How a digital colleague works in your back office
It connects to the systems you already use, records your way of working and prepares the work. You approve.
We do the legwork. You do the craft.
Four parts, with your team in control of each.
Email, ERP, CRM, Excel, PDF and customer portals. It reads and writes in your own systems with no more permissions than needed. Nothing needs to move.
ExampleDigital colleagueConnectionsFlowstead
Business Central
Outlook
Boltrics
Excel
ExactCustomer portalCustomer agreements, exceptions and every correction by your team are recorded. This helps it improve on the cases taking time today. That knowledge is yours to take with you.
Repeatable work follows fixed rules. We use AI where it adds value, such as a messy email or an unfamiliar description. This makes it reliable with predictable costs. We are not tied to a language model and choose the best fit per task.
For each check you choose whether to review it always or only if something deviates. At first you see everything. We agree together what may proceed without approval.
Business CentralOutlookBoltricsExcelExactFrom introduction to your first digital colleague
See it work with your own data before anything is built.
Intake and discovery
We map your process, systems and agreements. Not sure where you want to start? You can first book a standalone back office scan.
Demo with your data
A working example with your own orders and documents. See what it does before building starts.
Build
We connect your systems, record the agreements and test on your own historical orders.
Go live
The first digital colleague runs within four weeks. At first you approve everything.
Next
A dashboard shows which digital colleagues are working for you and how they perform. Then we tackle the next process.
Security and governance, in detail
How we handle your data, access and the use of AI.
Data in the Netherlands
Storage in the Netherlands, language models in the European data zone.
A dedicated environment
Isolated per customer, and your data does not train AI models.
Secure sign-in
With two-step verification or your own Microsoft account.
Everything traceable
Every step can be traced back to its source.
Visibility into AI
The dashboard shows where and how AI is used in your organisation. This helps with what the AI Act requires of you.
Data processing agreement
Standard, for every customer.
No surprises
Two ways of working, both priced in advance. The back office scan is also available as a standalone service.
Standalone back office scan
For those who do not yet know where to start: a standalone assessment at a fixed price, with a roadmap. If you already know what you want, discovery is part of the intake.
Licence
A one-off implementation fee, then a fixed monthly price. All users, maintenance, support and hosting are included.
Project in your own environment
A project price agreed in advance based on scope, followed by monthly service and maintenance.
Questions about how it works
Which systems can a digital colleague connect to?
A Flowstead digital colleague connects to the systems your back office already uses: email, ERP, CRM, Excel, PDF and customer portals. We work with Microsoft Dynamics 365 Business Central, Exact and Boltrics, among others. During the intake we identify which connections you need.
What access does a digital colleague need?
Access to the mailbox and systems it works with, with no more permissions than its task requires. You decide who can access the dashboard and approve work.
What is the difference between a licence and a project?
With a licence the digital colleague runs in a dedicated environment at Flowstead. You pay a one-off implementation fee and then a monthly licence. For a project we build in your own environment at a fixed project price, followed by monthly service and maintenance.
Who manages the digital colleague after go-live?
Flowstead. Maintenance, support and adjustments to your way of working are included in the licence. For a project we agree in advance who manages what.
What if the digital colleague stops working?
Your back office can do the work manually as it does today. Nothing is lost and nothing is sent unchecked. We respond to reports within one working day.
What does the AI Act mean for us?
Flowstead provides the digital colleague; your company uses it. Before go-live you receive user instructions and a risk assessment. Your dashboard shows where and how AI is used.
First, find out where things can improve.
Introductory conversationHalf a day on siteRoadmap
Not sure where to start? An introductory conversation with management and your back office, followed by half a day with your own orders and documents, helps us identify opportunities. You receive a roadmap per process, prioritised by impact and investment.
The scan is available as a standalone service. The roadmap is yours, even if you do not continue with us.