Case Study · AI Automation
400 pieces of mail a week. Zero misfiled.
A 2,000-person US firm in payroll, taxes and IT services was opening, reading and filing its mail by hand. One AI pipeline, built in a day, now does it with no corrections after six months in production.
The client
A US payroll, tax and IT services firm with about 2,000 employees.
The volume
About 400 scanned pieces of mail every week: remittances, invoices, tax and compliance letters, court notices.
The build
A six-step AI pipeline on the systems they already had. Designed, built and deployed in one day.
Before and after
What a misfiled letter really costs
Before: by hand
- Every piece opened, read, identified, renamed and moved to SharePoint
- Jira tickets updated manually
- 200 hours a month of filing
- Misfiled and miscategorized documents
- Missed amounts
- Missed deadlines for payments and filings, and court hearings
After: the pipeline
- Every piece read, classified, renamed and filed automatically
- Jira tickets updated and closed with the classification
- Zero human touches on filing
- Zero corrections in six months
- Deadlines and amounts surface as tickets the team works
- The freed hours now go to processing the mail as tickets
What I built
Six steps, no human in the filing loop
Watch
Monitor the Jira queue for new mail intake tickets.
Read
Claude reads each scanned PDF and understands the content, not just the file name.
Classify
Categorize by type, sender and subject: remittance, invoice, tax notice, court date.
Rename
Apply one consistent naming convention, every time.
Route
File it to the correct SharePoint folder with no human decision.
Close
Update and close the Jira ticket with the classification.
“This one solution helped drive us to push for AI rollout across the whole company, for every employee. Its value was in time and accuracy, especially with the government, which we can never get back.”
Chief Financial Officer
Security · scoped by a CISSP
Only the access the job needs
SharePoint: read
Read access to the site, so the pipeline can see where documents belong.
One folder: write
Write access limited to the single folder this workflow files into. Nothing else can be changed.
Jira: read and write
Read and update the intake tickets it works, and nothing beyond them.
Have a process that should not exist?
Tell me what your team is doing manually. I will tell you whether AI can eliminate it.