bSMARTAI

Examples of our work

Four problems that had no product. Four systems we built and run.

The customers aren't named, but the problems will be familiar: a job somebody clever was doing by hand, late, because nothing off the shelf fitted. In each case we built the system around the way they already worked, and we run it for them month to month.

A school in Knightsbridge

From the first enquiry to the first day of term, one system.

An independent girls' school needed its admissions to feel personal to every family, without a bigger team. We built the whole journey for them, piece by piece, over two years.

  1. 1
    An admissions CRM of their ownEvery enquiry, visit, application and offer in one place, with the chase steps the admissions team actually follows built in.
  2. 2
    Booking for open days and visitsFamilies book on the website; the school sees the day fill up and who is coming.
  3. 3
    A personalised prospectusEach family gets a prospectus made for their daughter — her year group, her interests, the answers to the questions they asked.
  4. 4
    A personalised email engineFollow-ups written for each family in the school's voice, sent at the right point in the journey, and stopped the moment the family replies.
  5. 5
    A chatbot that knows the schoolAnswers parents' questions from the school's own information, day and night, and hands anything it cannot answer to a person.

Admissions · this week

The Okafor familyYear 7 entry · visited Tuesday · prospectus opened twice
follow-up due
The Lindqvist familyYear 9 entry · open day booked 14 Oct
booked
The Price familyAsked the chatbot about bursaries at 22:40
answered · handed to admissions

Every family sees one school that remembers them. The team sees one list.

Match-day coverage

Ninety-four analysts, two hundred and forty matches a month, one coordinator.

A sports-data company collects live data at every professional football match in Scotland. A freelance analyst has to be at each ground. Before, one coordinator matched people to fixtures in a spreadsheet, and every change — a TV pick, a postponement, a cup replay, a late call-off — meant an evening of phone calls.

  1. 1
    Every fixture gets a lead and two backupsChosen by real driving time from each analyst's home, their record, and who is already busy that day.
  2. 2
    When a fixture moves, it works out who is affectedAnd writes the change to each of them, by email and text, in the exact words the coordinator wants.
  3. 3
    Nothing goes out until the coordinator approvesOne tap. Over time it earns the right to handle the routine changes alone.
  4. 4
    Confirmations and fees on recordWho confirmed, who turned up, what each match pays. The month end takes minutes.

Changes waiting for approval

Motherwell v St Mirren (Premiership)Moved to Sunday 15:00 — TV pick
3 analysts to tell
Arbroath v Queen's Park (Championship)Postponed — waterlogged pitch
Lead + 2 backups freed
Kelty Hearts v Cove Rangers (League One)Now a higher tier — was T11
Same date and time

Approve all three → 7 messages go, worded exactly as agreed.

Squad data

Fifty-one clubs, every signing and departure, every week.

Another sports-data company needs the current squad of every club in two Scottish leagues, all season. The clubs are semi-professional: no press office, squads change on a Tuesday night, and the only record might be a post on the club's Facebook page.

  1. 1
    It reads what the clubs publishEvery week: each club's own site, its social posts and the local papers. Every movement goes into a season ledger that is never wiped.
  2. 2
    It asks the clubs to checkEach club gets a link to its own squad. Still here, left, new signing. Replies are tracked and the quiet clubs chased.
  3. 3
    Clubs correct their own recordA club signs in with a code and fixes anything wrong. Every change says who, when and what it was before, and can be undone.
  4. 4
    One clean spreadsheet, on timeThe customer gets the squads in the shape their systems expect, with a note of what changed and what to check.

This week's movements

HuntlySigned a goalkeeper from Formartine — club site, Tuesday
new
Civil Service StrollersMidfielder left for Spartans — Facebook post
left
FraserburghManager confirmed the squad — signed in Thursday
checked by club

44 of 51 clubs have checked their squad. 7 chased this morning.

Paperwork into Xero

Invoices, purchase orders and new accounts, straight from the inbox into Xero.

A finance team was typing every supplier invoice and purchase order into Xero by hand, and setting up each new customer and supplier one field at a time. We connected their mailbox and their phones to Xero.

  1. 1
    An invoice arrives by emailIt is read, matched to the supplier, and drafted in Xero with the right account codes and the due date. Nothing is posted until someone approves it.
  2. 2
    Purchase orders the same wayRaised in Xero from the email that asked for them, linked to the invoice when it lands.
  3. 3
    New customers and suppliers set up from the emailName, address, VAT number and bank details read from the paperwork and checked, not retyped.
  4. 4
    Scan from a phoneA receipt or an invoice photographed on a phone goes straight into Xero as a draft, from wherever the person is.

Waiting for approval · Xero

Invoice INV-20441 · Northgate Print£1,240.00 · due 28 Oct · from an email this morning
draft in Xero
Purchase order · Fellside Catering£860.00 · raised from Tuesday's email
draft in Xero
New supplier · Harbour Signs LtdVAT and bank details read from the invoice
check details
Receipt · photographed 08:12£34.50 · parking · coded to travel
draft in Xero

Approve, and each one is posted. Nothing reaches the books before that.

AI, safely

Where AI earns its place, and where it doesn't.

Every system above uses AI for the part a person is slow at: reading an invoice, a squad list, a fixture change, a parent's question. None of them lets AI act alone. It drafts; a person approves; over time the routine cases run themselves and the person keeps the exceptions. That is how you get the benefit without a machine sending the wrong thing to a customer.

Reads and drafts

AI does the reading and the first draft, at any hour, without getting bored.

A person approves

Nothing reaches a customer, a supplier or your books until someone has looked at it.

Earns trust in steps

Routine cases go automatic once they have been right often enough. The rest stays with the person.

How it works commercially

A service, not a project.

A small set-up fee

Enough that both sides have something in it. It gets the first working version live in weeks, built beside the people who do the job today.

One monthly fee

Covers building it, running it, and changing it as your business changes. No large project cost, no bill every time you need something different.

Your data is always yours

Take it whenever you like, in a form you can use. The software is ours to run, which is why it keeps working.

Not sure where to start?

Have us review your operation.

Half a day with the people who do the work, then a written plan: where software would pay, where AI can safely be used, and where neither should be.

How the review works