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When a machine stops on the night shift, the agents find the fix that worked last time and line up the repair. Here is one night through all four steps, at a metal stamping plant.
Illustrative / Example data / No live actions
The fault is low lube pressure, with 4,000 brackets left on the run. The operator posts it in the maintenance channel and asks the Knowledge Agent what to check first.
Knowledge AgentPress 4, 02:10 / Downtime rules / Lube pressure fault / Night maintenance tech
It answers from the press manual and the work order export in the maintenance folder. The manual starts with the pump, but this fault stopped Press 4 twice this year, and both times the fix was the pressure switch.
Knowledge AgentPress 4 manual / 2,300 closed work orders / Pressure switch, cited
Once the night tech's gauge confirms it is the switch, the Workflow Agent drafts the work order in the ERP and a hold on the last spare. Both wait on the maintenance lead, and a reorder waits on the buyer.
Workflow AgentWork order, Press 4 / Stockroom, last switch / Maintenance lead / Waiting on approval
The maintenance lead approves from home at 2:31, and the night tech swaps the switch. By 5:12 quality has approved the first part, Press 4 is running, and the reorder is on the buyer's list.
Workflow AgentApproved, 02:31 / Switch swapped / Quality, first part / Press 4 running, 05:12
Done 48 minutes before the first shift.
2,300 work orders searched / 2 past repairs cited / 1 work order, 1 part held / 2 approvals
Nothing went out without a person's OK.
Overnight, the agents audit every carrier invoice before anyone pays it. Here is one night's batch through all four steps, at a freight brokerage.
Illustrative / Example data / No live actions
01/04 Request 04:30 AM
Since yesterday, carriers have sent 340 invoices to the AP inbox as PDFs, scans and phone photos, and the payment run goes out at 8. The Workflow Agent runs the audit, and Document Intake reads each one.
Invoice and POD attached for load 58214, including detention at delivery.
AP inbox, 04:30 / Audit rules / 340 invoices read / AP lead
02/04 Knowledge 04:55 AM
Each rate confirmation says what was agreed, and the POD and check calls in the TMS say what happened. Six detention charges have no check calls behind them, and two fuel surcharges sit on top of all-in rates.
Sources: Rate confirmations. PODs. Check calls in the TMS.
Document IntakeRate confirmations / PODs and check calls / 8 charges flagged
03/04 Action 05:12 AM
The Workflow Agent drafts eight disputes, evidence attached, and builds a batch of 330 for the payment run. It holds two invoices for one load: the carrier's, and one from the factoring company named in its notice of assignment.
Waiting on approval: 330 invoices to pay and eight disputes to send
Workflow Agent8 disputes drafted / Batch of 330 built / Double bill held / Waiting on the AP lead
04/04 Handoff 07:35 AM
The AP lead approves the batch of 330 and the eight disputes, and the agent sends each dispute to its carrier. The double bill waits on the controller's list, with the notice of assignment attached.
Detention on load 58214 is on hold. Please send the signed in and out times.
Approved, 07:35 / 8 disputes sent / Controller's list / Payment run set
Done 25 minutes before the payment run.
340 invoices read / 8 charges disputed / 1 double bill caught / 330 approved to pay
Nothing went out without a person's OK.
When a storm hits overnight, AI agents take every claim call and sort the claims before the adjusters head out. Here is one storm night through all four steps, at a regional home and auto insurer.
Illustrative / Example data / No live actions
01/04 Request 04:40 AM
By 4:40 the Voice Agent has taken first notice of loss on 212 calls: policy number, what happened, photos by text. The six calls about water coming in went straight to the on-call adjuster, who sent tarp crews.
Hail broke our skylight and water is coming into the kitchen. I can text you photos.
Claims line, 04:40 / 212 claim calls / Photos by text / On-call adjuster
02/04 Knowledge 05:50 AM
Document Intake reads the tarp crews' four estimates, matches 640 texted photos to their reports, and checks every policy number and address. It finds 31 duplicate reports, such as two people in one house calling about the same roof.
Sources: Photos callers texted. Tarp crews' estimates. Policies and addresses on file. Claims already reported.
Document Intake640 photos, 4 estimates / Policies and addresses / 31 duplicate reports
03/04 Action 06:30 AM
On its scheduled 6:30 run, the Workflow Agent sorts all 181 claims by the claims team's severity rules and drafts assignments by territory. The north has 74 claims for three adjusters, so the draft asks for two independent adjusters.
Waiting on approval: The day's plan: 181 claims, water inside first
Workflow AgentSeverity rules / Assignments by territory / North over capacity / Claims manager
04/04 Handoff 07:42 AM
The claims manager approves the plan and the texts, and the claims director approves two independent adjusters. By 7:42 the Voice Agent has texted 181 policyholders a claim number, and nine questions about hotel coverage wait for the desk adjusters.
Your claim number is 26-04417. An adjuster will call you today to set a time.
Morning meeting, 07:15 / Claims director approves / 181 claim numbers texted / Desk adjusters' list
Done 18 minutes before the adjusters head out.
212 claim calls answered / 31 duplicates found / 181 claims sorted / 2 approvals
Nothing went out without a person's OK.
Every product follows the same four beats. Here is one request through all four, on a general contractor's morning.
Illustrative / Example data / No live actions
01/04 Request 06:40 AM
His crew is on site, the drawings changed overnight, and he needs the revised spec and a go-ahead before the concrete truck arrives at 8.
The drawings changed overnight. I need the revised spec before the truck gets here at 8.
The site, 06:40 / Rulebook / The job / Project manager
02/04 Knowledge 06:52 AM
Current drawings, the purchase order, and the superintendent's notes come from the firm's own files. Every answer cites the file it came from.
Sources: Drawings, revision D. Purchase order. Superintendent's notes.
Knowledge AgentDrawings, rev D / Purchase order / Answer, cited
03/04 Action 07:04 AM
It prices the change from the schedule of values and routes it to the project manager. Nothing goes out until a person approves.
Waiting on approval: Change order, priced from the schedule of values
Workflow AgentSchedule of values / Change order / Project manager / Waiting on approval
04/04 Handoff 07:15 AM
By 7:15 the crew has the spec and a confirmation. The invoice question the sub raised in passing is on the office manager's list, with the call attached.
Change approved. The revised spec is attached.
Approved / Text to the sub / Crew on site, 07:15 / Office manager's list
Done 45 minutes before the concrete truck.
1 call answered / 3 files read / 1 change order drafted / 1 approval
Nothing went out without a person's OK.
Agents check every request to change bank details against the file and the payment history. Here is one afternoon through all four steps, in a regional bank's treasury operations.
Illustrative / Example data / No live actions
01/04 Request 01:46 PM
The email reaches treasury operations in the name of a commercial client's controller: new bank details for its steel supplier, in time for today's wire. It is one of 46 requests in the inbox today.
Our steel supplier has a new bank. Please update today's wire. I'm traveling, so call my cell below.
Treasury inbox, 13:46 / 46 requests today / Wire template change / Treasury operations
02/04 Knowledge 01:50 PM
Document Intake checks each request, attachments included, against the client files and 18 months of past wires, and 45 of today's 46 match. This one asks to pay a new bank, from an address one letter off the controller's.
Sources: Client file and authorized contacts. Wire template for the supplier. 18 months of past wires.
Document IntakeClient files / 18 months of wires / Two mismatches
03/04 Action 01:56 PM
The Workflow Agent holds the change, and today's wire stays on the current instructions. It drafts a callback task for treasury operations: call the number on file, not the one in the email.
Draft: Callback task: call the controller on the number on file
Workflow AgentChange on hold / Callback task / Treasury ops analyst / Number on file only
04/04 Handoff 02:41 PM
The controller is at her desk and never sent the email, so the analyst rejects the change. At 2:41 the wire supervisor releases today's wire to the account on file, and the relationship manager gets the case.
Callback done: the controller never sent it. Today's wire went to the account on file.
Callback, number on file / Change rejected / Wire released, 14:41 / Relationship manager's list
Done 19 minutes before the wire cutoff.
46 requests checked / 2 mismatches flagged / 1 change held / 1 wire released on time
Nothing went out without a person's OK.
Every weekday before the clinics open, an agent checks each visit on the day's schedule against the authorizations and insurance on file. Here is one early morning through all four steps, at a multi-site physician group.
Illustrative / Example data / No live actions
01/04 Request 05:00 AM
The agent checks today's 212 visits across four clinics against the authorization log and the insurance on file. Seven need a person: four authorizations have lapsed, and three visits still show a plan the patient replaced.
Every weekday at 5:00 a.m., check the day's visits against the auth log and the insurance on file.
Schedule check, 05:00 / Auth log, insurance on file / 7 of 212 flagged / Auth coordinator
02/04 Knowledge 05:09 AM
Each payer's renewal rules come from the group's own policy files, with the source cited. One payer's bulletin from last month changed its rule: a renewal now needs a progress note from the last 30 days.
Sources: Payer policy files. Payer bulletin, last month. The group's auth procedures.
Knowledge AgentPayer policy files / Payer bulletin, last month / Renewal rules, cited
03/04 Action 05:26 AM
The agent builds four renewals from the chart, flagging one whose last progress note is 41 days old, and drafts texts asking three patients for a photo of the new card. All of it waits for the auth coordinator.
Waiting on approval: 4 renewals from the chart, 1 flagged
Workflow Agent4 patients' charts / Each payer's rules / Auth coordinator / Waiting on approval
04/04 Handoff 07:36 AM
Three renewals go to the payer portals, and the texts go out. By 7:36, two patients have replied with the new card, and the flagged renewal is on the physician's list for a new note.
Before your visit today, please reply with a photo of both sides of your new insurance card.
Approved, 07:12 / 3 renewals to the payers / 2 card photos, 07:36 / Physician's list
Done 24 minutes before the first patient.
212 visits checked / 7 visits flagged / 4 renewals drafted / 3 patients texted
Nothing went out without a person's OK.
When a supplier rations a key part, the agents find every board and open order it touches and draft the response. Here is one morning through all four steps, at an industrial electronics company.
Illustrative / Example data / No live actions
01/04 Request 07:40 AM
A distributor's notice says a microcontroller the company buys every month goes on allocation, with a 52-week lead time. Document Intake reads it, matches the maker's part number to the company's own, and puts it in the buyer's queue.
Effective today, this part is on allocation. Lead time is now 52 weeks.
Purchasing inbox, 07:40 / Matched to the item master / Lead time, 52 weeks / Buyer's queue
02/04 Knowledge 08:02 AM
The buyer asks the Knowledge Agent where the part is used. It answers from the shared BOM and order exports and the approved vendor list: seven boards, 23 open orders, two approved alternates, and one board with none.
Sources: BOM export, every active board. Open orders export. Approved vendor list.
Knowledge AgentBOM and order exports / Approved vendor list / One board, no alternate
03/04 Action 08:15 AM
The Workflow Agent checks stock in the ERP and drafts two purchase orders for the alternates. It also drafts a heads-up to the one customer waiting on the board with no alternate, and holds all three for approval.
Waiting on approval: Two purchase orders for the approved alternates
Workflow AgentPurchase orders, alternates / Stock on hand, ERP / Buyer and program manager / Waiting on two approvals
04/04 Handoff 10:35 AM
The buyer approves both orders, and the program manager approves the heads-up after one edit. By 10:35 the distributor has the orders, the customer has the news, and qualifying an alternate for the at-risk board is on engineering's list.
A chip in your units has gone on allocation. Your next shipment is covered.
Both approved / Orders to the distributor / Heads-up to the customer / Engineering's list
Done 25 minutes before the weekly build review.
7 boards, 23 orders traced / 2 purchase orders drafted / 1 heads-up drafted / 2 approvals
Nothing went out without a person's OK.
Each morning, agents read yesterday's sales and draft the restock when an item starts running short. Here is one morning through all four steps, at a hot sauce brand.
Illustrative / Example data / No live actions
01/04 Request 06:45 AM
A cooking video with the mango habanero took off yesterday on a video platform. At 6:45, before anyone is in, the sell-through report checks all 1,260 stores and flags 41 sold out at three chains.
Mango habanero sold out at 41 stores, across three chains.
Sell-through report, 06:45 / Alert rules / 41 stores sold out / Ops lead
02/04 Knowledge 07:12 AM
Citing each file, the agent answers in the team chat: the chains' warehouses are running low, the 3PL holds 600 cases for slower accounts, and Thursday's second shift is open. Empty bottles at the co-packer cover only 1,800 cases.
Sources: 3PL stock report, this morning. Chains' warehouse counts. Co-packer schedule. Co-packer bottle count.
Knowledge Agent3PL stock report / Co-packer schedule / Bottles cover 1,800 cases
03/04 Action 07:20 AM
The agent drafts a 1,800-case rush run for Thursday and a 600-case reallocation from slower accounts to the three chains. The run goes to the ops lead, and the reallocation and three buyer notes to the sales lead.
Waiting on approval: Rush run, 1,800 cases Thursday, for the ops lead
Workflow AgentRush run, 1,800 cases / Reallocation, 600 cases / Ops lead and sales lead / Two approvals waiting
04/04 Handoff 09:36 AM
The ops lead approves the run, the co-packer confirms Thursday's second shift, and a bottle reorder waits for purchasing. By 9:36 the sales lead has approved the reallocation and all three buyer notes, one after an edit.
Confirmed. Thursday's second shift runs 1,800 cases of mango habanero.
Ops lead approves the run / Co-packer confirms Thursday / Sales lead edits one note / Buyers have numbers, 09:36
Done 24 minutes before the retailer order cutoff.
1,260 stores checked / 41 sold-out stores found / 1,800 cases scheduled / 2 approvals
Nothing went out without a person's OK.
When a repeat guest books, agents turn notes from past stays into a task for every department before arrival. Here is one booking through all four steps, at a beach resort.
Illustrative / Example data / No live actions
01/04 Request 11:40 AM
A repeat guest's assistant reserves the ocean suite for three nights, with one note: the usual, please. The agent picks it up from the reservation system, because the profile is marked VIP.
Three nights in the ocean suite, arriving around 3:30. The usual, please.
Reservation system, 11:40 / VIP rules / Ocean suite, three nights / Front office manager
02/04 Knowledge 11:45 AM
The front office manager asks what the usual means. The agent answers from notes on six past stays, each line cited: foam pillows, a tree-nut allergy, the corner table on the terrace at 8, and the same spa therapist.
Sources: Guest notes, six past stays. Dining notes. Spa notes, past visits.
Knowledge AgentNotes from six stays / Dining and spa notes / The usual, cited
03/04 Action 11:53 AM
The agent drafts tasks for housekeeping, dining, and the spa, and a welcome plan for the front office manager. The standard VIP amenity is almond macarons, so the plan swaps in fruit and notes the allergy for the pastry chef.
Draft: Welcome plan: foam pillows, fruit amenity, terrace at 8
Workflow AgentWelcome plan, ocean suite / VIP amenity, almonds / Front office manager / Tasks held for approval
04/04 Handoff 03:02 PM
The front office manager approves the plan and writes the welcome card by hand. By 3:02, housekeeping and dining have confirmed their tasks, and one question waits for the spa manager: the guest's usual therapist is off until Friday.
Welcome back. Your table on the terrace is ready at 8 tonight.
Front office approves / Two tasks confirmed / Spa manager's question / Suite ready, 15:02
Done 28 minutes before the car pulls up.
6 past stays read / 1 allergy conflict caught / 3 departments briefed / 1 approval
Nothing went out without a person's OK.
Agents draft a long RFP response from the firm's own past proposals, and a partner answers only what the files cannot. Here is one RFP through all four steps, at a regional accounting firm.
Illustrative / Example data / No live actions
01/04 Request 09:40 AM
The RFP sat in a partner's inbox for two weeks, and at 9:40 the partners decide to bid. The agent reads its 48 pages and two addenda, splits them into 60 questions, and catches four that addendum 2 replaced.
We're bidding on this one. It's due at noon, and I'm in client meetings all morning.
Proposals inbox, 09:40 / RFP and two addenda / 60 questions, 4 replaced / Partner on the pursuit
02/04 Knowledge 09:58 AM
The agent answers 53 questions from the firm's approved boilerplate and past proposals, each cited, and says the files do not cover the other seven. Where an old proposal names a retired partner, it uses the current team sheet.
Sources: Approved boilerplate library. Past proposals. Current team sheet.
Knowledge AgentApproved boilerplate / Past proposals / 53 answers, cited
03/04 Action 10:21 AM
The agent fills the buyer's template and finds a conflict-of-interest form buried on page 31. The partner gets the seven open questions, the managing partner gets the form, and the buyer gets nothing until both sign off.
Waiting on approval: Response in the buyer's template, 53 answers cited
Workflow AgentBuyer's template / 53 answers, 7 open / Partner, managing partner / Waiting on approval
04/04 Handoff 11:47 AM
The partner answers the seven open questions and approves, and the managing partner signs the form. The response goes to the buyer at 11:47, and the seven new answers go to the proposal manager for the boilerplate library.
Our response is attached: all 60 questions, as revised by addendum 2, and the signed form.
Partner answers 7 / Managing partner signs / Sent to the buyer, 11:47 / Proposal manager's list
Done 13 minutes before the proposal deadline.
60 questions read / 4 addendum changes caught / 53 answers cited / 7 sent to the partner
Nothing went out without a person's OK.
When a supplier recalls one lot, the agents trace it to every order and every shelf. Here is one afternoon through all four steps, at a home goods retailer.
Illustrative / Example data / No live actions
01/04 Request 04:05 PM
The supplier is recalling lot 3317 of its cedar candle, whose jar can crack, and the warehouse ships at 5:30. Document Intake reads the notice and pulls the item, the lot and what the supplier asks for.
Stop sale on lot 3317, pull it from your shelves, and notify the customers who bought it.
Purchasing inbox, 16:05 / Item list / Lot 3317, SKU matched / Operations manager
02/04 Knowledge 04:14 PM
The operations manager asks the Knowledge Agent where lot 3317 went. It answers from the order exports, stock reports and gift set component list, citing each: 214 orders, 31 of them gift sets with the candle, and four stores.
Sources: Order exports. Store stock reports. Gift set component list.
Knowledge AgentOrder exports / Store stock reports / 214 orders, 4 stores
03/04 Action 04:38 PM
The Workflow Agent drafts 214 customer emails, holds on the 26 orders not yet shipped, pull tasks for four stores and the change that takes the candle and gift set off the site. All of it waits for approval.
Waiting on approval: 214 customer emails and 26 order holds
Workflow Agent214 emails, 26 holds / 4 store pull tasks / 2 listings to take down / Waiting on 2 managers
04/04 Handoff 05:10 PM
The operations manager approves the emails, holds and store tasks, and the ecommerce manager approves the listing change. By 5:10 the site chat tells customers if their order is affected, and refund requests wait for the customer care lead.
Your candle came from lot 3402, so your order is not part of the recall.
Both managers approve / Emails, holds, store tasks / Customer care lead / Site chat answers, 17:10
Done 20 minutes before the ship cutoff.
214 orders traced / 31 gift sets found / 26 orders held / 2 approvals
Nothing went out without a person's OK.
It starts with a straight answer: ask Roo, Webaroo's AI, or book 15 minutes with Connor Murphy, our Founder and CEO. If there is a fit, a paid 10-day AI readiness assessment maps the top 3 workflows with today's numbers. Then we build: one workflow at a fixed fee, or an FDE Pod of forward-deployed engineers who work with your team. After launch, our dedicated support and maintenance team runs it.
Workflows / Measured / Top 3 / Day 10
Your AI strategy in ten days, the top 3 workflows and a 90-day plan.
Webaroo's AI readiness assessment is your AI strategy, done in ten days from kickoff.
Phone line / Rulebook / Calendar / Front desk
Your calls, answered.
Webaroo's Voice Agent is an AI agent on your phone line and your website chat.
Drive folders / Shared documents / Answer, with its source
Every answer, with its source.
Webaroo's Knowledge Agent is an AI agent your team asks in Slack or Microsoft Teams.
Invoice / Checked against the PO / Review queue / Posted
Invoices in. Approved records out.
Document Intake is Webaroo's AI for invoice processing and document intake: it reads invoices, contracts, and forms, pulls the fields you need, checks them, and puts each record in a review queue.
Received / Classified / Approval / Updated
One workflow, handled start to finish.
Webaroo's Workflow Agent takes one workflow your team runs today.
Web form / Inbox / Qualified / Booked
Every lead answered. The right ones booked.
Webaroo's Inbound Agent is an AI agent that answers every inbound lead, asks your qualifying questions, books the meeting on your calendar, and logs it all to your CRM.
Catalog / AI / Picked / Checkout
A storefront that sells, not a brochure.
Webaroo's Storefront is a website or Shopify store with the content, SEO, and AI built in, live on your domain.
Your team / The pod / Production
Engineers inside your business, building on the systems you run.
Webaroo's FDE Pod is a pod of forward-deployed engineers who work inside your company and put AI to work on the systems you already run.
The Brain belongs to the company.
Roo is the cockpit a company runs its AI crew from.
Companies Webaroo built, runs, or worked inside.
Webaroo built the member platform and runs the technology behind the club.
Past work.
Webaroo co-founded TICKR Energy.
Resortments is our partner for data and engineering.
Our CTO has scaled consumer platforms to 10M+ daily users and 65M requests a minute.
Meet the teamThe crew works inside the company's own systems, under its rules. The Brain belongs to the company.
Early access February 2027
Nine products. Agents that answer your phone and your website, answer from your own files, read documents, and route approvals. The AI Assessment and FDE Pods. Roo: early access February 2027.
See the productsWe build new AI products, modernize the software you already run, and connect your systems. A pod builds it from week one through the production checkpoint. After launch, our dedicated support and maintenance team runs it.
See how we buildManufacturing, logistics, insurance, construction, banking, healthcare, and five more. The same agents, set up with your vocabulary, your documents, and your systems.
Find your industryWebaroo co-founded BookEmptyLegs.com and TICKR Energy. Vluxure is a Webaroo client. Resortments is our partner for data and engineering.
See the venturesWebaroo is an AI integrator and operator headquartered in Fort Myers, Florida: it builds and runs AI inside mid-market companies, on the systems they already run. Its focus is manufacturing, logistics, insurance, construction, banking and healthcare operations.
No. Ask Roo, Webaroo's AI, for a straight answer first, or book 15 minutes with Connor Murphy, our Founder and CEO, about the work your team does today. Finding where AI fits is our job: if there is a fit, a paid 10-day AI readiness assessment maps the top 3 workflows with today's numbers and ends with a 90-day plan.
Questions to ask before you hire an AI firmThe 10-day AI readiness assessment and a single-workflow build are each a fixed fee for a defined scope, quoted on a call. FDE Pods are a monthly fee on a 12-month term, with a production checkpoint at day 90 for a small pod or day 120 for a large pod. Half the assessment fee is credited, only toward a 12-month contract.
A dedicated Webaroo support and maintenance team runs each product after launch. An FDE Pod keeps building through the production checkpoint and the rest of its 12-month term, and running what is live is a monthly fee.
Meet the teamFort Myers, Florida HQ. Dubai.
The first paid step is your AI strategy, a 10-day AI readiness assessment: AI inventory, risk tiers, the top 3 workflows with today's numbers and a 90-day plan.
Book 15 minutes with Connor