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What we build

The daily and monthly routines that run by hand today.

We build software that does the routines someone repeats each day or month, flags exceptions and keeps a record.

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What is workflow automation?

Workflow automation with AI is software that does a routine someone repeats each day or month. It pulls data from your systems, checks it, sets exceptions aside for a person and keeps a record. Routines that follow a checklist suit it, such as invoice matching, bank reconciliation, monthly report packs and regulatory filings.

A routine, run by software, in plain terms

Every run leaves an append-only record of what the software did.

Most firms have a routine that someone repeats each day, week or month: the same data, the same checks, the same report. The software runs that routine on its schedule. It pulls the data, applies your rules, sets aside anything that does not fit, and leaves a short list for a person to work through.

Routine starts on scheduleDaily, weekly or monthly
Data pulledFrom your systems
Checked, exceptions set asideA wrong match is caught early
A person reviews exceptionsAnd signs off what matters
Record writtenReady when the day starts

Is workflow automation the right fit?

We will say so when an idea is not worth building. These are the signs we look for.

It fits when

  • Someone repeats the routine every day, week or month, and it follows a checklist.
  • The data already sits in your systems, spreadsheets or bank feeds.
  • Most items are routine, and a small number need a person's eye.
  • A missed or wrong item has a cost, so you want checks that run every time.
  • You want a record of what was checked and what was set aside.

It is the wrong tool when

  • The routine happens twice a year, so the build would cost more than the hours it saves.
  • The rules change every time, so there is no checklist to write down.
  • A person must exercise judgment at every step, not only on exceptions.
  • An off the shelf tool already does the routine well enough.
  • The data is not kept anywhere a system can read it.

What can you build for a firm like ours?

These ten examples show the kind of routine we can build. They are illustrations of what we can build, not client work. The real builds are further down.

CPA and accounting firms

Example

Month-end close checklist preparation

Today
A staff accountant gathers schedules, checks which accounts are ready and builds the close checklist by hand.
The build
On the last working day the software pulls the schedules, marks each checklist item as ready or waiting, and lists the accounts with open differences.
A person still decides
The controller decides when the books are ready to close.
Example

Bank reconciliation with exceptions set aside

Today
Someone ticks bank lines against ledger entries one at a time and chases the ones that do not match.
The build
The software matches each bank line to the ledger, separates timing differences from real errors and sets the unmatched items aside with the reason.
A person still decides
The accountant reviews the exceptions and approves any adjustment.

Investment advisers and asset managers

Example

Fee calculation checks against the advisory agreement

Today
Operations staff recalculate a sample of fees from the agreements and compare them with the billing file.
The build
Each quarter the software reads the fee terms for every account, recalculates the fee from the account values and lists every account where the billed amount differs.
A person still decides
The operations lead decides whether to correct a bill.
Example

Trade reconciliation exceptions

Today
Staff compare the trade blotter with custodian records each morning and investigate each difference.
The build
Before the day starts the software compares the blotter with the custodian records and lists breaks, grouped by type and age, with the source rows beside each.
A person still decides
A trader or operations analyst resolves each break.

Law firms

Example

Time entry clean-up before billing

Today
Billing staff read the time entries before each bill and send queries back to lawyers about vague or missing narratives.
The build
Before the billing run the software flags entries with missing matter numbers, vague descriptions or unusual durations, and lists them by timekeeper.
A person still decides
The billing partner decides what is written down or removed.
Example

Trust account reconciliation preparation

Today
Each month an accountant assembles the bank statement, the client ledgers and the journal, and compares the three.
The build
The software assembles the three sources, compares balances and lists any difference by client ledger with the entries behind it.
A person still decides
The responsible lawyer reviews and signs the reconciliation.

Mortgage and lending

Example

Closing disclosure timing checks

Today
A processor checks each file's dates by hand to see that the disclosure timing has been met before closing.
The build
Each morning the software reads the dates on every file closing soon, compares them with the timing rules the lender has set, and lists any file that is off.
A person still decides
The closer decides what to do about a file that is flagged.
Example

Pipeline status reports

Today
A manager exports the pipeline and builds a status report in a spreadsheet each week.
The build
Each week the software reads the pipeline, groups loans by stage and age, highlights files that have not moved and sends the report to each manager.
A person still decides
The branch manager decides which files get attention.

Operations-heavy businesses

Example

Billing run checks

Today
Before each billing run someone looks for completed work with no invoice and for charges that look wrong.
The build
Before the run the software compares completed jobs with invoices, flags work not yet billed and charges outside the usual range, and holds those items back.
A person still decides
The billing clerk decides how to fix each held item.
Example

Invoice matching to purchase orders

Today
Accounts payable staff look up each supplier invoice, find the purchase order and compare the lines.
The build
The software reads each incoming invoice, finds the matching purchase order, compares quantities and amounts, and passes the clean matches on. Differences are set aside with the reason.
A person still decides
The accounts payable lead approves the exceptions for payment.

Is a routine run by hand at your company today?

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Built and running

Five routines built for a dumpster rental company. Each runs as a Claude skill in the company's own Claude workspace, with no new software to host. They were in daily use from the first day, and office administration works through the exceptions.

Built and running

Daily billing reconciliation

A dumpster rental company

Before
Done by hand.
What it does
It finds completed work with no invoice, invoices raised and never sent, weight overages, and rental periods that rolled over.
Built and running

Bank reconciliation

A dumpster rental company

Before
Done by hand.
What it does
It separates settlement timing differences from real errors.
Built and running

Deposit grouping

A dumpster rental company

What it does
It groups card and ACH payments into deposits that match the bank feed.
Built and running

Truck activity review

A dumpster rental company

Before
Done by hand.
What it does
Each day it matches truck activity to jobs and reports time on site, idling and gaps.
Built and running

County franchise fee filings

A dumpster rental company

Before
Done by hand.
What it does
It prepares the filings from job data.

Read the story

Anonymized at client request. Reference calls available under NDA.

How does a build work?

Step 1ScopeOne working session. A plan and a price.
Step 2BuildOn your own data, shown early and often.
Step 3LaunchYour people trained on their real work.
Step 4RunHosted, watched, improved.

The plan sets the timeline. For a larger build you can start with a scoping sprint: two weeks and a working prototype on your own documents. The price is fixed after one working session. For a routine, the steps look like this.

  1. Watch the routine as it runs today, and write down each step and each check.
  2. Agree the rules: what counts as a match, what counts as an exception, and who gets each exception.
  3. Collect a few past runs from your own data, including the ones that went wrong.
  4. Build the routine and run it beside the manual one, comparing results until they agree.
  5. Review the exceptions together and adjust the rules.
  6. Train the people who will work the exceptions, on their real work.
  7. Switch it on to its schedule with the record running, then watch and improve it.

What do you get at handover?

  • Working software

    Running to its schedule in your own environment.

  • The record

    An append-only record of every run and every action.

  • Written rules

    What counts as a match, what counts as an exception, and who reviews it.

  • Training

    The people who work the exceptions, taught on their real work.

  • A security review

    A named review of the build before it goes into use.

  • Someone to call

    We run it for you: hosted, watched and improved.

How is our data handled?

The software runs in a private environment that your company controls, and client data does not go to public AI services. DoubleChecked contracts directly with Anthropic under commercial terms and a data processing agreement, with no reseller in between. Zero data retention is available through the API, not the chat interface. Read the security page

Who can get inSingle sign-on and roles
Where it runsA private environment you control
What it may doChecks before it confirms an action
Who signs offA person at your company
What it didAn append-only record

What does it connect to?

  • Accounting and general ledger
  • Document management
  • Email and calendar
  • CRM
  • Bank and card feeds
  • Spreadsheets
  • File shares
  • Line of business systems

Questions buyers ask

How long does it take?

The plan sets the timeline. After one working session you have a plan and a fixed price. You then see working software early and often during the build, so you are never waiting for a single reveal.

What does it cost?

Every project gets a fixed price after one working session, so you know the number before we build. A scoping sprint is an optional first step for larger builds: two weeks and a working prototype on your own documents.

Where does our data go?

The software runs in a private, client-controlled environment. Client data does not go to public AI services. DoubleChecked contracts directly with Anthropic under commercial terms and a data processing agreement, with no reseller in between.

Who checks the output?

The software checks before it confirms an action and keeps an append-only record of what it did. A person at your firm reviews and signs off on outputs that matter. Each build gets a security review before launch.

What happens when a run gets something wrong?

The checks catch many wrong matches before anything is confirmed, and the exceptions go to a named person. The record shows what the software did on each run, so the cause can be found and the rule corrected.

What do you need from us?

A person who knows the routine, access to a few past runs from your own data, a decision on which systems the software may use, and someone to review the exceptions. Your people are trained on their real work.

Does it work with the systems we already run?

Yes. We build on your own data and systems, and the software works only inside the systems you allow. Deployments include single sign-on, role design, audit logging and network allowlisting.

A dumpster rental company

Billing, bank reconciliation, truck review and fee filings.

AI agents

Whole jobs handed to software, with a person signing off.

Integrations

Connecting the systems a routine pulls from.

All solutions

Everything we build and run.

Tell us what you want built.

A working session is 45 minutes on one idea from your company: what to build, what it needs, and what it would cost.

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  • A fixed price before we build
  • Your data stays in your environment
  • A record of every action
  • Reference calls under NDA
  • NDA before the first session
  • Since 2019
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