01 / SALES
Quote requested. Quote sent.
Reads the enquiry, creates the CRM record, checks pricing and emails the quote. Then follows up.
AI AS A TEAM / HUMANS IN CONTROL
THE WORK GETS DONE.
YOUR TEAM GETS TIME BACK.
AI agents send quotes, follow up leads, enter purchase orders, arrange procurement, reconcile accounts and chase invoices. Connected into a team, they carry work between departments while people oversee results and handle exceptions.
02 / OPERATIONS
Order accepted. Job underway.
Checks the agreed scope, opens the job, orders materials and keeps the customer updated.
03 / FINANCE
Work completed. Invoice chased.
Sends the invoice, matches the payment and follows up overdue balances.
Your team oversee the work. Agents complete agreed routine actions. Unusual terms, a spending limit or a customer dispute bring a human into the loop.
FOLLOW THE WORK, STEP BY STEP
WHAT COULD YOUR
AI TEAM TAKE OFF YOUR PLATE?
Choose a job you recognise. See what starts it, what each agent does and where a human gets involved. These examples show what we can design around your systems and business rules.
Illustrative workflows. We tailor the connections, actions and limits to your business.
It starts here. A new customer emails asking for a quote.
- 01
Create the customer and opportunity.
Your sales agent reads the enquiry, checks for an existing customer, creates or updates the CRM record and logs exactly what they need.
- 02
Get the details and build the quote.
Missing a quantity, specification or delivery address? The agent asks. It then checks your price list, stock and margin rules, builds the quote and emails it to the customer.
- 03
Follow up until there is an answer.
The agent follows your follow-up schedule, handles routine questions and updates the opportunity. An acceptance stops the reminders and triggers the next stage.
- 04
Check the accepted terms.
Operations compares the order or contract with the quote: scope, quantities, delivery dates and payment terms. Differences outside your rules go to a human with the changed terms highlighted.
- 05
Create the job and order the materials.
The operations agent opens the job, checks available stock and raises purchase orders with approved suppliers within your spending limits.
- 06
Keep delivery and the customer moving.
It records supplier confirmations, updates the job schedule and sends progress updates. A late shipment is flagged with the affected job and customer identified.
- 07
Invoice when the work is complete.
Once completion is recorded, Ben in Finance checks the billable items against the accepted quote and approved variations, then creates and sends the invoice.
- 08
Reconcile the payment and chase what is overdue.
Ben matches the payment to the invoice, updates the account and follows up unpaid balances. Disputed invoices are paused and escalated with the history attached.
YOUR DEPARTMENTS. MORE CAPACITY.
GIVE THE REPEATABLE WORK
TO YOUR AI TEAMMATES.
Start with the work that slows you down. We choose the first roles and connections around the result you want.
DEPT / 03
Sales & Marketing
Quote the work. Follow up the lead. Keep your pipeline moving while your team builds the relationships.
- Answer quote enquiries and collect the missing details
- Create customers and opportunities in your CRM
- Build and email quotes using your pricing and margin rules
- Follow up outstanding quotes and record the replies
- Run approved email and SMS campaigns and handle responses
- Hand accepted work to Operations with the customer history attached
People approve new offers, unusual discounts and exceptions to your commercial rules.
DEPT / 04
Product & Operations
Enter purchase orders, open jobs, buy materials and keep customers updated. Move the work through to completion.
- Read incoming POs, check prices and enter sales orders
- Compare accepted scope, dates and terms with the quote
- Create jobs, assign agreed tasks and update schedules
- Check stock and place orders with approved suppliers
- Track supplier confirmations and chase late deliveries
- Send progress updates and pass completed work to Finance
People decide on changed contract terms, purchases over agreed limits and critical delivery changes.
DEPT / 05
Finance, HR & Admin
Meet Ben. Your finance teammate enters invoices, reconciles payments and follows up unpaid accounts.
- Match supplier invoices to purchase orders and goods received
- Enter invoices and flag duplicates or price differences
- Reconcile routine transactions and match customer payments
- Send invoices when completed work is recorded
- Chase overdue accounts and record promised payment dates
- Prepare onboarding documents and track required HR paperwork
Payments, payroll changes, write-offs and sensitive employment decisions stay with authorised team members.
DEPT / 01
Strategy & Analytics
Start the day knowing what sold, what is overdue and where work is stuck. Turn scattered numbers into decisions.
- Compile sales, margin and cash-flow reports from agreed sources
- Identify stalled quotes and jobs missing their deadlines
- Compare results against your targets and highlight changes
- Send your daily summary with the underlying records attached
Your leadership team sets the targets and makes strategic decisions.
DEPT / 02
Legal & Compliance
Check documents against your approved terms and procedures. Bring people the specific differences that need a decision.
- Compare a customer contract with your standard terms
- Flag changed payment dates, liability clauses and scope
- Track contract renewals and required certificates
- Chase missing compliance documents and update their status
Qualified professionals provide legal advice and approve binding or non-standard terms.
DEPT / 06
IT, Data & Security
Keep the connections, knowledge and access behind your AI team maintained. Vaultege takes care of the technical work.
- Keep agreed business information and knowledge sources current
- Monitor failed workflows and alert the technical team
- Run agreed access checks and flag permissions for review
- Maintain connections and investigate recurring system issues
Privileged changes follow controlled approval paths under Vaultege’s technical management.
FIRST WIN. THEN EXPAND.
You don’t need every department on day one.
We start with your strongest bottleneck, deployed agents and a working automation. Then build towards more autonomous operations through your ongoing roadmap.
ONE REQUEST. WORK GETTING DONE.
FINISH THE CALL.
HAND OVER THE WORK.
Your business development manager finishes a call with a new lead. Tell the sales agent what they need. It creates the customer and opportunity, builds the quote and emails it within your pricing rules.
The follow-up is already scheduled. When the quote is accepted, Operations receives the order and delivery details. Your BDM can move to the next customer conversation.
Other workflows start automatically from an incoming email, a changed order or an agreed schedule. You do not need to prompt every step.
YOUR TEAMSALESBEN / FINANCEOPERATIONS
HUMAN JUDGEMENT WHERE IT MATTERS
THE ROUTINE RUNS.
THE EXCEPTIONS FIND YOU.
A standard order passes its checks and enters your system. A changed price is flagged. An approved supplier gets the PO. A purchase above the agreed limit comes to a human.
People can see what happened, review results and make the calls assigned to them. Vaultege monitors and maintains the system, so managing AI does not become another full-time job for you.
Vaultege handles the design, setup, security, monitoring and improvement.
You explain how your business works and make the decisions that need your judgement. We build and manage the system around you.
ILLUSTRATIVE OWNER VIEW
WORK YOU CAN SEEOpen your workspace.
See what’s already done.
Quote sent. Follow-up scheduled.Customer and opportunity updated in the CRM.
DONEPurchase order entered.Pricing matched. Order passed to Operations.
DONEPayment matched to invoice.Account updated. Reminder stopped.
DONEA decision needs your judgement.The customer requested different payment terms. The agent has highlighted the change for you.
YOUR CALLVaultege looks after the system. Your team handles the business decisions assigned to people.
THE FOUNDATION THAT MAKES IT WORK
ONE TEAM.
YOUR WAY OF WORKING.
Your data lake connects the relevant information. Your company brain holds your procedures, voice and business rules. Each agent gets the knowledge and access its role needs.
People and agents collaborate directly in a shared workspace. Your customers get a joined-up experience, and your team can see the history behind the work.
Inside the data foundationA CONNECTED TEAM / HUMAN + AIV.05
YOUR SHARED WORKSPACEPeople and agents, working directly together.
03Sales
04Operations
05Finance & HR
01Strategy
02Legal
06IT & Security
VAULTEGE HANDLES THE SYSTEMDesign. Setup. Security. Monitoring. Improvement.
CONNECTED DATA + COMPANY BRAIN
AGENTS DO. HUMANS OVERSEE.06 DEPARTMENTS
YOUR NEXT MOVE
LESS TALK.
MORE WORKFORCE.
Find out what AI could take off your team’s plate.
Start with a fit review and a readiness conversation. Your AI Opportunity Map shows where to begin.
Tell us about your business. We’ll review the fit.
Agents deployed. A working automation. Within two weeks.
No ongoing fees until an automation is deployed. No long-term contracts. No lock-in.