Document Intake
When the workflow starts with a document: invoices, contracts, or forms that need reading before anything is routed.
See Document IntakeAI workflow agent with human approval. One workflow, handled start to finish.
Webaroo's Workflow Agent takes one workflow your team runs today. It sorts what comes in, asks the right person to approve, and updates the systems you already use.
Ask Roo: Which of our workflows could an AI agent run with a person approving?
Received / Classified / Approval / Updated
- Built for
- Teams with one countable workflow that eats hours every week: invoices, change orders, carrier bills, claims, loan file exceptions, onboarding
- Time to live
- Timeline quoted on a call
- How it is priced
- A fixed fee for the defined workflow, quoted on a call, then a monthly Run plan from go-live
- Pairs with
- Document Intake, Knowledge Agent, FDE Pod (forward-deployed engineers)
Every item sorted. Nothing moves without a yes.
The agent takes one workflow your team runs today. It sorts what comes in, asks a named person to approve, and updates the systems you already use.
One workflow, mapped and run
Trigger, rules, steps, approval points, systems updated, exceptions. Written down before we build, then run the same way every time.
Request “Change order from the framing sub for extra blocking. Quote attached.”
Every item classified
The agent reads what came in, tags it against your rules, and attaches the matching PO, quote, or file. Nobody sorts the inbox by hand.
Request “Carrier invoice for this load. Please match it to the rate confirmation.”
A person approves before anything moves
The agent proposes. A named approver confirms in Slack, Teams, or Telegram. Only then does it write.
Request “New vendor setup for the tile supplier. The W-9 is attached.”
Your systems updated
Accounting, ERP, task board, shared drive, through the API where one exists. Your IT team grants each connection, and the connection method is confirmed in writing during the assessment.
Request “Please add this to the project board and update the budget sheet.”
Every step on the record
Every item carries a status from received to done. The log shows who approved what, when, and what changed, recorded against the task where your team can see it.
Request “Where is the change order we sent Monday, and who approved it?”
Examples are illustrative
What ships, and what we keep running.
The agent is the part your team approves in chat. The runbook, the exception review, and the scorecard keep it right as your process changes.
You get
Delivered by go-live.
- The workflow map: trigger, classification rules, steps, approval points, systems updated, and exceptions, agreed in writing before we build
- The agent, live on the channel your team already uses, with approve, edit, and reject buttons
- Writes into the systems you run today, each one logged against its task
- A runbook your team can follow, with health checks and a list of every credential the agent uses and who holds it
- A report: runs, approvals, exceptions, and time saved against the number we measured at the start
We run
Every month, for as long as it is live.
- Health checks and error triage
- Rule changes when your process, approvers, or systems change
- A review of the exception queue. Misses that repeat become rules.
- A scorecard on the one metric we agreed to move
- Carrier invoice tagged to the wrong loadThe approver fixed the load. The rule now checks the rate confirmation first. Corrected.Corrected
- Change order, extra framing on level twoApproved by the project manager in Slack. Budget sheet updated.Approved
- Vendor setup missing a bank letterSent back to the requester with the missing item named. Handoff.Handoff
Live, one workflow at a time.
Step one maps the workflow and sets the baseline. The agent proposes in step two, writes after approval in step three, and takes over in step four.
Step 1
Map and baseline
A mapping session with the people who run the workflow today. We write down the trigger, the rules, the approvers, and the systems. We agree the one metric in writing.
Step 2
Classify and propose
The agent reads real items and proposes what it would do. Nothing writes yet. Your team corrects it in the review queue, and the approval buttons go live on your channel.
Step 3
Confirmed writes
Approved items update your systems. Exceptions route to a person with a reason. The agent runs beside your current process until its results match what your team did by hand.
Step 4
Switch-over
Your team switches over. Scheduled reports and monitoring go live. You get the runbook and the first scorecard.
How it is priced
A fixed fee for the defined workflow, quoted on a call once we have seen it. After go-live, our support and maintenance team runs it on a monthly Run plan. No hourly billing.
One workflow first, and then the ones around it.
When the first workflow runs, the work around it shows up. Each of these takes the next piece.
Knowledge Agent
When the rules live in documents your team keeps asking about, and the agent needs to answer from them.
See Knowledge AgentFDE Pod
When one workflow is the first of several. A pod of forward-deployed engineers builds the next ones.
See how a forward-deployed pod worksOne item, from the inbox to the approval.
The same agent, four workflows. Pick one and follow an item to its approval, then see what the agent never does on its own.
- ReceivedEmail from the plumbing sub: inspection moved on lot 17
- Site photos from the super, lot 9
- ClassifiedLot 22 drywall CO has a cost line, sent to PM and estimator
- ApprovalCO 0231: four extra days on lot 14 framing, no cost change. Approve or push back.ApproverProject manager
- UpdatedCO 0228: lot 11 schedule moved, owner notice sent
- Lot 7 daily log filed, no action needed
01Request
A sub emails about lot 14
The framing sub writes that rain cost four days. The agent picks it up from the shared inbox and opens a task.
02Knowledge
It knows the contract and the schedule
The agent checks the subcontract terms and the current schedule in your files. It tags the item as a schedule-only change order and drafts the CO.
03Action
The PM approves on Teams
The project manager gets one card: four days, no cost, approve or push back. One tap. The schedule updates and the owner gets the notice.
04Handoff
Anything with money goes to a person
A change order with a cost line never posts on its own. It goes to the PM and the estimator with the draft and the sub's email attached.
- ReceivedFreight bill for load 4488
- ClassifiedLoad 4475: bill matches the quote, tagged Pay
- Bill for load 4469: no match in the TMS, sent to ops with the reason
- ApprovalFreight bill for load 4471 is 3 percent over the quoted rate. Approve or dispute.ApproverOperations manager
- UpdatedLoad 4458 bill posted to accounting
- Load 4462 disputed, carrier sent the quote
01Request
A freight bill lands at 4:50 on a Friday
The carrier emails the bill for load 4471. The agent reads it, finds the load, and opens a task.
02Knowledge
It knows the quoted rate
The quoted rate lives in your TMS. The bill is 3 percent over. The agent tags it as an exception and shows both numbers side by side.
03Action
Ops approves or disputes in Slack
One card, two buttons. Approve posts the bill to accounting. Dispute sends the carrier a note with the quote attached. Either way, it is logged.
04Handoff
Unknown loads go to a person
A bill that matches no load in your TMS is never guessed at. It goes to the operations manager with the reason.
- ReceivedNew vendor request 0415 from the purchasing lead
- ClassifiedVendor 0413: bank letter missing, tagged Incomplete
- Vendor 0388: bank detail change, routed to the controller for a callback
- ApprovalVendor 0412: approve setup. W-9 and bank verification letter attached.ApproverController
- UpdatedVendor 0409 created in accounting, requester notified
- Vendor 0411 returned to requester with the missing item listed
01Request
Purchasing submits a new vendor
A form or an email. The agent opens a task and checks the attachments against your checklist.
02Knowledge
It knows what a complete file looks like
W-9, bank verification letter, signed terms. Missing items go back to the requester as a list, not a vague reply.
03Action
The controller approves
One card with the file attached. Approve creates the vendor in accounting. Nothing is created without that tap.
04Handoff
Bank changes always go to a person
A request to change an existing vendor's bank details is never automated. It routes to the controller with a callback flag.
- ReceivedLoan 2207: exception request from the relationship manager
- ClassifiedLoan 2201: insurance certificate missing, sent back to the processor
- Loan 2198: appraisal older than the policy allows, tagged Exception
- ApprovalLoan 2194: the appraisal is older than the credit policy allows. Approve the exception or decline.ApproverCredit officer
- UpdatedLoan 2189: exception approved with a condition, logged in the loan system
- Loan 2185: file complete, no exception needed
01Request
A relationship manager asks for an exception
The appraisal on a commercial loan is older than the credit policy allows, and the borrower wants to close this month. The relationship manager submits the request, and the agent opens a task.
02Knowledge
It knows the policy and the file
The agent checks the request against the exceptions your credit policy allows and the documents in the loan file, and attaches the policy section and the appraisal date.
03Action
The credit officer decides in Teams
One card with the policy section, the appraisal, and the request. The credit officer approves the exception with a condition, and the decision, the approver, and the time are logged in the loan system.
04Handoff
Credit decisions stay with people
The agent never approves an exception or changes a loan's terms. An exception your policy does not list goes to the chief credit officer with the file attached.
Built for one workflow. The one that eats your week.
Teams with one countable workflow that eats hours every week: invoices, change orders, carrier bills, claims, loan file exceptions, onboarding.
Industries
- Manufacturing and distributionOrders read, not re-keyed. Invoices matched before you pay.
- Logistics and freightEvery quote request answered. Every carrier invoice matched.
- InsuranceThe underwriter gets a clean file, not an inbox.
- Construction and field servicesThe paperwork keeps up with the job.
- Banking and financial servicesLoan files checked on arrival. Every approval on the record.
- Healthcare operationsPrior authorizations tracked. Intake ready before the visit.
- Electronics manufacturingSupplier quotes side by side. The award stays with your team.
- Consumer brandsLaunch, sell, restock, repeat.
Playbooks
- Workflow automation with approvalsThe workflow is clear and the steps are known, but each item still waits days for a person to push it through, because every step is a copy and paste between systems.
- AI agents for operationsOperations teams know agents could take work off the floor.
- Approval gates for AI actionsAn agent that can write to your systems is a liability the moment it is wrong, and in a finance team it is wrong in front of an auditor.
Asked before the first approval. Answered in plain words.
If yours is not here, ask it on the 15-minute call.
Webaroo's Workflow Agent takes one workflow your team runs today, reads each item that comes in, classifies it against your rules, asks a named person to approve, and then updates the systems you already use. Every step is logged.
Something you can count: invoices, change orders, carrier bills, vendor requests, loan file exceptions, new hires. It has a trigger, a set of rules, at least one approval, and one or more systems that need updating when it is done.
A fixed fee for the defined workflow, quoted on a call once we have seen it. After go-live, our support and maintenance team runs it on a monthly Run plan. There is no hourly billing.
Why we don't bill by the hourNo. The agent classifies and proposes. A named approver confirms in Slack, Teams, or Telegram, and only then does the agent write to your systems. Items on your never-automate list, like a change to a vendor's bank details, skip the agent and go straight to a person.
It writes to the accounting, ERP and line-of-business systems you already run, through the API where one exists, and asks for approvals in Slack, Teams, or Telegram. Your IT team grants each connection, the connection method is confirmed in writing during the assessment, and every write waits for a named approver.
It goes to a person with the reason attached. Low-confidence items, unknown types, and anything on your never-automate list route to the approver you named, and the miss is reviewed so it can become a rule.
The people who run the workflow today for one mapping session, a sample of real items, access to the systems involved, and one metric you want to move. We agree all of it in writing before we build.
Start with the workflow that eats your week. A straight answer first.
The Workflow Agent fits a team with one countable workflow that eats hours every week.
Book 15 minutes with Connor