The paperwork chase, retired.
A debt reconciliation firm was onboarding only 20% of the clients who applied. This system requests, collects, validates and files their documents on its own, and onboarding went from 240 to 600+ clients a week.
The problem
Every new client starts with documents: identity papers, mandates, statements, signed agreements. The firm, a financial services company working in debt reconciliation and credit legal matters, requested them by hand, checked what came back, and chased what didn't. The backlog grew faster than anyone could clear it, and only 20% of potential clients ever made it through onboarding.
The choice on the table was blunt: expand the staff, or automate the process. Every applicant who gave up mid-chase was revenue walking out the door.
The system
Flairr built an AI-driven workflow that owns the whole loop. It reaches out to every new client, requests exactly the documents their case needs, and reads each file the moment it arrives: right document, complete, legible, in line with the specifications.
Valid documents are uploaded to the CRM against the client's record automatically. Anything short triggers a precise follow-up without a human touching it, and a support chatbot walks clients through the upload when they get stuck.
Guardrails
Nothing leaves the system unsupervised. Outbound requests use approved templates, every validation decision is logged and traceable, and edge cases route to a person instead of guessing. No applicant gets overlooked: if the system can't resolve a file, the team sees it the same day. Client data stays inside the firm's own environment and is never used to train public models.
- Industry
- Finance & Legal · Debt reconciliation
- Engagement
- Custom build + ongoing partnership
- Timeline
- 2 months to production
- Works inside
- Email, client upload portal, CRM
- Services
- AI Audit · Operational AI System
Four steps, zero chasing.
Reach out
Every new applicant is contacted automatically with a request for exactly the documents their case needs, and one upload link.
Collect
Clients upload at their own pace. A support chatbot answers questions and walks them through it, so fewer give up halfway.
Validate
Each file is checked against the specifications: right document, complete, legible. Anything short triggers a precise follow-up.
Into the CRM
Validated documents are uploaded to the CRM against the client's record. Exceptions land on a dashboard for a human decision.
"Been a great experience partnering with Flairr. The guys are quick, clever and business minded."
What the client got back.
A full working week, several times over, returned to the team every single week.
More documents collected by the same team. Onboarding capacity went from 240 to 600+ clients a week, with nobody overlooked.
Saved every year, without hiring the extra staff the backlog was about to force.