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flow8

Use Cases

Legal Firms: Automated Client Intake & Matter Management

The Problem: Client intake forms arrive via email, phone, or web portal. Paralegals manually enter data into Clio, create matters, upload documents, and send acknowledgments. A single intake that should take 2 minutes takes 15 because of system-switching.

The flow8 Solution:

  1. Client submits an intake form.
  2. flow8 watches the email inbox and detects the submission.
  3. Automatically extracts structured data (name, case type, matter type, urgency).
  4. Uses AI to classify the case type based on description, flags conflicts of interest.
  5. Creates a new matter in Clio with the right practice area and client.
  6. Uploads the intake PDF and any supporting documents.
  7. Sends a Slack alert to the supervising attorney for review.
  8. Attorney approves (or rejects) via a one-click approval flowlet.
  9. If approved, generates a welcome letter as a PDF, emails it to the client, and files it in OneDrive.
  10. Logs the entire intake in Clio and flow8’s audit trail for compliance.

The Payoff: 45 seconds per intake instead of 15 minutes. One paralegal can now focus on substantive work. Intakes never get lost or mixed up. Every intake is documented and auditable.

Accounting & Finance: Multi-System Invoice Reconciliation

The Problem: Invoices land in multiple places: QuickBooks (your main accounting system) and Bexio (a regional accounting partner). Finance staff manually cross-check invoices, reconcile line items, and chase down discrepancies. Monthly reconciliation takes 4–5 hours.

The flow8 Solution:

  1. Every morning at 9 AM, flow8 triggers a scheduled flow.
  2. Pulls all invoices created in the past 24 hours from both QuickBooks and Bexio.
  3. Uses AI to match invoices by vendor name, amount, and description (handling minor variations in spelling or formatting).
  4. Flags mismatches: same invoice in QuickBooks but not Bexio, different amounts, missing line items.
  5. Generates a reconciliation report (PDF) with tables showing matched and unmatched invoices.
  6. Emails the report to finance and posts a summary to a Slack channel.
  7. Stores the full reconciliation log in flow8 for audit purposes.

Optional human gate: For significant discrepancies (flagged by rules), Finance approves the resolution before flow8 auto-corrects or cancels duplicates.

The Payoff: 4 hours saved monthly, zero manual invoice entry, zero data re-entry errors, always-on compliance reporting.

Operations: Email-to-Action Pipelines

The Problem: Support emails arrive, get read manually, discussed in Slack, and then someone has to update the CRM, create a task, and assign it. That process is fragmented and slow.

The flow8 Solution:

  1. An incoming email arrives at support@company.com.
  2. flow8 watches the mailbox via IMAP.
  3. Extracts subject, sender, and body.
  4. Uses AI to classify urgency (high/medium/low) and category (technical issue, billing, account, feature request).
  5. Automatically creates a contact in your CRM (if new) or finds the existing customer record.
  6. Creates a task in your project management tool (Asana, Monday, etc., via REST API) with the appropriate priority and category.
  7. Posts to Slack in the relevant channel (#support, #billing, etc.) with a formatted message and a link to the CRM record.
  8. If urgency is “high,” also sends an SMS alert to the on-call engineer.
  9. Logs the action in your audit trail.

The Payoff: Emails are triaged and actioned in seconds. Your team sees alerts in tools they already use. Zero manual data entry. Every customer issue is tracked from arrival to resolution.

Document-Heavy Teams: Scan, Extract, Classify, Archive

The Problem: Scanners produce PDFs of contracts, invoices, medical records, or permits. These need to be read (OCR), classified by type, and filed in the right folder structure. Right now, an assistant manually categorizes and files 100+ documents weekly.

The flow8 Solution:

  1. Documents are scanned and uploaded to a shared folder or email address.
  2. flow8 detects the new file and triggers a workflow.
  3. Runs OCR (Tesseract) to extract text from the image-based PDF.
  4. Uses AI to classify the document type: contract, invoice, permit, medical record, etc.
  5. Extracts key data: dates, parties, amounts, reference numbers.
  6. Based on the classification, stores the file in the correct Google Drive folder structure.
  7. Creates a record in a database (via Airtable, Google Sheets, or flow8’s KV store) logging the document, its classification, and extracted data.
  8. If it’s a contract, sends it to a contract management system or flags it for legal review.
  9. Sends a Slack notification to the relevant team (legal, finance, operations).

The Payoff: 100 documents per week processed automatically. No more misfiled records. Searchable document inventory. Audit trail for compliance.

Customer Service: AI-Augmented Request Routing

The Problem: Support requests arrive via email, chat, or web form. They need to be routed to the right team (billing, product, technical, etc.). Right now, a support coordinator manually reads each request and assigns it. Complex or ambiguous requests often go to the wrong team, causing delays.

The flow8 Solution:

  1. Support request arrives via any channel (email, Slack, web form).
  2. flow8 captures the request and passes it to Claude (or your AI of choice).
  3. Claude reads the request and provides: category (billing, technical, feature, other), urgency (critical, high, normal, low), and a 1-sentence summary.
  4. Based on the category, flow8 routes the ticket to the correct Slack channel (#billing-support, #technical-support, etc.).
  5. Also creates a ticket in your helpdesk (Zendesk, Jira, etc.) with the AI-generated summary and routing info.
  6. For billing requests, automatically pulls the customer’s account and recent invoices, adds them to the ticket context.
  7. For technical requests, pulls the customer’s recent support history and attaches it.
  8. Posts in Slack with: customer name, request summary, urgency level, and a link to the ticket.

The Payoff: Requests reach the right team instantly. Less back-and-forth, faster resolution. Agents have context before they even open the ticket. Quality of routing improves over time as you refine AI prompts.

Reporting & Analytics: Scheduled Multi-Source Data Aggregation

The Problem: Your executive team needs a weekly report combining data from sales (Salesforce), finance (QuickBooks), and customer success (HubSpot). Right now, an analyst manually exports data from each tool, pastes it into Excel, and formats it. That’s 3 hours of admin work weekly.

The flow8 Solution:

  1. Every Friday at 4 PM, flow8 triggers a scheduled flow.
  2. Pulls deal data from Salesforce (revenue, pipeline, closed deals).
  3. Pulls financial data from QuickBooks (cash in, accounts payable, operating expense).
  4. Pulls customer health scores and churn risk from HubSpot.
  5. Uses AI to write a 1-paragraph narrative summary of the week: wins, risks, and key metrics.
  6. Generates a formatted PDF report with charts and tables.
  7. Emails the report to your executive team.
  8. Also stores a copy in Google Drive in a date-stamped folder for historical reference.
  9. Posts a Slack summary to #executive-briefing with top-line numbers and any red flags.

Optional: If numbers cross thresholds (e.g., cash runout, customer churn above X%), sends an alert to the CFO and CEO immediately.

The Payoff: Reports are always ready on time. Zero manual data entry. Execs have insights in their preferred channel (email, Slack, Drive). Analyst time freed for actual analysis instead of data wrangling.

Approval Workflows: Multi-Step Human Gating

The Problem: Expense requests, vendor contracts, or hiring requisitions need approval from multiple people in sequence. Right now, documents get emailed around, approvals happen in email threads, and you lose track of who’s approved what.

The flow8 Solution:

  1. An expense report is submitted via a web form or email.
  2. flow8 captures it and immediately notifies the manager for approval (via Slack, email, or a custom approval interface).
  3. Manager approves (or rejects with comments).
  4. If approved, flow8 automatically notifies the finance team and stores the receipt in a shared drive.
  5. Finance reviews and approves if in budget, or rejects if over limit.
  6. If finance approves, flow8 creates a payment record in QuickBooks and schedules the reimbursement.
  7. Notifies the employee of approval/rejection status via email.
  8. Logs the full approval chain (who approved, when, any comments) for audit purposes.

The Payoff: Approvals happen in hours, not days. No lost email threads. Full audit trail of who signed off on what. Finance can track and forecast expenses in real time.

Integration Hub: Legacy System Connector

The Problem: You have an older internal system (maybe a custom database or an ERP with no modern API). You want to sync data to newer tools (Salesforce, HubSpot, QuickBooks) without expensive custom development.

The flow8 Solution:

  1. Your legacy system has an export function (CSV or database dump).
  2. flow8 watches for new exports or triggers them on a schedule.
  3. Pulls the data, transforms it (maps legacy field names to modern schema, cleans data, handles null values).
  4. Uses AI to handle ambiguous data: if a product name is misspelled or incomplete, AI tries to match it against a master list.
  5. Loads the transformed data into Salesforce, HubSpot, QuickBooks, etc., via their APIs.
  6. Logs what was loaded, what failed, and why.
  7. Sends a daily summary to your operations team with any flagged records needing manual attention.

The Payoff: Your legacy system isn’t a bottleneck. Data flows downstream automatically. You can retire custom integration code and monthly import scripts. Teams see up-to-date data in the tools they use daily.

Common Thread: Speed, Accuracy, Auditability

Every use case above shares a pattern:

  • Eliminate manual data entry. Computers shouldn’t copy and paste.
  • Connect systems that don’t natively integrate. flow8 is the glue.
  • Make decisions at scale. Approval workflows, AI classification, and routing work the same way whether processing 1 request or 1,000.
  • Stay compliant. Full audit trail means you can answer “what happened, when, and who approved it?” in seconds.

Is your biggest time-suck in this list? Start a trial and see how fast you can automate it.