Mach Lilies
Document-chasing AI workflows for UK service businesses
We install monitored AI helpers that chase missing documents, sort replies, file attachments, update trackers, flag exceptions, and send weekly progress summaries — with human approval at launch.
For document-heavy service teams that spend too much time chasing clients, suppliers, applicants, landlords, tenants, brokers, contractors, or internal teams for the same missing information.
Human approval at launchFully logged actionsExisting tools firstExceptions go to humansNo regulated advice
Mach Lilies' primary implementation focus is currently Quiet Quarter for accountancy and bookkeeping practices. We also consider selected document-heavy workflows in other UK service businesses where the process is repeatable, safe, and measurable.
Most document chasing breaks in the same places.
Whether the workflow involves onboarding, renewals, compliance packs, client evidence, certificates, forms, signatures, or missing attachments, the pattern is usually the same: someone has to check what is missing, send another reminder, find the reply, save the attachment, update the tracker, and flag anything unusual.
- Replies arrive across messy inbox threads.
- Attachments are saved inconsistently.
- Trackers fall behind.
- Different staff chase in different tones.
- Exceptions are spotted late.
- Managers only get visibility when a deadline is close.
- The team repeats the same follow-up loops every week.
What the helper actually does
A working cycle, in order:
- Reads the agreed tracker — checks who is missing what from a spreadsheet, task board, export, or agreed workflow source.
- Drafts or sends approved chasers — uses approved templates and starts in human approval mode.
- Classifies replies — spots received documents, questions, wrong attachments, unclear responses, and exceptions.
- Files replies and attachments — puts replies and files into agreed folders or locations where technically feasible.
- Updates the tracker — marks chased, received, pending, exception, or needs-human-review according to agreed rules.
- Flags exceptions — escalates anything sensitive, unclear, angry, unusual, risky, or outside scope.
- Sends a weekly summary — gives your team visibility over progress, blockers, and next actions.
Useful where document chasing is repeated, measurable, and painful.
Estate and letting agencies
Tenant onboarding, landlord certificates, compliance documents, maintenance evidence, renewal paperwork.
Insurance and mortgage brokers
Renewal packs, client evidence, application documents, missing forms, policy or lender information requests.
Recruitment and staffing firms
Candidate documents, right-to-work checks, references, onboarding packs, timesheet evidence, compliance records.
Professional services
Client onboarding documents, engagement letters, supporting evidence, recurring information requests, signed forms.
Trades and construction services
Supplier documents, contractor evidence, certificates, job packs, compliance checks, missing attachments.
Healthcare and care administration
Operational admin workflows, forms, internal follow-ups, appointment paperwork, non-clinical document chasing.
Mach Lilies supports operational admin workflows only. We do not provide legal, financial, healthcare, tax, accounting, clinical, or regulated advice.
From scattered chasing to a controlled weekly workflow.
Before
The manual chase
- Staff check what is missing manually.
- Follow-ups are copied and pasted.
- Replies land in multiple inboxes.
- Attachments are saved wherever someone remembers.
- Trackers are updated late.
- Exceptions depend on whoever spots them first.
After a monitored workflow
A controlled weekly workflow
- The agreed tracker drives the chase list.
- Approved templates keep the tone consistent.
- Replies are classified.
- Files are saved where technically feasible.
- Trackers are updated against agreed rules.
- Exceptions are escalated to humans.
- Weekly summaries show progress and blockers.
Start with one repeatable workflow.
Most service-business implementations start with one document-chasing workflow before expanding. The first fit call confirms whether the workflow is safe, measurable, and worth automating.
One Workflow Helper
For one repeatable document-chasing process.
Typical scope
- One workflow
- One inbox or mailbox route
- One tracker, spreadsheet, task board, or export
- One document location
- Approved chase templates
- Human approval mode
- Reply classification
- Filing where technically feasible
- Tracker updates against agreed rules
- Exception flagging
- Weekly summary
Commercial terms are scoped after a fit call. For many one-workflow implementations, the starting point is similar to Quiet Quarter Core.
Multi-Workflow Helper
For businesses with several recurring document-chasing loops.
Typical scope
- Up to three defined workflows
- Multiple inboxes or tracker sources where scoped
- More templates
- Exception routing
- Staff handover
- Monthly optimisation
- Output review after the first 30 days live
Scoped after a workflow fit call.
Public package pricing is for accountancy practices — see the Quiet Quarter packages for the reference commercial shape. Non-accountancy workflows are scoped after a fit call.
Where this works best
The same workflow suits some teams far better than others. Here is where it fits — and where it does not.
A strong fit
- Your team repeats the same document-chasing workflow every week or month.
- There is an agreed list, tracker, spreadsheet, board, or export showing what is missing.
- Replies usually arrive by email or another trackable route.
- There are standard follow-up messages or templates.
- A human can approve drafts and exceptions at launch.
- The workflow is operational admin, not professional judgement.
- Success can be measured through workflow outputs.
Not a fit (yet)
- You want AI to make regulated, legal, financial, clinical, tax, or accounting judgements.
- There is no clear tracker, owner, or repeatable process.
- The workflow changes completely every time.
- You need heavy bespoke integrations before proving the process.
- You want autonomous client sending from day one.
- You expect guaranteed client replies.
- You want to replace staff judgement rather than reduce repetitive admin.
Safe enough to start small.
Strong promises, clear boundaries:
- Fit-first promise — if the workflow isn't worth automating, we say so before you commit.
- Approval-first launch — nothing goes to your clients automatically until you've approved it in writing.
- The 30-Day Workflow Output Promise — if it can't perform the agreed workflow outputs in the first 30 days live, we keep working at no extra setup cost, or follow the refund route.
- Clear mistake handling — issues inside the agreed workflow are triaged, logged, and put right.
Before go-live, we agree measurable workflow outputs in writing: chases prepared or sent, replies classified, attachments filed where technically feasible, tracker updates completed, exceptions flagged, and weekly summaries produced.
The promise depends on agreed scope, timely access, usable source data, and your team using the approval process as agreed.
Quick workflow fit check
A quick self-check before a fit call — no form, no sign-up.
- Is the chase repeated weekly or monthly?
- Is there a tracker or list of missing items?
- Do replies arrive somewhere trackable?
- Can a human approve drafts at launch?
- Can success be measured through workflow outputs?
- Is the workflow operational admin rather than regulated advice?
If you answered yes to most of these, book a workflow fit call.
Have a repeatable document-chasing workflow?
Book a workflow fit call. We will tell you whether the workflow is safe, practical, and worth automating — and what should stay human-led.