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Cross-system handoffs

When a customer signs, the order is set up in billing, accounting and your project tool, and the account team gets the handoff. Terms that differ from your standard go to finance first.

  • $12,500 fixed
  • Live in 3 to 6 weeks
  • Yours to keep
Let’s build your agent How it works
The review screen for Cross-system handoffs: four items, three done, and one (Net 60) waiting for the controller, who is asked: Linwood signed on net 60 against your net 30. Bill on net 60?
How it works

Signed by the customer, retyped by no one.

Here’s a typical run, step by step: what automation handles, what the agent does, and the calls that stay with your team.

The workflow for Cross-system handoffs, in 5 steps. It starts with “A customer signs” and ends with “Set up in every system”. Each step lists what automation, the agent and your team do there.
Cross-system handoffsA typical run
Starts withA customer signsLinwood Clinics signs order 7731 for 12 seats and onboarding, and the deal is marked won in the CRM.
The agent: Takes the customer, seats, price, start date and payment terms off the signed PDF, including anything the rep typed into the notes box.
Automation: Finds the Linwood Clinics deal in the CRM and checks that its seats and price agree with what was signed.
~20h/mo

Step 1 of 5Read the order

  • The agent

    Takes the customer, seats, price, start date and payment terms off the signed PDF, including anything the rep typed into the notes box.

    Order forms get edited before signing, and the terms that matter are often typed into a free-text box.

  • Automation

    Finds the Linwood Clinics deal in the CRM and checks that its seats and price agree with what was signed.

    The deal is already in the CRM, so comparing seats and price is a lookup.

Reads
  • E-signature
  • CRM
Writes
  • CRM

~20 hours a month back

Automation: Compares payment terms, discount and start date with your standard. Linwood signed on net 60, and your standard is net 30.
IfYour team: Accepts net 60 for Linwood, or asks the account lead to go back to the customer before billing is set up.
~4h/mo

Step 2 of 5Check the terms

  • Automation

    Compares payment terms, discount and start date with your standard. Linwood signed on net 60, and your standard is net 30.

    Your standard terms are written down, so which orders need a person is known before anyone opens one.

  • Your teamIf terms differ from standard

    Accepts net 60 for Linwood, or asks the account lead to go back to the customer before billing is set up.

    Waiting longer to be paid changes cash flow, and someone who owns that should agree to it.

Reads
  • CRM
Writes
  • CRM

~4 hours a month back

Where teams differSales can often agree terms up to a limit on its own, with only the rest reaching finance.

Automation: Adds Linwood as a customer in billing and accounting on the agreed terms, and creates the project from your template.
~30h/mo

Step 3 of 5Set up each system

  • Automation

    Adds Linwood as a customer in billing and accounting on the agreed terms, and creates the project from your template.

    Once the terms are settled, each system needs the same fields in the same order.

Reads
  • CRM
Writes
  • Billing
  • Project tool

~30 hours a month back

Where teams differBilling can start on signature, at go-live or on the first of the next month.

The agent: Writes a note for the account and delivery leads: what Linwood bought, the net 60 the controller agreed, and what the rep promised in the notes.
~12h/mo

Step 4 of 5Brief the team

  • The agent

    Writes a note for the account and delivery leads: what Linwood bought, the net 60 the controller agreed, and what the rep promised in the notes.

    What the rep promised sits in deal notes and emails, and the note has to pick out what delivery needs to know.

Reads
  • CRM
Writes
  • CRM

~12 hours a month back

Automation: Posts the note to the delivery team’s channel, marks the handoff done in the CRM, and starts your onboarding checklist.
~8h/mo

Step 5 of 5Hand it over

  • Automation

    Posts the note to the delivery team’s channel, marks the handoff done in the CRM, and starts your onboarding checklist.

    Where the note goes, and what marks a handoff done, doesn’t change from one order to the next.

Reads
  • CRM
Writes
  • Team chat
  • CRM

~8 hours a month back

Ends withSet up in every systemBilling, accounting and the project tool agree, and the account team has the handoff note.
Total~74h/mo

What changes

A signed order goes into billing, accounting and the project tool straight from the form. Terms off your standard reach the controller with the form beside them.

  • 4steps automated
  • 2steps for the agent
  • 1call kept with your team

Pick any step to see what happens there and why it sits in that lane.

What it could be worth

~74 hours a month back

$44,400 a year in time

For a company closing about 60 new orders a month across billing, accounting and delivery, at $50 an hour. We work out yours from your own volumes before you sign.

Let’s build your agent
What we customize with you

One proven agent, plugged into how you work.

Every team does this job a little differently, so we set these five with the people who do it today. We’ve done this in dozens of businesses, so we know where teams usually differ and ask about those first.

The agent

Same for every client
  • Follows the same proven steps
  • A person on every exception
  • Every decision logged
  • Tested on your past work first
  • Never changes the price or terms a customer signed

  1. Your systems

    Where the work comes in, and where the result goes.

    For this agentSigned orders from your e-signature tool or CRM, records into billing, accounting and your project tool.

  2. Your rules

    The limits and exceptions it works to.

    For this agentYour standard terms, what each system needs, and who hears about a new customer.

  3. Your team

    Who signs off, and who covers when they’re away.

    For this agentThe controller for payment terms, the account lead for anything about scope.

  4. Your channels

    Where your team hears from it.

    For this agentSlack or Teams for your team, email to the controller for terms.

  5. Your output

    What it hands back, in the format you already use.

    For this agentA customer set up in every system, and a handoff note for the account team.

It sets up what was signed. Quotes and CRM clean-up after calls are other agents in the catalog, and the new customer’s setup checklist is the Customer onboarding agent.

What you get

The agent, and everything that keeps it working.

  • The agentRunning on your systems, under your rules.
  • The review screenWhere the exceptions land for your ops team and the controller.
  • Your rulebookYour limits, exceptions and who signs off, in one place, often for the first time.
  • A test reportYour past signed orders, run through it and checked against the number.
  • The runbookHow it works, what to check, and what to do if it stops.
  • 30 days of tuningAfter it goes live, through a full month of your real signed orders.
The number we agree

Days from a signed order to the customer set up everywhere. We measure it before we start, and again at day 30.

How we get there

Live in 3 to 6 weeks. About seven hours of your time.

We do the building. Your side: access, three months of signed orders and how each one was set up, and a short weekly check-in.

  1. Before kickoff

    We send the access checklist.

    You, 2 hours. Access, an owner, and three months of signed orders and how each one was set up.

  2. Weeks 1 to 2

    We connect your systems and set it up.

    You, 1 hour. Walk us through your rules.

  3. Weeks 2 to 4

    We test it on your past signed orders.

    You, 1 hour. Review what it flagged.

  4. Weeks 3 to 6

    It runs beside your team, then goes live.

    You, 1¼ hours. Work from the review screen.

Then 30 days of tuning, with a short check-in each week, about two hours of yours. At day 30 we show you the number and hand everything over.

After it’s live

It keeps running whether or not we stay.

  • It runs in your accounts

    Your cloud, your systems, and an AI account in your name, billed by the provider at their rates.

  • Changes in the first 30 days are included

    A new rule, a changed limit, someone new signing off. That’s what tuning is for.

  • After that, your call

    Your team edits the rulebook, the care plan covers it, or a bigger change is quoted first.

Handoffs like this gave a medical transport company one view of every mission, where each detail used to be keyed in three times.

Questions

About this agent.

What if the order form and the CRM disagree?
It doesn’t pick one. Nothing is set up until the deal owner says which is right, with both side by side.
Which systems can it set up?
The ones a new customer touches today, usually your CRM, billing, accounting and project tool. If one has no way for software to connect, that’s quoted before we start.
Does it start onboarding too?
It hands the new customer to whoever runs onboarding, with the order and the notes attached. The welcome and the kickoff belong to the Customer onboarding agent.
Our process isn’t quite like this. Will it still work?
That’s the usual case. The job looks the same in most businesses, but the details never do. We map how your team does it today, then set the rules, systems and approvals to match. That’s what most of the 3 to 6 weeks are for.
How do we agree the number?
Together, before any work starts. For this agent it’s the days from a signed order to the customer set up everywhere. We measure it before we start, and again at day 30.
What does it cost to run once it’s live?
Hosting and AI, paid straight to the providers, not through us. It usually runs 5x to 25x cheaper than doing the same work by hand, and we work out your figure from your real volumes before you sign.

Where does a signed order get retyped today?

Tell us how your team handles signed orders today. We’ll show you this agent on examples like yours, and whether it fits the fixed price.

Let’s build your agentBack to Business Operations
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  • 3 to 6 weeksto live, then 30 days of tuning
  • $12,500fixed, per agent
  • Yours to keepno license fees
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