SharedAlly

AI, Systems & Automation

We connect the systems, then teach them the work.

Integration, workflow automation, and AI applied where the process can actually support it — designed around how your business runs, not how the org chart says it should.

Start with a Health CheckHow an engagement runs

What we mean

Three words that usually arrive as a pitch. Here is what each one actually does.

Systems

One version of the truth.

CRM, ERP, case or job management, service desk, accounting — connected so a record entered once is the record everywhere. No re-keying. No “which spreadsheet is current.”

Automation

The hand-offs, handled.

Routing, chasing, calendaring, updating: the small transfers between people and systems where work stalls. Automated where the rule is clear, flagged for a person where it isn’t.

AI

Judgement work, behind a gate.

Drafting, triage, extraction, summarising — the parts that need reading and reasoning. Every output goes to a person to verify before it leaves the building.

The system, drawn

Every input finds its record. Every consequential action has a decision right.

This is the shape of every engagement, whatever the industry. What changes is the names in the boxes — your intake channels, your systems, your templates — and the rules between them.

What arrives

  • Email
  • Phone & voicemail
  • Web forms
  • Scanned mail
  • Documents

Systems of record

  • CRM
  • ERP / accounting
  • Case or job management
  • Service desk
  • Calendar

Automation layer

  • Route
  • Extract
  • Draft
  • Chase
  • Calendar
  • Report

Verification

Verification

A person approves, edits, or sends it back. Nothing leaves without it.

What leaves

  • Drafted correspondence, attachments included
  • Records updated once, everywhere
  • Deadlines calendared with owners
  • Follow-ups sent on schedule
  • Reports that reflect the record
The gate is not a safety feature bolted on at the end. It is where the system learns your standards: every edit becomes signal, and repeated, approved patterns become better instructions, examples, evaluations, or rules.

How an engagement runs

Five steps. Each one ends with something you can hold.

  1. 01

    Map the work

    Two to three weeks in your actual files. We document how work really moves — hand-offs, exceptions, the workaround everyone uses — not the process in someone’s SOP.

    You receive

    Current-state map · friction list · ranked opportunity map

  2. 02

    Connect the systems

    Integrations between the systems of record you already own: CRM to ERP, intake to case management, service desk to reporting. Replacing a system is a last resort, not a first move.

    You receive

    Data-flow diagram · field mappings · duplicate entry retired

  3. 03

    Automate the hand-offs

    Routing, chasing, calendaring, status updates — the transfers with a clear rule. Each rule is written in plain English and tested against your last 90 days of real cases before it runs.

    You receive

    Every rule, written down · test results on your real history

  4. 04

    Add AI where the process supports it

    Drafting from your templates, triage into the right matter, extraction from documents. Behind the verification gate, on one pilot workflow first.

    You receive

    Pilot report: accuracy, edits required, hours returned

  5. 05

    Measure and tune

    Every edit at the gate becomes signal; repeated, approved patterns become better instructions, examples, and rules. Each month we review what stalled, what was sent back, and what to widen next.

    You receive

    The numbers, monthly — not a slide

What we build

Six things a connected system does for you.

  • Intake & routing

    Email, forms, calls, and scanned mail read and sent to the right matter, job, or queue — with the right priority and the right owner.

    • Email triaged into the right record
    • Voicemail and form submissions captured
    • Priority and owner assigned by rule

    TouchesMicrosoft 365 · Google Workspace · ServiceNow · Salesforce

  • Extraction to the system of record

    Names, dates, amounts, and deadlines pulled from documents and written to the fields where they belong — once.

    • Documents and PDFs read, fields populated
    • Duplicate entry retired
    • Anything uncertain flagged for a person

    TouchesCRM · ERP · case or job management

  • Drafting from your templates

    Correspondence, notices, proposals, and status updates drafted from your templates and the actual record, attachments included, queued for sign-off.

    • Your templates, your tone
    • Attachments pulled from the file
    • Nothing sent without a person

    TouchesDocument systems · email · case management

  • Chasing & follow-up

    Records requests, unanswered proposals, unpaid invoices followed up on schedule and escalated when the schedule is missed.

    • Follow-up cadence set by rule
    • Escalation when silence continues
    • Every touch logged on the record

    TouchesCRM · accounting · email

  • Deadlines & calendaring

    Dates read from documents and correspondence, calculated against your rules, calendared with reminders and an owner.

    • Deadline maths by your rules
    • Owners and reminders set
    • Conflicts surfaced early

    TouchesCalendar · case or job management

  • Reporting that reflects the record

    Dashboards built on connected records, so the number the owner sees on Monday is the number the team worked to on Friday.

    • One source for every number
    • Stalled work visible, not suspected
    • The weekly view without the spreadsheet

    TouchesSalesforce · ServiceNow · Jira · your BI tool

Worked examples

What it looks like when the work is designed.

Three flows drawn from the kinds of engagements we run. The figures are the targets we scope against, not client results — we would rather show you the shape than borrow a number.

A law firm

The mail pile

By hand

  1. Scanned mail lands in a shared inbox
  2. A paralegal reads, files, and drafts replies by hand
  3. Deadlines are keyed into the calendar when someone remembers
  4. Records requests are chased when the file is next opened

Designed

  1. Each item read and filed to the matter
  2. Deadlines calculated from the document and calendared with an owner
  3. Standard responses drafted from the firm’s templates, attachments included
  4. The paralegal verifies and sends; every edit tightens a ruleperson

Scoping targetEvery piece of mail handled the day it arrives; drafting time becomes review time.

This is the pattern Ally productises for law firms.

A contractor

Lead to invoice

By hand

  1. Leads answered when someone is off the tools
  2. Job details re-keyed into scheduling, then into accounting
  3. Invoices sent late and chased when cash gets tight

Designed

  1. Every lead answered and qualified within the hour
  2. The job is created once and flows to the schedule and the books
  3. Invoice sent on completion, followed up on a schedule, escalated to the ownerperson

Scoping targetEvery lead answered the same hour; zero re-keying between quote, job, and invoice.

A professional-services firm

Proposal to billing

By hand

  1. Proposals rebuilt from the last one
  2. Engagement set-up by email thread
  3. Billing follow-through lives in a spreadsheet

Designed

  1. Proposal drafted from the pricing model and the discovery notes
  2. A won proposal creates the engagement, the folder, and the milestones
  3. Billing follows the milestones; slippage is visible the week it happensperson

Scoping targetProposal out within 48 hours of discovery; every milestone billed the week it lands.

The difference

Manual work versus designed work.

TaskBy handDesigned
Re-keyingThe same address typed into three systemsEntered once, written everywhere
ChasingWhoever remembers, whenever they rememberOn a schedule, escalated when it slips
“Who has it?”Ask aroundThe record says, with a timestamp
DeadlinesA calendar someone maintainsCalculated from the document, owned, reminded
ReportingA spreadsheet built the night beforeThe connected record, live
A new hireSix months to learn “how we do it”The rules are written down and running

Governance

Trust is built one verified decision at a time.

  • Human verification on everything outbound

    Drafts, notices, updates, invoices: a person approves, edits, or sends it back. Court- and contract-facing work is always signed by a person.

  • A readable rule for every automation

    If your ops lead can’t read the rule, it doesn’t run. Rules are plain English, versioned, and owned by your team, not by us.

  • Pilot, shadow, gate, widen

    One real workflow first. The system runs in shadow beside the person, then behind the gate, then wider — only when the numbers say so.

  • Pause and escalate at any point

    Any automation can be paused in one step. Anything uncertain escalates to a named person, with the record attached.

  • An audit trail you can read

    What was read, what was drafted, what rule fired, who approved. Traceable after the fact, not a black box.

  • Your data stays yours

    Encrypted, access-controlled handling designed for medical-legal confidentiality. Your data never trains external models.

A rule, as your team reads it

Records follow-up · R-2

WHEN
a records request has had no reply for 30 days
DRAFT
the follow-up from template R-2
ATTACH
the original request and the authorisation
SET
priority to high; owner to the assigned paralegal
QUEUE
for sign-off
NEVER
send without approval

Plain English, versioned, owned by your ops lead. If a rule can’t be read like this, it doesn’t run.

What changes

For each person in the room.

The owner

You see stalled work before it costs you. The numbers you decide on are the numbers the team works from.

The ops lead

Rules replace reminders. When something slips, the system tells you which step — not just that it did.

The front line

The drafts arrive done. The job becomes checking and deciding, not producing and chasing.

Platforms we build on

  • Salesforce
  • ServiceNow
  • Jira
  • Microsoft 365
  • Google Workspace
  • AWS

Scoped in writing

Fixed price where the scope is provable. Time and materials where discovery is honest. The reasoning shown either way.

Poorly scoped automation becomes expensive complexity — overruns, adoption failures, bad data. Preventing that is the first thing we’re good at.

Questions we get

Can we trust AI-written drafts?
You don’t have to. Every draft is built from your templates and the actual record, and a person verifies it before it goes anywhere. A draft that needs editing tells us which rule to fix.
We already have a case, job, or CRM system.
Good — keep it. We connect and automate around the systems you own. Replacing one is a last resort, not a first move.
Our data is sensitive.
Encrypted, access-controlled handling designed for medical-legal confidentiality. Your data stays yours and never trains external models.
We’re small, and our process is particular.
The particular is the point. We start from one real, messy workflow, write the rules as we go, and widen only when the pilot earns it.
How long before something works?
The Health Check takes two to three weeks. A first pilot workflow typically runs within the following month. Larger integrations are scoped in writing — fixed price where the scope is provable.

The first engagement

Ready to connect the systems?

The Health Check comes first: two to three weeks in your real files, ending in a roadmap you can run with us or without us.

Scope a Health CheckAll Services