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

Hellomatik integrates the data from the company's systems into a single map, for one department or the whole organisation. AI agents operate on that map, analysing, preparing and executing each operation.

Hellomatik integrates the data from the company's systems into a single map, for one department or the whole organisation. AI agents operate on that map, analysing, preparing and executing each operation.

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Companies using Hellomatik
  • LIXIL
  • Joma Sports
  • Clínica Planas
01 · Use cases

Use cases in operation, by department

A use case is one department task whose result the agent prepares using the company's email, ERP, CRM and other management systems.

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

Three cases, run step by step further down:

Email order processing · Supplier invoice posting · Pre‑call account review

Sales and Purchasing

  • Email order processing

    The agent drafts the sales order in the ERP 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 ERP, 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 selects the first task and any tasks added later.

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02 · Data, procedures and analyses

The company map

The company map records the data the company holds, how each task is carried out and how each business question is analysed. AI agents are the software that prepares each task and each analysis in line with the map.

The figure scrolls sideways

Reading from the systems

The map draws together data from the ERP, CRM, warehouse management system (WMS) 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 analyses defined in the map, 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 map.

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

Approvals

An approval is the decision a person takes to approve, change or reject work that an agent has prepared.

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 the path of one task from the source data to a decision: 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 decision in the approval log, along with who made 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 agent adjusts the procedure to match that decision.

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

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

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

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

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

Book a meeting

In the first meeting, the company presents the systems it uses and the task it wants to start with, and receives an implementation proposal.

Companies using Hellomatik
  • LIXIL
  • Joma Sports
  • Clínica Planas

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