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AI Workflow Automation for Documents, Intake & Approvals

AI agents that intelligently classify documents, prioritize work, generate reports, and handle complex workflows-while maintaining your security and compliance standards

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Introduction

Traditional workflow automation follows rules you define. AI automation learns patterns, makes intelligent decisions, and handles complexity that would be impossible to program manually. BetaQuick combines your existing platforms with enterprise AI to deliver automation that actually thinks.

What AI Can Do for Your Workflows

We offer role-based training modules designed around real-world workflows, not generic software features.
01

Document Classification

Core Capability
What It Is:

AI that automatically categorizes, extracts data from, and routes documents without human review.

How It Works:

Documents submitted through intake forms or email are automatically analyzed by AI. The system identifies document type (contract, invoice, form, report), extracts key information (dates, amounts, parties), and routes to appropriate workflows based on content and context.

Common Applications:
  • Contract intake & categorization
  • Invoice processing & routing
  • Legal document classification
  • Grant application sorting
  • Medical records categorization
  • Case file organization
Business Impact:
  • Eliminates manual document review
  • Routes documents accurately 24/7
  • Extracts structured data automatically
  • Reduces processing time from hours to seconds
Platforms Used:
02

Intelligent Intake Triage

Core Capability
What It Is:

AI that reads requests, understands intent, and assigns priority and routing automatically.

How It Works:

When someone submits a request (via form, email, or ticket), AI analyzes the content to determine urgency, complexity, required expertise, and appropriate assignment. The system can identify issues that need immediate escalation vs. routine requests.

Common Applications:
  • IT support ticket triage
  • Legal intake assessment
  • HR inquiry routing
  • Customer support prioritization
  • Constituent service requests
  • Project intake evaluation
Business Impact:
  • Critical issues surface immediately
  • Routine requests route automatically
  • Workload distributes intelligently
  • Response times improve dramatically
Platforms Used:
03

Contract & Document Pre-Review

Core Capability
What It Is:

AI that performs initial review of contracts and documents, flagging issues and extracting key terms before human review.

How It Works:

AI analyzes contracts, agreements, and documents to identify standard vs. non-standard clauses, flag unusual terms, extract key dates and obligations, and generate summary briefs for human reviewers.

Common Applications:
  • Vendor contract review
  • NDA analysis
  • Real estate document review
  • Procurement agreements
  • Employment contracts
  • Service agreements
Business Impact:
  • Lawyers focus on exceptions, not routine clauses
  • Faster contract turnaround
  • Consistent risk identification
  • Complete term extraction
Platforms Used:
Internal review systems
04

Email-to-Task Automation

Core Capability
What It Is:

AI that reads emails, understands requests, and creates properly structured tasks without human intervention.

How It Works:

AI monitors designated email inboxes, interprets message content and intent, extracts relevant information, creates tasks in your project management system with appropriate details, and assigns based on content and availability.

Common Applications:
  • Client request processing
  • Internal service requests
  • Project change requests
  • Ad-hoc task creation
  • Follow-up tracking
  • Information requests
Business Impact:
  • No more manual task creation from emails
  • Requests never lost in inboxes
  • Proper categorization and assignment
  • Complete email-to-task audit trail
Platforms Used:
05

AI Meeting Summaries & Action Items

Core Capability
What It Is:

AI that listens to meetings, generates accurate summaries, and creates follow-up tasks automatically.

How It Works:

Meeting recordings automatically transcribe and analyze. AI generates structured summaries highlighting key decisions, action items, and deadlines. Action items automatically create tasks assigned to appropriate team members.

Common Applications:
  • Project meetings
  • Client calls
  • Executive briefings
  • Team stand-ups
  • Board meetings
  • Planning sessions
Business Impact:
  • No more manual meeting notes
  • Action items captured reliably
  • Searchable meeting archive
  • Participants focus on discussion, not documentation
Platforms Used:
06

Automated Ticket Prioritization

Core Capability
What It Is:

AI that analyzes support tickets, assesses urgency and impact, and assigns priority scores automatically.

How It Works:

Every incoming ticket is analyzed for urgency indicators, business impact, user language patterns, and historical similar issues. AI assigns priority levels and routes to appropriate support tiers immediately.

Common Applications:
  • IT helpdesk prioritization
  • Customer support triage
  • Facilities emergency detection
  • Security incident identification
  • System outage detection
  • VIP request handling
Business Impact:
  • Critical issues never buried in queue
  • Consistent priority assignment
  • Faster resolution times
  • Better SLA compliance
Platforms Used:
07

Automated Report Generation

Core Capability
What It Is:

AI that compiles data from multiple sources, analyzes trends, and generates narrative reports in natural language.

How It Works:

AI pulls data from your workflow systems, analyzes trends and patterns, generates executive-ready narrative summaries, creates visualizations, and distributes on defined schedules.

Common Applications:
  • Monthly status reports
  • Executive briefings
  • Performance summaries
  • Compliance reports
  • Project updates
  • Trend analysis
Business Impact:
  • Reports write themselves
  • Consistent analysis and insights
  • Faster distribution
  • More frequent updates possible
Platforms Used:
Data visualization
08

Knowledge Assistant

Core Capability
What It Is:

AI that answers questions by searching your organization's documents, past decisions, and workflow history.

How It Works:

Staff ask questions in natural language. AI searches relevant documents, past cases, policy manuals, and decision records to provide accurate answers with source citations.

Common Applications:
  • Policy question answering
  • Procedure guidance
  • Precedent research
  • Training support
  • Compliance guidance
  • Decision support
Business Impact:
  • Faster answers without waiting for colleagues
  • Consistent information across organization
  • New staff onboard faster
  • Institutional knowledge preserved
Platforms Used:
Data visualization

You Already Use the Tools-We Make Them Smarter

AI automation doesn't mean ripping out your existing systems. It means adding intelligence to the platforms you already have. We integrate enterprise AI capabilities into your Smartsheet workflows, DocuSign processes, Freshdesk tickets, and Monday.com boards—enhancing what you've built without replacing it.

Enterprise-Grade AI with Government-Ready Security

AI automation for sensitive government and enterprise workflows requires more than just technology, it requires trust.

Security Standards:
  • FedRAMP Moderate authorized options
  • StateRAMP compliant solutions
  • SOC 2 Type II certified
  • ISO 27001 certified
  • HIPAA-compliant configurations available
AI Governance:
  • Human oversight on all critical decisions
  • Complete audit trails of AI recommendations
  • Explainable AI see why decisions were made
  • No AI training on your sensitive data
  • Model-agnostic approach (GPT, Claude, LLaMA, private models)
  • Configurable approval thresholds
Constitutional & Judicial Protections:
  • For sensitive applications
  • AI provides recommendations, humans make decisions
  • No autonomous sentencing, parole, or release decisions
  • Judicial authority preserved completely
  • Transparency in all AI-assisted processes
  • Constitutional due process maintained

How We Deploy AI Automation

Phase 1: AI Readiness Assessment
We evaluate your current workflows, data quality, and automation potential. Not every process needs AI—we identify where it provides real value.
Phase 4: Integration & Testing
We integrate AI with your existing platforms, test extensively with real scenarios, and refine accuracy before deployment.
Phase 2: Pilot Project
We start with a focused pilot (typically 60-90 days) that proves value before scaling. Low-risk, high-visibility use case to demonstrate capability.
Phase 5: Launch with Oversight
We deploy with human oversight mechanisms, monitoring dashboards, and feedback loops to ensure AI performs as expected.
Phase 3: Model Selection & Configuration
We configure appropriate AI models for your use case—whether GPT, Claude, open-source, or private models—based on your security and accuracy requirements.
Phase 6: Optimization & Expansion
After proving value in pilot area, we expand to additional workflows and continuously optimize based on performance data.

Model-Agnostic Approach

  • OpenAI GPT-4

Best for: General-purpose document analysis, summarization, complex reasoning 

Deployment: Cloud API or Azure Government Cloud

  • Anthropic Claude

Best for: Long documents, detailed analysis, nuanced reasoning, safer outputs  

Deployment: Cloud API or AWS Government Cloud

  • Open-Source Models (LLaMA, Mistral)

Best for: On-premise deployment, air-gapped environments, full data control  

Deployment: Your infrastructure

  • Specialized Models

Best for: Domain-specific tasks (legal, medical, financial)  

Deployment: Varies by model and security requirements

AI in Action

Correctional Facilities
Challenge:
CT Department of Corrections receives thousands of inmate communications monthly requiring constitutional review before legal proceedings.
Solution:
AI analyzes communications for content type, urgency, and legal sensitivity. Routes privileged attorney communications immediately. Flags potential security concerns. Human analysts review AI recommendations before final decisions.
Solution:
70% reduction in initial review time. 100% constitutional compliance. Faster legal access for inmates.
Appellate Court
Challenge:
Texas Fifth District Court receives 2,500+ appeals annually requiring categorization and assignment to specialized panels.
Solution:
AI reads case filings, identifies legal issues and precedents, recommends panel assignment based on expertise. Court staff review and approve all assignments.
Solution:
60% faster case routing. Better panel expertise matching. Judicial authority fully preserved.
Correctional Facilities
Challenge:
North Dakota HHS processes thousands of eligibility applications with complex policy requirements across multiple programs.
Solution:
AI reviews applications, cross-references policy requirements, flags missing documentation, recommends eligibility determinations. Human workers review and approve all decisions.
Solution:
50% faster processing. Improved accuracy. Better constituent service.

Measurable AI Impact

  • Cost Reduction: 40-60%

AI automation typically reduces operational costs by 40-60% in document-heavy processes.

  • Speed Improvement: 70-80%

In-person sessions at your location. Ideal for large group training or hands-on setup with your team.aInitial processing and routing happens 70-80% faster with AI triage and classification.

  • Accuracy: 95%+

Well-trained AI systems achieve 95%+ accuracy in classification and routing tasks.

  • Scalability: Unlimited

AI handles volume spikes without proportional cost increases—scale automatically.

  • 24/7 Operation

AI works continuously—no nights, weekends, or holidays

  • Consistency: 100%

AI applies rules and policies consistently every time—no variability in judgment.

AI Automation FAQs

Will AI make decisions without human oversight?

No. For government and enterprise applications, we design AI as a recommendation engine. Humans retain final decision authority, especially for sensitive determinations affecting people's rights or services.

AI recommendations include confidence scores. Low-confidence items route to human review automatically. All AI decisions are logged for audit and correction.

Yes. We deploy AI solutions that meet FedRAMP, HIPAA, and other compliance requirements. Data can stay on-premise or in government cloud environments.

Most pilot projects (60-90 days) demonstrate clear ROI. Full deployment ROI typically achieved within 6-12 months.

No. We build AI automation that your existing team can maintain using familiar platforms. Training included.

We start with pilots specifically to test capability. If AI doesn't meet accuracy thresholds, we don't deploy.

Ready to Add Intelligence to Your Workflows?

We offer role-based training modules designed around real-world workflows, not generic software features.
Schedule an AI Assessment
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