Use case · Back-Office Automation

The paperwork nobody should be doing.
Read, drafted, routed — approved by a human.

Every business in the 25–150 range has documents that get assembled by hand a hundred times a month, and systems nobody's job is to check. This is that work — the certificate of insurance, the prior-auth letter, the PDF order retyped into the ERP, the cert package, the board packet — done by software, with your people approving before anything leaves.

The shape of every build on this page. Blue is software. Green is your people.

INSURANCE AGENCIES

Certificates of insurance

The contractor's GC won't let the crew on site until the cert is emailed. A CSR opens the AMS, checks the holder wording, issues the ACORD 25 — 15 minutes when nothing's odd, an hour when the contract wants something the policy doesn't say.

Now: request read → policy pulled from Epic/AMS360 → wording checked → ACORD 25 drafted → anything needing an endorsement flagged, not guessed

MEDICAL PRACTICES

Prior-auth letters

39 prior authorizations per physician per week, 13 hours of staff time, 12 payer portals with 12 logins. Every imaging order and specialty drug needs a payer-specific form with clinical notes attached.

Now: PA letter drafted from the chart note against that payer's rules → staff reviews → submitted through the portal as before. The 45-minute hunt for "what does Highmark need for this CPT" becomes 30 seconds.

DISTRIBUTORS

PDF orders keyed into the ERP

CSRs retype emailed and faxed POs into Prophet 21 or SX.e line by line, translating customer part numbers, while the phone rings. $30–$100 of labor per order; 1–3% error rate; every error is a return, a credit memo, a re-ship.

Now: PDF/email PO read → cross-referenced to the customer's part numbers and price list → staged as a draft sales order for one-click review → exceptions flagged

MACHINE SHOPS

Cert packages & rev control

Parts shipped Tuesday; the invoice can't go out until material certs, the C of C, and the inspection report are assembled. Meanwhile an ECO sat in a customer portal since Thursday and 200 parts got made to the old rev.

Now: cert package assembled from the traveler and inspection records → portals and inboxes watched for ECOs and rev changes → the right person pinged with part and rev called out

PROPERTY & HOA MANAGEMENT

Board packets & owner explanations

Fourteen associations, fourteen monthly packets, one community manager. And the owner's 4:30 PM email: "Why was there a $1,140 plumbing charge?" — 40 minutes reconstructing it from work orders.

Now: packets assembled from the management system's reports on schedule → owner questions answered from actual work-order and invoice data, drafted for the manager to send

PROFESSIONAL SERVICES

Proposals, SOQs & engagement letters

Every proposal rebuilt from the last one — project descriptions, staff bios, fee narratives hunted across old PDFs. 25 hours per RFP response on average; principals writing the technical approach at night.

Now: first drafts assembled from your own past-project library and templates in minutes → the partner edits the judgment, not the boilerplate → out-of-scope requests detected and the change-order letter drafted

KIND ONE

Documents that get assembled by hand

Anything where a person reads one thing and produces another, a hundred times a month, from information the business already has.

Certificates, letters, packets, proposals, acknowledgments
PDF and email orders, applications, referral packets, discharge summaries
Cert packages, closeout docs, lien waivers, pay-app backup
Recap decks, owner statements, board packets, BEOs

KIND TWO

Systems nobody's job is to watch

Portals that don't email you, deadlines that live in a contract, thresholds that only matter the day they're crossed.

Customer and payer portals — new RFQs, POs, ECOs, PA decisions
Expiring things — memberships, licenses, insurance, leases, agreements
Deadlines — lien notices, filing dates, renewal windows, deposit due dates
Drift — unbilled WIP over 30 days, DSO creeping, an account gone quiet

How this is different from "just use ChatGPT"

Pasting a document into a chatbot gets you a summary. This is a build: it reads from your systems, writes back to them, checks against your rules, and puts a person in the loop before anything leaves. It runs while you sleep and it's logged.

And it's the reason "we're going to automate" projects usually stall — the exciting demo is easy; the plumbing to your ERP, AMS or PM system is the work. That's what we do.

READSEmail, PDF, fax, portal, scanned form — extracts the fields your process needs, not a summary
CHECKSAgainst your rules, your price list, the policy actually in force, the current rev — and flags what doesn't match instead of guessing
DRAFTSThe output document in your template and your voice; a person approves in one click or edits
WRITES BACKInto the system of record — the ERP, AMS, PM, EHR — so nothing gets re-keyed
WATCHESPortals, deadlines and thresholds around the clock; pings the right person with the specifics
LOGSEvery read, draft and approval — producible for an audit, a carrier, or a customer's supplier-quality review

The ROI math

$30–$100

direct labor cost per manually keyed B2B order; 20–30 min of CSR time each; 1–3% error rate

Conexiom, citing APQC benchmarks

13 hrs / wk

of physician and staff time consumed by prior authorizations — 39 per physician per week

AMA 2024 Prior Authorization Physician Survey

25 hrs

average staff time per RFP/SOQ response; win rate ~39%

Loopio 2025 RFP Trends

Illustrative: a distributor keying 1,200 emailed orders a month at 20 minutes each spends 400 CSR hours; automating 70% returns ~280 hours — about 1.7 FTE — to selling and phone coverage, before counting fewer re-ships from keying errors. On a Blueprint call we count your actual volume.

“Every owner can name the report someone builds by hand every Monday. Almost none have added up what it costs across the year — because it's spread over four people and it's always been that way.”

The case for automating the work under the work.

The paperwork nobody should be doing.Read, drafted, routed — approved by a human.