Tyler Diogo first discovered a love of automation while managing an online community for a video game in his free time. He saw how much time he saved using automation tools to send Discord messages and update calendars. So, he thought, why not try similar automation in his work life?
Soon after, he began implementing AI automation to streamline his work as the Operations Manager at his insurance company, a managing general agency specializing in insurance coverage for property owners’ associations.
From there, he created an automation waterfall effect—one automation spawned another. Tyler automated his own to-do list and also helped his colleagues do the same, which increased efficiency company-wide.
Automation Without Coding
The first process Tyler tackled was past-due notices for customers. Manually sending notices took up precious time and, because they required careful attention to detail, were prone to errors. But it’s a vital step in their payment collection process that contributes over $150 million in billing and collections each year. Tyler knew he could find a way to improve it.
To accomplish this, Tyler needed to send reminder emails with the original email and invoice attached. This turned out to be trickier than he originally expected. None of the software vendors he contacted could attach the original email.
So, he partnered with QuickZip AI to build an intelligent solution.
The “Invoice Archive” System
Here’s how the automated workflow works:
- Save the original invoice email. When a new invoice email is sent from a specific email address in their system, the email is automatically saved in cloud storage.
- Identify invoices that need follow-up. When an invoice is past due, the system creates a new tracking record. This triggers an AI filter based on specific rules that double-checks whether an invoice should receive a follow-up.
- Send a follow-up email with the original invoice attached. If the invoice requires a follow-up, the system finds the original invoice email file and attaches it to the reminder email before sending it to the client. Using multiple custom fields, the reminder email is personalized with the client’s name, policy number, effective date, and other important info related to the payment.
Now, this process happens automatically at the beginning of each day.
“This automation sent out a couple hundred invoices today alone,” Tyler said. With the new system, this entire process takes only a couple of seconds. Before, it would take up to five hours per day.
“Our customer service representatives have said in company-wide meetings that our customers now chase after us to pay their invoices, rather than us chasing after them.”
The Age of Automation Begins
The Invoice Archive automation sparked excitement throughout the company and started what Tyler called “the age of automation.”
Since then, Tyler has continued to find ways to automate the company’s most critical processes. Their most recent automated workflow facilitates all of the company’s mailing requirements for legal notices and other necessary snail mail. The workflow completes the process from beginning to end with only one manual step required.
Beginning when a user sends an invoice listing report via email, the automated process handles formatting the data, sending the letter to print, and collecting proof of delivery. This one workflow saves the team more than three hours per day.
17,000+ Hours of Work Reallocated
Using intelligent automation, the company has seen its outstanding invoices drop to unprecedented levels. Because of the automated workflows they’re using company-wide, they have fewer past-due invoices than ever.
Because the team regained so much time with automation, they’ve doubled the amount of business they do every year and have the capacity to continue that growth.
“As the Operations Manager, my favorite part is that I can implement custom, quick solutions that get deployed immediately,” Tyler said.
In 2023, Tyler calculated the workforce lift of these automations to equal around 17,000 hours of work, and in 2024, they’re projecting that to grow to 34,000 hours. This is tens of thousands of hours of work they can reallocate to other priorities to help the company thrive.
“Our automation systems contribute to an overhead savings of around $500,000+ on an annual basis, and it’s growing every day!”
Ready to achieve similar results for your business? QuickZip AI specializes in creating custom automation solutions that transform operations and drive efficiency. Schedule a discovery call to learn how we can help you automate your workflows and scale your business.