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Reducing costs with AI
Lower operating costs start with one process.
We map repetitive tasks, unnecessary manual work and error-prone processes. Then we choose a suitable AI application and show what it delivers in practice in a clearly defined pilot.
QUOTE AGENT · ACTIVITY LOGCustomer email → Quote ready for approval
- Read the maintenance enquiry — recorded the machines, contract term and requested discount
- Drafted the quote using maintenance rates — checked calculations and the discount against company policy
- Drafted an email matching the tone of previous correspondence with this customer
- Prepared the quote and email for the sales manager — the requested discount exceeds the account manager’s authority
01Process bottlenecks
Where AI can help
We start with the work: orders entered twice, invoices checked by hand or quotes waiting for approval.
- Preparing quotes What AI does hereAI can read a customer email and prepare a quote. A member of staff checks it before sending. What we measureWe measure how long it takes to prepare a quote
- Entering orders What AI does hereAI can transfer an order in an email to your records. A member of staff checks exceptions. What we measureWe measure how often an order still needs rekeying
- Checking invoices What AI does hereAI can match invoices to orders. A member of staff reviews differences before payment is approved. What we measureWe measure how many invoices need correcting and how long it takes
- Delivery enquiries What AI does hereAI can answer delivery questions using your scheduling data. Other questions go to a member of staff. What we measureWe measure how long customers wait for an answer
Customer questions and requests
An AI assistant can book appointments, answer questions and take calls. It uses agreed data in your calendar, customer records and stock system. Sensitive or unusual requests go to a member of staff.
02The process review
What your review gives you
We work through one process step by step. You see where time is lost and which solution fits. A pilot puts that solution into practice within the same process.
- Baseline measurement
- We measure how long the work takes now, where errors occur and how long tasks wait.
- Suitable application
- We identify which tasks AI can take on and where a person needs to help or check the work.
- Business case
- You see the potential savings, what the solution requires and what could go wrong.
- Pilot plan
- You get a plan covering the approach, measurements, systems needed and who checks the work.
What we do not do
- Tackle several processes before understanding how the first one works today
- Let AI make decisions on its own where a person needs to check them
- Build a solution that does not fit your systems and daily work
03Insight into practice
How we improve one process
- Process review
We choose one process with the person responsible for it. We measure working time, errors and waiting time at each step.
- Pilot
We build the solution for that process. In daily use, we measure what helps and what needs improving.
- Daily use
If the solution helps, we connect it to your systems, train your staff to use it and agree who will maintain it.
04Build and maintain
How we build and maintain the solution
- Upsider remains accountable for the solution and works with our fixed team of developers in the EU, using your existing technology where it fits.
- We connect it to your customer records, scheduling, phone or administration systems and check that it works.
- We agree who will monitor and update the solution, and who will resolve problems.
05Data and privacy
How we handle your data
We work in line with the GDPR and agree which data the solution uses, who can access it and how it is protected. Where needed, we put a data processing agreement in place. We prefer storage within the EU. Customer data goes to an AI system only as agreed. Customer data is not used to train AI models.
Standard applications
A consistent approach to recurring work
These applications follow a set approach. For your process, we agree which data AI uses, what it prepares and where a person checks the work.
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Order entry from email
AI reads an order from an email and enters it into your records.
- What we measure
- We measure entry time, corrections and errors per order.
- Where people remain involved
- A member of staff checks exceptions.
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Preparing quotes
AI reads the customer email and prepares a quote for approval.
- What we measure
- We measure preparation and approval time per quote.
- Where people remain involved
- A member of staff checks the quote and approves it for sending.
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Answering customer queries
AI prepares answers using agreed data from your schedule or customer records.
- What we measure
- We measure waiting time and how many queries are handed over.
- Where people remain involved
- A member of staff takes over unusual or sensitive queries.
Every standard application begins with a process review and baseline measurement. The approach is set; the fit with your systems is bespoke.
Reducing costs with AI
Request a process review
Do you rekey orders, check invoices or answer the same questions repeatedly? Tell us where work gets stuck. In our first conversation, we choose one process together.
Unsure which process should come first, or is your question wider than one process? Start with the introduction. Book an introduction