Your back office work, done quietly in the background.
We build AI workflows for documents, inboxes and invoices. Your team only approves the exceptions.
- Runs alongside your team before anything goes live
- You own the workflows, the documentation and the admin access
- Client email
- CRM record
- Calendar
Service description template
Documents that fill themselves in
Your proposals and letters are built from your own templates. Client names, meeting dates and figures come straight from the systems they live in, and every draft follows your house style before anyone reads it.
No retyping from notes, emails or the CRM. Every change is marked, so the author accepts or rejects it, and nothing goes to a client without a person’s approval.
- Spreadsheet
- Style sheet
Every message and file in its place, without anyone sorting
Emails, scans and attachments are read, named by your convention, tagged and filed where they belong. Anything unclear waits in a short list for a person to confirm.
Inbox, as it arrives
- contract v3 FINAL final.docx
- scan_0043.pdf
- IMG_2291.jpg
- CV_new_NEW.docx
- Fwd: lease signed (2).pdf
Filed and named
- Sort
- and
- categorize
- your
- documents.
Customer questions answered, with a person one step away
An assistant answers routine questions from your help content and, after checking who the customer is, from their own order. Refunds, complaints and anything unusual go straight to your team.
Arrives
A customer asks where their order is
Read
The order number and the question are recognised
Checked
Identity is verified and the order is found
A person, if needed
A routine question, answered directly
Done
A reply goes out with the tracking details
Logged
The conversation is saved to the ticket
Answered in seconds, and the customer was told they were talking to an AI.
Describe any routine. We turn it into a workflow.
Most of our work starts with a few sentences about how a task is done today. Each part of the description becomes a step, with your rules kept exactly as you stated them.
Every Friday afternoon, Jana exports last week’s orders, checks each one against our stock sheet and emails the suppliers for anything running low. Orders over €5,000 need my sign off first.
Starts on a schedule
Every Friday at 16:00
Reads the order export
Straight from the shop system
Checks stock with fixed rules
Against the levels in your stock sheet
Waits for your sign off
Only for orders over €5,000
Drafts the supplier emails
Ready to send, in your words
Logs every decision
Added by us, so you can always see what happened
Nothing goes live until you have seen it work
Every project follows the same path. It is slower than switching a tool on, and it is why the result can be trusted with real customers and real money.
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Audit your routine
A free call where you walk us through one routine in your own words, with a few real examples. You leave with a scope and a fixed price.
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Build on your systems
We connect your mailbox, folders and accounting or helpdesk tools. You keep working the way you do today.
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Run it in the shadow
The automation works alongside your team, but nothing leaves the building. You compare its output with what your staff did.
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Switch on, one step at a time
Live actions start with the lowest risk category. Anything uncertain, costly or irreversible still waits for a person.
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Hand over and look after it
You receive the workflows, the documentation and admin access. A monthly retainer covers tuning and changes.
The AI reads and drafts. Your rules and your people decide.
- Fixed rules for anything that matters
- Totals, matching, permissions and anything that moves money run as fixed logic that can be tested, not as AI guesses.
- A person approves the exceptions
- Low confidence, high value or irreversible items always land in a review queue first.
- Your data stays under contract
- We sign a data processing agreement and can host the workflows where you choose, including on your own servers.
Book a free automation audit
Thirty minutes on one routine that eats your team’s time. You will know whether it can be automated, how long it takes and what it costs.
- No preparation needed, though a few example documents help
- A written scope and fixed price after the call
- No obligation to go ahead
Prefer email? Write to m.rashkov@shadowdesks.com
Questions we hear on the first call
What happens when the AI gets something wrong?
It is designed for that. Every output is checked by fixed rules before it is used, uncertain items go to a person, and nothing irreversible happens without approval. During the shadow period you see every mistake before your customers could.
Do we have to change our software?
No. We connect to the mailbox, folders, accounting package, helpdesk and calendars you already use. If one of them has no way to connect, we tell you on the audit call.
What does it cost?
Each project has a fixed price agreed after the free audit, plus an optional monthly retainer for tuning and changes. Running costs such as hosting and AI usage are billed at cost and shown upfront.
Where does our data go?
Only to the systems the workflow needs, under a data processing agreement. For medical, financial or legal data we can use a regional AI provider or a model hosted on your own servers.
Who owns the automation when the project ends?
You do. At handover you receive the workflow files, the documentation and admin access, so you are never locked in to us.
How long until we see results?
Simple routines such as proofreading or inbox triage usually run in shadow mode within two to three weeks. Finance and compliance work takes longer because the checks are stricter.