Levaia
Book a call
Use casesBlogContact Book a call
Use cases

The same repetitive work shows up in every industry. This is where agents take it over.

Every sector has its own systems, rules and paperwork, but the work that piles up looks alike: documents typed in by hand, people chasing each other for answers, cases waiting in a queue. Below are the processes we look at first in each industry and, for each one, how an agent handles it, sorted with our method.

We serve companies in Spain, Italy, the United Kingdom and the United States, in English, Spanish and Italian.

Each step below lands in one of four buckets, checked in this order:

  1. Delete
  2. Plain code
  3. An agent
  4. A person

Manufacturing

Production runs on the ERP, but customer orders, supplier confirmations and quality records still arrive as emails, PDFs and spreadsheets that someone has to type in.

Where agents help

  • Customer order entry

    An agent reads purchase orders that arrive by email, checks prices and lead times against the ERP and creates the sales order. Orders that don't match go to a person with the difference marked.

  • Supplier confirmations and delays

    Agents read each order confirmation, compare dates and quantities with what was ordered, and flag the ones that put the production plan at risk.

  • Quality and non-conformance records

    An agent turns inspection notes and customer complaints into structured non-conformance reports, attaches the evidence and sends them to the quality lead.

  • Supplier invoices

    Invoices arriving on paper, as PDFs or through e-invoicing networks such as Italy's SDI are matched to the order and the goods receipt. Only the exceptions reach accounts payable.

How the agent does it

Customer order entry

  1. Read the PDF order and extract items, quantities and dates An agent
  2. Check prices, stock and lead times in the ERP Plain code
  3. Ask a colleague to re-check the order by eye Delete
  4. Accept a delivery date the plant can only meet with overtime A person
How the agent does it

Supplier confirmations and delays

  1. Read each confirmation and compare it with the purchase order An agent
  2. Update the expected dates in the ERP Plain code
  3. Keep a separate spreadsheet of late suppliers Delete
  4. Decide whether to move production or find another supplier A person
How the agent does it

Quality and non-conformance records

  1. Turn inspection notes and complaints into a structured report An agent
  2. Pull the batch and test records from your systems Plain code
  3. Retype the report into the quality system by hand Delete
  4. Decide the root cause and the corrective action A person
How the agent does it

Supplier invoices

  1. Read the invoice, whether it arrives on paper, as a PDF or through SDI An agent
  2. Match it to the order and the goods receipt Plain code
  3. Print the invoice to collect approval signatures Delete
  4. Approve the invoices that don't match A person

Illustration of the method, not a client engagement.

Distribution and logistics

Margins are thin and volumes are high, so every shipment exception, freight invoice and customer query handled by hand eats into the day.

Where agents help

  • Shipment exceptions

    Agents follow carrier updates, spot the shipments that will arrive late, propose a way to recover them and warn customer service before the customer calls.

  • Freight invoice checks

    Plain code checks every carrier invoice against the agreed rates. When a charge differs, an agent works out why and prepares the dispute.

  • Delivery claims

    For a damaged or missing parcel, an agent collects the delivery note, the photos and the carrier's messages, and drafts the claim.

  • Customs paperwork

    For cross-border shipments, such as between the UK and the EU, an agent prepares the commercial invoice and proposes the commodity codes. A person signs off.

How the agent does it

Shipment exceptions

  1. Pull the tracking status from each carrier Plain code
  2. Read the carrier's message and work out the cause An agent
  3. Draft the message to the customer with the new date An agent
  4. Approve paying for express freight A person
How the agent does it

Freight invoice checks

  1. Check every charge against the agreed rates Plain code
  2. Work out why a charge differs An agent
  3. Draft the dispute with the evidence attached An agent
  4. Decide which disputes are worth raising A person
How the agent does it

Delivery claims

  1. Collect the delivery note, the photos and the carrier's messages An agent
  2. Copy the same details into a claims spreadsheet Delete
  3. Draft the claim and submit it to the carrier An agent
  4. Accept or reject the carrier's offer A person
How the agent does it

Customs paperwork

  1. Pull the order lines and weights from the ERP Plain code
  2. Prepare the commercial invoice and propose the commodity codes An agent
  3. Email the draft round for comments Delete
  4. Sign off the declaration A person

Illustration of the method, not a client engagement.

Retail and e-commerce

Orders, returns and supplier catalogues move fast, and the people behind them spend their days copying data between the shop, the marketplaces and the ERP.

Where agents help

  • Returns and refunds

    An agent reads the return request, checks it against the policy and the order history and prepares the refund. Cases outside the policy go to a person.

  • Product data from suppliers

    Supplier catalogues arrive in every format. An agent maps them to your product fields, writes the missing descriptions in each language and flags gaps before a product goes live.

  • Customer service triage

    Agents sort incoming messages, look up the order across your systems and answer the routine questions, such as where a parcel is. The rest reach your team with the order already looked up.

  • Marketplace payouts

    Plain code matches each marketplace payout to its orders, fees and refunds. An agent investigates the payouts that don't add up.

How the agent does it

Returns and refunds

  1. Read the customer's message and photos An agent
  2. Check the return window and create the label Plain code
  3. Ask the customer to fill in a second form with the same details Delete
  4. Approve a refund outside the policy A person
How the agent does it

Product data from suppliers

  1. Map the supplier's catalogue to your product fields An agent
  2. Write the missing descriptions in each language An agent
  3. Check that every required field is filled in Plain code
  4. Approve the product before it goes live A person
How the agent does it

Customer service triage

  1. Sort each message by topic and urgency An agent
  2. Look up the order across your systems Plain code
  3. Answer the routine questions, such as where a parcel is An agent
  4. Handle complaints and unusual requests A person
How the agent does it

Marketplace payouts

  1. Match each payout to its orders, fees and refunds Plain code
  2. Rebuild the same match by hand in a spreadsheet Delete
  3. Investigate the payouts that don't add up An agent
  4. Decide which differences to claim from the marketplace A person

Illustration of the method, not a client engagement.

Financial services and insurance

Regulated work runs on documents and checks: onboarding files, claims, policy changes. Much of the effort goes into collecting evidence and copying it from one system to the next.

Where agents help

  • Client onboarding and KYC

    An agent collects the documents, checks that they are complete and consistent, runs the screening through your providers and prepares the file for the compliance officer.

  • Claims intake

    Agents read the first notice of a claim, pull the policy, ask for the missing documents and prepare the case for a handler, who decides.

  • Policy and account changes

    Address changes, beneficiary updates and similar requests arrive by email. An agent completes the identity checks you require and updates the core system.

  • Evidence for regulatory reports

    An agent gathers the extracts and supporting evidence for each report, and a person reviews it before anything is filed.

How the agent does it

Client onboarding and KYC

  1. Collect the documents and check that they are complete An agent
  2. Run the screening through your providers Plain code
  3. Print the file to sign it on paper Delete
  4. Approve or reject the client A person
How the agent does it

Claims intake

  1. Read the claim email and register the claim An agent
  2. Check that the policy was active on the date of the loss Plain code
  3. Ask the customer for the missing documents An agent
  4. Decide whether to accept the claim, and for how much A person
How the agent does it

Policy and account changes

  1. Read the request and work out what needs to change An agent
  2. Run the identity checks you require Plain code
  3. Update the core system Plain code
  4. Approve changes that affect a payout, such as a new beneficiary A person
How the agent does it

Evidence for regulatory reports

  1. Pull the extracts each report needs Plain code
  2. Gather the supporting evidence and note any gaps An agent
  3. Send the draft round by email for everyone to check Delete
  4. Review and sign off before anything is filed A person

Illustration of the method, not a client engagement.

Professional services

Accounting, law and consulting firms sell expert hours, yet many of those hours go into collecting documents from clients, filling in timesheets and preparing invoices.

Where agents help

  • Collecting client documents

    An agent asks each client for what is missing, checks what arrives, files it in the right place and chases the rest. Your team works only on complete files.

  • Bookkeeping for clients

    In an accounting firm, agents classify bank movements and purchase invoices, propose the entries and leave the uncertain ones to the accountant.

  • Conflict checks and engagement letters

    An agent searches past matters and contacts for conflicts and drafts the engagement letter from your templates. A partner approves both.

  • Time capture and billing

    An agent drafts time entries from calendars, email and documents, so people review their week instead of reconstructing it, and prepares the invoice for approval.

How the agent does it

Collecting client documents

  1. Remind each client which documents are still missing Plain code
  2. Check what arrives and file it in the right place An agent
  3. Keep a checklist for each client in a separate spreadsheet Delete
  4. Call the clients who still haven't sent anything A person
How the agent does it

Bookkeeping for clients

  1. Read invoices and receipts in any format An agent
  2. Classify each one and propose the entry An agent
  3. Reconcile the entries with the bank statement Plain code
  4. Review the entries the agent wasn't sure about A person
How the agent does it

Conflict checks and engagement letters

  1. Search past matters and contacts for conflicts An agent
  2. Draft the engagement letter from your templates An agent
  3. Circulate the letter by email for comments Delete
  4. Approve the conflict check and the letter A person
How the agent does it

Time capture and billing

  1. Draft time entries from calendars, email and documents An agent
  2. Rebuild the week from memory on Friday Delete
  3. Prepare the invoice from the approved entries Plain code
  4. Review the week and approve the invoice A person

Illustration of the method, not a client engagement.

Real estate and property management

Property managers juggle tenants, owners, contractors and invoices across many buildings, and most of their day is coordination.

Where agents help

  • Maintenance requests

    An agent reads the tenant's message and photos, works out how urgent it is and which trade it needs, books a contractor from your approved list and keeps the tenant informed.

  • Rent collection and arrears

    Plain code matches payments to leases. An agent follows up on missed payments in the tone your policy sets, and a person decides on payment plans.

  • Contractor invoices

    Each invoice is matched to its work order and the agreed price, and charged to the right building and owner.

  • Owner statements

    An agent prepares each owner's monthly statement and summary of works, so the team reviews them instead of building them.

How the agent does it

Maintenance requests

  1. Read the tenant's message and photos An agent
  2. Work out how urgent it is and which trade it needs An agent
  3. Book a contractor from the approved list and update the tenant Plain code
  4. Approve work above the spending limit A person
How the agent does it

Rent collection and arrears

  1. Match payments to leases Plain code
  2. Follow up on missed payments in the tone your policy sets An agent
  3. Send the same reminder by post and by email Delete
  4. Agree a payment plan with the tenant A person
How the agent does it

Contractor invoices

  1. Read the invoice and find its work order An agent
  2. Check it against the agreed price Plain code
  3. Charge it to the right building and owner Plain code
  4. Approve the invoices above the agreed price A person
How the agent does it

Owner statements

  1. Pull the rents, costs and works for each property Plain code
  2. Write the month's summary of works An agent
  3. Email the owner separately about every small repair Delete
  4. Review the statement before it goes out A person

Illustration of the method, not a client engagement.

Hospitality and travel

Hotels, tour operators and travel agencies handle bookings, changes and supplier invoices in seasonal peaks, and the back office has to keep up with the season.

Where agents help

  • Group and event requests

    An agent reads the request, checks availability and rates and drafts the proposal for the sales team to send.

  • Booking changes and cancellations

    Agents apply your conditions to each change, update the booking in the channel manager and the property system, and pass the exceptions to a person.

  • Supplier and commission reconciliation

    Plain code matches supplier invoices and booking-channel commissions to the bookings. An agent investigates the differences.

  • Reviews and complaints

    An agent sorts reviews and complaints by topic and property, drafts the replies and sends recurring problems to the manager who can fix them.

How the agent does it

Group and event requests

  1. Read the request and pull out the dates, rooms and needs An agent
  2. Check availability and the rate rules Plain code
  3. Draft the proposal from your templates An agent
  4. Set the price for a large group in high season A person
How the agent does it

Booking changes and cancellations

  1. Read the request and apply your conditions An agent
  2. Update the channel manager and the property system Plain code
  3. Copy the change into a shared spreadsheet Delete
  4. Decide on exceptions, such as a refund outside the conditions A person
How the agent does it

Supplier and commission reconciliation

  1. Match invoices and commissions to the bookings Plain code
  2. Investigate the differences An agent
  3. Tick off each line by hand on a printout Delete
  4. Decide which differences to dispute A person
How the agent does it

Reviews and complaints

  1. Sort reviews and complaints by topic and property An agent
  2. Draft the replies An agent
  3. Send recurring problems to the manager who can fix them Plain code
  4. Answer serious complaints personally A person

Illustration of the method, not a client engagement.

Private healthcare

Clinics and practices lose staff time to insurer paperwork, referrals and billing. Agents work only on that administrative side, never on clinical decisions.

Where agents help

  • Insurer authorisations

    An agent prepares the authorisation request with the documents the insurer asks for, submits it and follows it up. A person handles refusals.

  • Referrals and appointment requests

    Agents read referral letters and requests, check what each one needs and propose a slot, so reception confirms instead of typing.

  • Billing to insurers

    Plain code builds the claims from the appointments. When an insurer rejects one, an agent works out why and prepares the correction.

  • Administrative messages from patients

    Agents answer routine questions about appointments, documents and invoices, and pass anything clinical straight to your team.

How the agent does it

Insurer authorisations

  1. Prepare the request with the documents the insurer asks for An agent
  2. Submit it and track the answer Plain code
  3. Print the request for the patient's paper file Delete
  4. Handle refusals with the patient and the insurer A person
How the agent does it

Referrals and appointment requests

  1. Read the referral letter and work out what it needs An agent
  2. Propose a slot that fits the specialist and the tests Plain code
  3. Retype the referral into the scheduling system Delete
  4. Confirm the appointment with the patient A person
How the agent does it

Billing to insurers

  1. Build the claims from the appointments Plain code
  2. Read a rejection and work out the reason An agent
  3. Prepare the corrected claim An agent
  4. Decide whether to appeal or write it off A person
How the agent does it

Administrative messages from patients

  1. Sort the messages by topic and spot anything clinical An agent
  2. Look up appointments and invoices in your systems Plain code
  3. Answer routine questions about appointments, documents and invoices An agent
  4. Answer anything clinical A person

Illustration of the method, not a client engagement.

Bring one process from your own business.

Your industry isn't on this page? The method is the same. On the discovery call we map one of your processes and show you which steps to delete, which an agent can take and which stay with your team.

Book a discovery call