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TradeFlo

AI agents for firms

The agent does the legwork. Your people decide.

An agent picks up inquiries and paperwork as they arrive, works through each step and stops wherever a person must decide.

Ask for a free workflow review

When an agent is the right tool

Some of your office work runs to several steps. An inquiry arrives, someone checks it against your jobs, finds the right person and drafts a reply.

Each step waits for whoever is free, so a simple question sits in the inbox behind the urgent ones.

An agent suits work like this. It crosses more than one system, each step depends on the one before, and a person signs off before anything leaves your office.

Time spent passing work between inboxes, sheets and colleagues is time your team is not spending on pricing or checking.

What an agent does

It works through one task at a time, inside the limits you set. Every step it takes is written down for your team to see.

Picks up
New inquiries and documents, from the inboxes and folders you name.
Checks
Each item against your job list and earlier replies.
Drafts
The reply, the log entry or the next document, ready for a person to check.
Asks
The person named for the task, whenever something is unclear or outside its brief.

The agent never sends or signs anything without a person's approval.

Sample

Agent specification: new inquiries

Task
Log each new inquiry and draft the first reply
Reads
The shared inquiries inbox and anything attached
Can use
The inquiry log only, to add a new line
Level
Recommend: it suggests who should take the inquiry
Stops for
A missing deadline, an unclear scope or an unknown client
Approved by
The estimating lead, before any reply goes out

Waiting for the estimating lead

Work an agent can take on

We start with tasks that arrive often and follow the same steps each time.

  • New inquiries

    The agent logs each inquiry from your website or shared inbox, notes what is missing and drafts a reply for your team.

  • Invitations to price

    It reads each invitation and its documents, notes the deadline and the scope, and passes a summary to your estimating lead.

  • Supplier and subcontractor questions

    It looks for the answer in your project folders, drafts the reply and marks anything it cannot confirm for a person.

  • Document filing

    It names and files drawings, certificates and site records in the right project folder, and flags any it cannot place.

If a task in your office follows the same steps each time, we look at it in the free workflow review.

You decide how far it goes

Each task gets one of three levels, agreed in writing before the agent starts. A person approves at every level.

  1. Draft

    The agentPrepares the reply or the document.

    Your teamA person checks it, edits it and sends it.

  2. Recommend

    The agentDrafts the work and suggests the next step, such as who should take it.

    Your teamA person accepts the suggestion or picks another.

  3. Act with approval

    The agentQueues an action, such as adding the inquiry to your log.

    Your teamNothing runs until a named person approves it.

New tasks start at Draft. A task moves up a level only when your team agrees.

Limits you set for every agent

The agent works for your team, inside limits your team sets and can change at any time.

Access
It reaches only the inboxes, folders and systems your systems lead opens to it.
Approval
Anything that leaves your office waits for a named person, whether it is a reply or a new log entry.
A record of every step
Each run is logged in your own systems, with what came in, what the agent did and who approved it.
See AI automation for firmsHow we handle data
Old metal keys hanging in a row

How we build an agent

The same three steps as every TradeFlo build, with the agent's task written down first.

  1. Map

    We write down the task, step by step, with the people who do it today.

    You receive: A written workflow map

    See how Map works

  2. Connect

    We open only the systems the task needs, after your systems lead signs off.

    You receive: An access list and systems diagram

    See how Connect works

  3. Build

    We test the agent on your own past inquiries and documents before it handles live work.

    You receive: A working workflow and handover notes

    See how Build works

Questions about AI agents

All questions
What is an AI agent?

An AI agent is an AI model set up to carry out a task with several steps, such as reading a new inquiry, checking it against your jobs and drafting the reply. It works inside the systems you allow, within limits you set, and it stops wherever a person must decide.

How is an agent different from a chatbot?

A chatbot answers questions in a chat window. An agent works through a task in your own systems, such as logging an inquiry and drafting the reply. It stops for a person at each decision.

Can the agent send anything without approval?

No. Replies, log entries and documents wait for a named person to approve them. Every level of control keeps a person in charge.

What does the agent do when it is unsure?

It stops and passes the work to the person named for the task, with a note of what it could not confirm.

How do we know what the agent did?

Every run leaves a record in your own systems. It shows what arrived, each step the agent took and who approved the result.

Do we need one agent or several?

We start with one agent for one task. A second task gets its own agent once your team is happy with the first.

How are cost and timing agreed?

The workflow review is free. Building an agent is a separate piece of work, with its scope, fee and timing in writing before we start.

Start with one task.

Bring the inquiry inbox or the document your office handles most to a free review. The map is yours to keep.

Ask for a free workflow review

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