organisation. On that blueprint, AI agents prepare each decision, and the approver accepts, amends or rejects it.

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01 · Use cases

Use cases in operation, by department

A use case is one department decision that the agent prepares from the company's email and management systems.

The agent reads the systems, checks the data and prepares the result; the company decides, procedure by procedure, whether the result goes through on its own or waits for the approver to accept, amend or reject it.

Sales and Purchasing

  • Email order processing

    The agent drafts the sales order in the management system from the customer's email, with stock and credit limit already checked.

  • Supplier invoice posting

    The agent matches each supplier invoice against its purchase order and delivery note, flags the discrepancies and leaves the entry ready to post.

  • Pre‑call account review

    The agent compiles a one‑page summary of the customer's open orders, order history, open complaints and overdue balance.

  • Order drop‑off alerts

    The agent sends an alert when a customer's orders fall in volume or frequency below their usual pattern.

Logistics

  • Unshipped order monitoring

    The agent delivers each morning the list of orders that have not shipped, with the reason for each delay.

  • Freight invoice audit

    The agent checks each carrier invoice line against the actual shipments and flags the lines that do not match.

  • Order status enquiries

    The agent drafts the reply to a customer asking about an order, with the status checked in the management system, the warehouse system and the carrier's tracking system.

  • Delivery issue handling

    The agent drafts the reply to a customer reporting a delivery issue, with the signed proof of delivery attached.

New use cases, built for each company

The company chooses the first decision and the ones added later.

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02 · Data, procedures and formulas

The company blueprint

The company blueprint is the written description of its data, its procedures and its formulas: what data the company holds, how it carries out each procedure and how it calculates each figure. AI agents prepare each decision on that blueprint, and the approver accepts, amends or rejects it.

The figure scrolls sideways

Reading from the systems

The blueprint brings together the data from the management systems, the warehouse and email, with a single definition of each customer, order and item.

What each system records no longer has to be reconciled by hand.

Reports and alerts

A report answers a business question using the formulas in the blueprint, and an alert is raised when the answer changes.

Every figure shows the system it came from and when it was read, so it can be checked without opening the systems.

Automations

An automation is a company procedure that an AI agent prepares step by step according to the blueprint.

The procedure follows the same steps every time, and the approver reviews the result instead of gathering the data.

Approvals

An approval is the approver's ruling on the result an agent has prepared: to accept, amend or reject it.

The company decides which procedures are automatic and which require approval, and every approval is recorded in the approval log.

03 · How it works

A use case, step by step

A run is one execution of a procedure, from the source data to the approver's ruling: the agent reads the systems, runs the checks and prepares the result, and the approver decides.

Supplier invoice posting

In preparationPending approval
  1. Supplier invoiceInvoice data extracted
  2. Agreed pricePrice difference from the agreed price
  3. Quantity receivedQuantities matching the delivery note
  4. PostingPosting prepared with the price difference flagged
  5. Price difference alert sent to Purchasing
Finance approves, changes or rejects the posting, with the price difference flagged.ApprovePosted as proposedAmendProposed posting amended before recordingRejectInvoice left unposted, with the reason, and Purchasing alerted if the reason concerns the supplierApproval log: each decision and who made it

Every run is kept in the operations log, and every approval in the approval log, along with who gave it.

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04 · Decisions

Learning from decisions

Learning is the cycle in which the agent drafts a proposal, the approver accepts, amends or rejects it, and the procedure takes on that correction once the approver has accepted it.

Each correction is made once and applies to every similar decision from then on.

Approval historyProposal amendedThe next task usesapproved corrections1 · Preparation2 · Approval3 · Correction

  1. Preparation · The agent drafts a proposal for each decision, following the company blueprint and the approved corrections.

  2. Approval · The approver accepts, amends or rejects the proposal, and the approval is recorded in the approval log.

  3. Correction · After an amended or rejected proposal, the agent drafts a change to the procedure, which takes effect once the approver accepts it.

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In the first meeting, the company explains which systems it uses and which decision it wants to start with, and receives a plan for going live.

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