Less copying
The assistant reads emails, files and documents and places the data into the right fields — no manual transfer between systems.
AI automation agency for real operations
AI Automation Agency for Business Workflows
We integrate AI into business processes as a managed layer, not a separate chat. Inside HCAPP the assistant reads incoming data, performs the actions you allow and hands the result to a person or the next step.
- Read emails, files and messages
- Fill and update forms and records
- Check data, dates and duplicates
- Route requests and create tasks
- Trigger events, webhooks and reminders
Adapts to your businessBuilt around your workflows
Ready to useStart with one process
Why HCAPP
First a clear process. Then AI inside it.
AI workflow automation services work reliably only when there is structure. HCAPP holds the data, tasks, roles, access rights and history. The AI layer runs inside that structure and performs only the actions it is configured for.
Fewer missed steps
Dates, amounts, duplicates and required information are validated before work moves to the next stage.
Clear ownership
Responsible people are assigned, follow-up tasks created and notifications sent automatically — with a full history.
How it works
From an incoming message to a finished action
Connect an AI assistant to any step of a process. It works inside your rules, access rights and history.
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1. Reads incoming data
Tasks, documents, emails and files
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2. Fills and updates
Fills fields, updates statuses, adds comments
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3. Checks and validates
Dates, amounts, duplicates and rules
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4. Assigns and notifies
Assigns owners, creates tasks, sends updates
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5. Less routine work
More focus on important tasks and growth
- Email receivedNew customer request · from info@merelaid.ee
- CRM matched the senderMerelaid OÜ · existing client, 3 open deals
- AI extracted the detailsCompany · service · deadline · priority: high
- Task created in the dealPrepare proposal · due today · HC-2048
- Owner assigned and notifiedElena · Telegram + email
- Saved to process historyEvery action logged against the request
See the system in context
The AI assistant reads, fills, checks, assigns and notifies — all inside the same workflow your team already uses.
FormsTasksFilesStatusesCommentsNotifications
Live demo
Open the interactive product
A sample workspace with CRM, invoices, deals, expenses and tasks. It loads when you scroll here and opens full-screen on click.
Services
Practical AI automation, built around the process
We help you integrate AI into business processes without turning operations into a black box. Each automation has a clear trigger, defined access and a visible result.
Process review
Map the current workflow — inputs, decisions, documents, bottlenecks and owners.
AI assistant setup
Prompts, triggers, field updates and validation rules for your specific case.
Custom integrations
Email, Telegram, WhatsApp, Google Drive, webhooks and API-based tools where required.
Workflow configuration
Forms, task stages, access permissions, notifications and dashboards in HCAPP.
Testing and handover
Realistic cases with your team, then documentation of the final operating workflow.
Ongoing improvement
Refine prompts and rules as your volume, data and process change.
Extensions
Extend your workflows with integrations
Connect your tools, automate steps and keep communication in the context of each process.
Google Drive
Upload, read and create documents from templates.
AI Assistant
Add AI to any form, trigger or workflow action.
Turn messages into tasks and manage replies inside the system.
Telegram
Receive requests and send process notifications.
Manage page messages, create tasks and reply from the system.
Webhooks & API
Connect external services, bots and automations.
Dashboards
Track key metrics for every workflow.
Bot as user
Create a bot user with API access for external integrations.
Custom automation
Build rules and actions around your business logic.
Missing an integration?
Request an integration
Tell us which service your process needs.
A good starting point
One repetitive process with a clear result
You do not need a full technical specification. Bring a process your team repeats, a few real examples and the outcome you expect.
Discuss your process
A repeated taskRequests, invoices, documents, data entry or
follow-ups.
Sample inputsRealistic emails, files, forms or records — with
sensitive data removed.
A responsible ownerSomeone who knows the process and can validate the
result.
A success conditionTime saved, fewer errors, faster response or better
visibility.
How we work
A controlled path from idea to a live workflow
Start narrow, verify on real examples, then expand only when the first workflow runs reliably.
Review the process
Participants, data, documents, stages, rules and the expected result.
Design & configure
Forms, registries, tasks, statuses, roles and access rights in HCAPP.
Connect & automate
Channels, integrations, programmatic scenarios and the AI layer.
Test & launch
Real and edge cases with your team, then handover and next process.
Control & security
AI works inside your business rules
Access to data and actions is defined by roles. A bot, an employee or an external service gets only the rights it needs. Critical steps can stay on manual approval, and every change is kept in the process history.
Scoped access
Separate rights to view, edit and act — per role and per process.
People, bots, services
Each participant, human or automated, has its own permissions.
Human checkpoints
Keep approvals and validation where your process requires them.
Full history
Every action and edit is recorded against the record it belongs to.
Real cases
How companies run their operations on HCAPP
The same platform, adapted to each company's processes, documents, roles and accounting rules.
LOGISTICS
Logistics company
Requests, quotes, orders, contracts, invoices, expenses and clients in one sequential process.
RequestsQuotesOrdersContractsInvoicesExpensesClients
TRANSPORT
Transport company
A fleet of 80 vehicles — drivers, transport orders, expenses, invoices, warehouse and operational reports.
VehiclesDriversOrdersInvoicesExpensesReports
FINANCE
Credit company
Loan applications from intake to issued offer — clients, contracts, documents and file storage.
ApplicationsClientsContractsDocuments
LEGAL
Legal company
Leads, quotes, quality control, deals, invoices, internal accounting and a knowledge base.
LeadsQuotesDealsInvoicesQualityKnowledge base
TRAVEL
Tour operator
The order as the centre of the process — linked client, issued invoice and related expenses.
OrdersClientsInvoicesExpenses
PRODUCTION
Video production
Projects and budgets linked to invoices and expenses, with income and direct-cost tracking.
ProjectsBudgetsInvoicesExpenses
We built HCAPP because we couldn't find a system that truly simplifies business management. Learn it once — use it everywhere.
Andrei Popov · Founder of HCAPP
FAQ
Questions before your first workflow
Clear answers about fit, scope, systems and control.
What does an AI automation agency do?
We analyse a repeatable business process, connect its data sources, configure AI-assisted actions and place them inside a controlled workflow with clear owners and checks.
Can you integrate AI into our existing business processes?
Yes. HCAPP supports email, WhatsApp, Telegram, Facebook, Google Drive, webhooks and bot API connections. The exact integration depends on the tools and access available in your stack.
Which workflows are best to automate first?
Frequent, rules-based work with repeatable inputs: request intake, document processing, data entry, validation, routing or follow-up tasks.
Will AI make decisions without human review?
It does not have to. We place approvals, access rules and human validation at the points your process requires, and every action is saved in the history.
How does the AI get access to data?
Through the same roles and access rules as any other participant. It receives only the data the process allows and performs only the actions it is configured for.
Do we need to replace our current software?
Not necessarily. HCAPP can act as the workflow layer and connect to supported tools through built-in extensions, webhooks or the API.
What can the HCAPP AI assistant update?
Tasks and structured fields, statuses, comments, validation results, owners and notifications — according to the configured process.
How do you test an AI workflow?
We agree on expected outcomes, use representative examples, test common and edge cases, and confirm where a person must review the result.
How do we start?
Send us one workflow you want to improve. We will review the current steps, inputs, systems and desired outcome with you and propose the first automation scenario.
Start with one process
Show us one process that takes your team's time
We'll review the incoming data, actions, participants and expected result, then suggest a practical first automation scenario.
Prefer email? support@hcapp.ee