AI Operations

AI Operations Systems: Proposals, Documents and Back-Office Automation

What is an AI Operations system?

An AI operations system takes the paperwork that follows every sale, proposals, supplier invoices, job updates, handoffs, and moves it to the right place automatically, flagging only the exceptions for a person. It is how an owner-run company stops losing evenings to admin.

Admin is where owner time disappears

Every job creates paperwork, and in an owner-run company most of it lands on the owner. The work isn’t hard; it’s constant. That is exactly the kind of work software should carry, with a person looking only at the exceptions.

What we automate

Turning measurements into a branded, multi-option proposal
Reading supplier invoices and attaching them to the right job
Handing a signed deal to the CRM with everything attached

What stays human

Approving prices, payments and refunds
Resolving exceptions the system flags
Anything that needs a license or professional judgment

Systems

AI Operations systems we build

Built

Proposal Automation

The tablet In-Home Proposal System built on this approach is live at Certified Contracting. The measurement-to-PDF generator and the payment flow in our internal Certified AI system are built but not in production.

Proposal automation turns measurements and a chosen scope into a branded, multi-option proposal in minutes, using your price book, and can carry an accepted proposal through e-signature and payment. A person sets prices and approves every proposal before it goes out.

Built

Invoice-to-Job Automation

Built for a roofing contractor's CRM. Matching rules are specific to each company's suppliers and job naming.

Invoice-to-job automation reads supplier invoices as they arrive by email, extracts the job reference, amounts and line items, and attaches each invoice to the matching job in your CRM. Anything it can't match with confidence goes to a person, so material cost is known per job instead of discovered at month end.

Proof and insights

AI Operations builds and write-ups

Built in-houseBuilt

AI Operations: common questions

Do we have to switch software?

No. We build around the tools you already run, your CRM, email and accounting, and only recommend a change when a tool genuinely can't be connected.

Also see: AI Marketing systems · AI Sales systems · Certified Academy

Show us one workflow. We will tell you what to automate, and what not to.

30 minutes. We map one workflow and tell you what should and should not be automated.

Book an AI Systems Audit