AI Workflow Automation Case Study

Retrieval-augmented workflows that collapsed a week-long onboarding process into hours for a B2B services company.

Problem

New client onboarding required five separate handoffs across sales, operations, and compliance. Analysts manually stitched information from CRMs, email threads, and shared drives. Customers waited days for activation, and internal teams burned hours locating the right assets.

Objectives

• Reduce effort spent on document prep and status chasing
• Improve first-response time to onboarding questions
• Ensure every decision had an auditable trail for compliance

Solution Highlights

1. Knowledge ingestion pipeline. Nightly jobs pulled proposals, signed scopes, CRM notes, and compliance docs into Postgres, normalised the metadata, and generated embeddings with text-embedding-3-large.
2. Retrieval-augmented triage. Analysts worked inside a FastAPI dashboard that surfaced the most relevant precedent, contract clauses, or asset templates using hybrid semantic + keyword search.
3. Automated status nudges. Workflows posted condensed summaries and blockers into Slack, tagging responsible teams. Customers received personalised updates without manual editing.
4. Human-in-the-loop guardrails. Sensitive steps required explicit approval. Each decision logged the retrieved context, prompt, and reviewer to satisfy audit needs.

Results

• 68% reduction in analyst effort per onboarding (6.4 hours → 2.1 hours)
• 4× faster document approvals thanks to contextual summaries and alerts
• 0 escalations related to missing paperwork in the first 90 days post-launch
• 92% satisfaction from onboarding teams citing clarity of suggestions and audit trails