Illustrative solutions · Not one-size-fits-all

See the workflow. Picture the future state.

AI becomes valuable when it improves a real process. These examples show how information can move through a business with less rekeying, clearer decisions and people staying in control.

Map a workflow in your business →How we deliver

A few places to start

Practical examples across different kinds of work.

The same building blocks can be adapted to your systems, policies and operating model. We start with your process—not a predetermined product.

01 / CONTRACTORS & FIELD SERVICE

Turn every inbound request into an organized next step.

Calls, emails and web inquiries become a consistent intake process—without letting automation make field decisions on its own.

Today

Messages scattered across voicemail, inboxes and text threads. Staff rekey details and chase missing information.

Future state

An AI-assisted intake captures issue, location, equipment, urgency and photos; creates a draft work order; and routes it to a dispatcher for review.

View an example workflow

Customer calls, emails or submits a request.
Assistant captures the details and asks for missing information.
System checks customer and site context where permitted.
Draft ticket is created with suggested category and priority.
Dispatcher confirms urgency, assignment and schedule.
Customer receives an approved confirmation and status updates.

Human approval stays in place for dispatch, scheduling commitments and emergency escalation.

Illustrative service queue● READY FOR REVIEW

SR-2048 · No coolingPriority review

Westside Properties · Building C

AssetRooftop unit · RTU-3Request received8:42 AM · Web formDetails capturedIssue, site, contact, photoSuggested next stepDispatcher review

INQUIRYINTAKEHUMAN REVIEW

02 / DISTRIBUTION & WHOLESALE

Move from an RFQ inbox to a quote-ready workspace.

Use AI to read incoming quote requests, organize line items and surface the exceptions a salesperson needs to resolve.

Today

Someone opens attachments, identifies products, searches catalogs, copies details into a system and follows up on missing information.

Future state

Documents are parsed into structured line items, possible catalog matches are suggested, gaps are flagged and a draft is prepared for commercial review.

View an example workflow

RFQ arrives in a monitored mailbox or shared workspace.
AI extracts customer, requested items, quantities and due date.
Catalog and approved reference data are searched for possible matches.
Missing specifications, substitutions and low-confidence matches are flagged.
Sales reviews pricing, availability, exceptions and terms.
Approved quote data is written to the CRM or ERP through a controlled integration.

Pricing, substitutions, availability commitments and customer-facing quotes remain subject to authorized employee approval.

RFQ review workspace● DRAFT

▤

Customer_RFQ_1048.pdfReceived 9:16 AM · 18 line items extracted

18Line items

15Suggested matches

3Need review

Needs a person

3 items have incomplete specifications or multiple possible catalog matches.

03 / MANUFACTURING & INTERNAL KNOWLEDGE

Give employees a better way to find the answer—and its source.

A company knowledge assistant can search approved policies, procedures, product documents and internal guidance, while respecting access permissions.

Today

Employees search shared drives, ask a colleague or work from an old downloaded copy of a procedure.

Future state

Employees ask a question in plain language and receive a concise response with links to approved source documents, revision details and clear limits.

View an example workflow

Employee asks a question in a familiar work tool.
Assistant searches only approved sources the employee can access.
Answer is summarized with document title, revision and source link.
If sources conflict or confidence is low, assistant says so and routes the question.
Content owners review gaps and keep source documents current.

The assistant does not replace safety procedures, engineering judgment, quality authority or controlled document processes.

Company knowledge assistant● SOURCED RESPONSE

What is the approved startup checklist for this equipment?

Here is the approved checklist summary.

1. Confirm the correct equipment and revision.
2. Complete required pre-start checks.
3. Record results in the controlled log.

Summary only. Follow the full procedure.

▤ SOP-042 · Revision 6 Open source ↗

04 / FINANCE & BACK OFFICE

Reduce document chasing in routine administrative work.

Assist with invoice intake, purchase-order matching, document classification, exception routing and recurring reporting.

Today

Staff download attachments, rename files, retype fields, search for matching purchase orders and email colleagues about exceptions.

Future state

Documents are classified and key fields extracted; possible matches are assembled; exceptions go to the right owner; approved data flows into the system of record.

View an example workflow

Invoice or document arrives through an approved channel.
AI extracts supplier, invoice number, date, amount and reference fields.
Workflow checks for a possible PO or duplicate and identifies missing data.
Exceptions are assigned to an owner with supporting context.
Authorized staff approve coding and payment actions.
Approved records are posted to the accounting or ERP system.

No autonomous payment release, vendor-bank change or financial approval. Keep segregation of duties intact.

Invoice review queue● EXCEPTION ROUTING

INV-8821 · Apex SupplyPO match suggested

INV-8822 · Metro ElectricAmount variance

INV-8823 · Northline ServicesReady for approval

Next action

Route the variance to the designated approver with invoice and PO details attached.

05 / CUSTOMER & PROFESSIONAL SERVICES

Keep the customer experience moving between conversations.

Connect inquiry intake, meeting preparation, notes, follow-up tasks and customer history so work doesn't disappear between inboxes.

Today

Context is spread across email, calendars, CRM notes and individual memory. Follow-up depends on someone remembering.

Future state

Meetings are prepared with relevant context, notes are summarized for review, follow-up tasks are drafted and CRM records stay current.

View an example workflow

New inquiry is captured and matched to the existing customer record.
Team member receives a concise briefing with relevant history.
Meeting notes are summarized after the conversation.
Proposed tasks and follow-up email are drafted for employee review.
Approved updates are saved to the CRM and assigned to owners.

Employees review summaries and customer communications before they are shared.

Customer follow-through● REVIEW QUEUE

New inquiry capturedContact and company matched

Meeting brief preparedRecent activity and open items

Follow-up draftedAwaiting account owner approval

CRM update queuedOwner and next step identified

Open-ended by design

These examples are a starting point—not the limits.

The right solution might combine AI assistants, workflow automation, system integrations, analytics, better data organization and employee training. We adapt the design to the process, technology and controls your business needs.

Connect the tools you already use

Microsoft 365, Google Workspace, CRM, ERP, scheduling, document repositories and other business systems—where supported and appropriate.

Keep people in control

Use approvals for sensitive, financial, operational and customer-facing actions. Escalate uncertainty instead of pretending the system knows.

Measure what changes

Set a baseline, then track fit-for-purpose measures such as response time, rekeying, cycle time, exception rate, adoption and service quality.

Important: These workflow examples and screens are illustrative concepts created to explain possible future states. They are not depictions of deployed client systems, verified customer case studies, testimonials or guaranteed results. Actual scope, feasibility, integrations and outcomes depend on each business and are validated during discovery.

Local focus

Serving Nashville and Indianapolis.

Big Cube's primary markets are Nashville and Middle Tennessee, and Indianapolis and Central Indiana—with remote delivery available for the right projects elsewhere.

TNNashvilleMiddle Tennessee

INIndianapolisCentral Indiana

Bring us one frustrating workflow. We'll help map a better future state.

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