Home/Services/Operations

The repeat work between your tools.

Emails, PDFs and forms read and filed, your CRM, planning and accounting kept in sync, and quotes and invoices drafted for review. Fewer handoffs and fewer mistakes.

19sper document
37errors caught
96hsaved per month
Running
Before and after

What changes with Operations.

The problems we hear most often before we start, and what the same work looks like once Operations runs it.

Today
  • Invoices, orders and forms are typed in by hand
  • The same data lives in three systems that do not match
  • Mistakes are found after the money is gone
  • Admin piles up at the end of every week
With Operations
  • Documents are read, checked and filed as they arrive
  • CRM, planning and accounting stay in sync
  • Differences are flagged before anything is paid
  • Your team reviews exceptions instead of typing
How it works

What happens, step by step.

What Operations does from the moment something comes in, until the work is done.

  1. Step 1

    A document arrives

    An invoice, order or form lands in an inbox or a folder.

  2. Step 2

    Read and checked

    Every line is read and matched against purchase orders, contracts or price lists.

  3. Step 3

    Exceptions flagged

    Differences go to a person with the reason and a drafted reply.

  4. Step 4

    Booked

    Approved documents are booked in your accounting or ERP system.

What it covers
01

Document intake

Invoices, orders, forms and contracts read from email and PDF, checked and put in the right system.

02

Systems in sync

CRM, planning, ERP and accounting updated automatically, so the same data is never typed twice.

03

Drafts for review

Quotes, invoices and reports prepared by the unit and sent to you to approve.

04

Checks and alerts

Price differences, missing data and late items flagged before they cost money.

The screen

What you see every day.

The screen that comes with it: the work in progress, what waits for your approval and what it is worth.

app.unit33.ai / Northwind Supply / OperationsLive

Operations

Invoices, orders and documents read, checked and booked

1,284documents this month
19sper document
37errors caught
$6,840saved before payment
Kessler Building SupplyINVOICE INV-88213
Date: Oct 14, 2026PO: 4472Terms: 30 days
ItemQtyPriceTotal
Gypsum board 12.5 mm1209.801,176.00
Metal studs 50 mm3403.151,071.00
Joint compound 20 kg5012.40620.00
Screws 3.5 x 25, box806.90552.00
Insulation roll 100 mm21049.7010,437.00
Total$13,856.00
Read and matchedINV-88213
SupplierKessler Building Supply
Total$13,856.00
Purchase orderPO 4472 · found
Gypsum board 12.5 mm120 × $9.80 · matches PO 4472
Metal studs 50 mm340 × $3.15 · matches PO 4472
Joint compound 20 kg50 × $12.40 · PO says $11.60 · +$40.00
Screws 3.5 x 25, box80 × $6.90 · matches PO 4472
Insulation roll 100 mm210 × $49.70 · matches PO 4472
Process
  1. ReceivedFrom invoices@ inbox
  2. ReadAll 5 lines in 19 s
  3. MatchedPO 4472 and delivery note
  4. Flagged$40 price difference
  5. Reply draftedTo the supplier, for you
  6. BookedIn QuickBooks after approval
Flag differenceDraft reply to supplierApprove and book
23invoices today
2waiting for you
Examples

What it looks like in a real business.

Three typical situations we come across, and what the system does in each of them.

Example 01

Supplier invoices for a wholesaler

The situationTwo people typed in hundreds of invoices every month.

  1. Invoices arrive in a shared inbox
  2. The unit reads every line and matches the purchase order
  3. Differences are flagged and a reply is drafted
  4. Correct invoices are booked in accounting

The resultInvoices booked in seconds, errors caught before payment.

Example 02

Orders for a transport company

The situationPlanners retyped orders from emails and PDFs into the planning system.

  1. Orders come in by email in any format
  2. The unit reads pickup, delivery and load details
  3. The order is created in the planning system
  4. The customer gets a confirmation

The resultNo retyped orders and faster confirmations.

Example 03

Job admin for a contractor

The situationFinished jobs took days to turn into invoices.

  1. The crew closes the job on their phone
  2. Hours and materials are collected automatically
  3. An invoice is drafted for review
  4. After approval it is sent and booked

The resultInvoices go out the same day.

Guardrails

What it does alone, what waits for you.

These are the default rules. We set them together in the first week, and you can change them any time in Mission Control.

Runs on its own
  • Read, match and file documents
  • Keep systems in sync
  • Draft quotes, invoices and replies
Always waits for a person
  • Booking above the amount you set
  • Payments and payment changes
  • Anything that does not match
Works with the tools you use
QuickBooksXeroGmailGoogle DriveHubSpotSlack

And most other tools with an API. On the call we check yours.

Your numbers

What could it be worth for you?

Move the sliders to your own situation. You get a first estimate right away.

Estimated value per year$65,520
1,456hours back per year
15work days back every month

Estimate based on automating about 80% of this work. Your real numbers come out of your free build plan.

Get my real numbers
Getting started

Live in weeks. One fixed fee.

Usually two to four weeks from the first call to a live system. You spend about two hours with us in the first week. After that you review and approve. How it works in detail

  1. Week 1Map the work

    We sit with your team, map the process and agree on what we measure.

  2. Weeks 2 to 3Build and connect

    We build inside your tools and test it on real cases from your own history.

  3. Week 4Live with approvals

    It goes live with approvals switched on, so nothing important happens without you.

  4. Every week afterRun and improve

    We watch the results, fix what slips and send you a report every Monday.

What is included
  • Invoice and order processing
  • Matching against orders and price lists
  • Exceptions with drafted replies
  • Booking in QuickBooks, Xero or your ERP
  • Reports on volume and errors caught
What we need from you
  • About two hours of your time in the first week
  • Access to the tools it works in
  • One person who approves what matters

One fixed monthly fee, agreed in your free build plan. Model usage and software are billed at cost. How pricing works

Questions

Operations, in plain words.

Something else on your mind? Ask it on your free build plan call.

Can it read our documents?

Yes. Scanned PDFs, photos, emails and spreadsheets, in any layout. We test it on your own documents before it goes live.

What if it reads something wrong?

Anything the unit is not sure about is flagged for a person. You set the limits, for example an amount above which it always asks.

Which systems do you connect?

Most accounting, ERP, CRM and planning systems with an API, plus email and file storage.

Is our data safe?

Each agent only reaches what its role allows, every action is logged and nothing is used to train public models. If you want, everything runs in your own accounts and region. The security page has the details.

How long until it is live?

Usually two to four weeks from the first call to a live system. Week one we map the work with your team, weeks two and three we build and test on your own cases, and in week four it goes live with approvals switched on.

What does it cost?

One fixed monthly fee, agreed in writing in your build plan, before anything is built. Model usage, phone minutes and software are billed at cost, with a limit you set.

Can we start small?

Yes. Most companies start with one system, see the results in the Monday report and then add the next one. Everything runs on the same foundation, so each next step is faster.