Apex Ingestion Core
Applicants sent documents by file transfer; staff downloaded them, re-typed the details into the CRM, and passed errors back and forth for days. We replaced that with a secure portal where people upload their own paperwork and AI checks it on the spot — turning a multi-day back-and-forth into minutes.
It was a familiar office bottleneck. Applicants sent paperwork by file transfer; staff saved it to a shared drive, typed the details into the CRM by hand, and — when something was wrong — uploaded it back and waited for a correction.
We put a secure web portal in front of it all. Uploads are now read and checked automatically by AI the moment they arrive, so mistakes are caught in minutes instead of days — and the business can take on far more work without adding staff.
- Hours/week open for intake
- 40→168
- Document-checking time
- -50%
- Admin cost saved per year
- £115,000
Every document checked, none by hand
A compliance team was checking and re-typing every application by hand. We moved that to a self-service portal where AI reads and validates each document as it's uploaded. It removed the data-entry bottleneck, halved the time spent checking documents, and opened submissions from office hours to around the clock — without adding a single person to the team.
The loop that stalled every application
Before we started, a single application passed through several pairs of hands — and stalled at each one.
Download, save, re-type
Applicants uploaded packets by file transfer. Staff fetched each one, moved it to a shared network drive, and typed the details into the CRM by hand.
The correction merry-go-round
A second team checked the documents, logged each error in the CRM, downloaded the flawed files, re-uploaded them, and messaged the applicant to try again.
Skilled people, basic checks
Trained auditors spent their days on the most basic question — is this even the right form? — stuck in a review loop that ran for days.
The portal, end to end
One secure portal, from upload to approved.
Secure portal / Next.js + Azure AD B2C
A polished web portal with secure sign-in. Applicants log in, upload, and manage their own submissions — no staff in the middle.
Live CRM link / Azure Service Principals
The portal talks to the firm's existing CRM directly and securely, reading and updating records in real time — nothing to re-enter behind the scenes.
The gate / Validated handover
A firm gate sits in front of the team: an incomplete or unverified application simply can't reach a person until it passes the basic checks — so auditors only ever see work worth their time.
Document AI / Blob Storage + Vision AI
As each file lands, AI reads the scanned PDF on the spot. It confirms the document is the right type and in order, and shows the applicant what's wrong straight away — before anyone on staff has to look.
The payoff: 40 hours to 168
What removing the gatekeeper did to the numbers.
From 40 hours to 168
With no staff needed to accept a submission, intake went from a 40-hour week to a full 168-hour one — open every hour of every day.
Days to minutes
Fixing a flagged error dropped from about three working days to a few minutes, because applicants correct it themselves during the same session.
£115,000 a year, freed
More than £115,000 of annual admin cost disappeared — while the firm's capacity to take on volume went up, not down.
This is what we'd map for your firm.
Tell us where the time goes. We'll tell you plainly whether we can flatten it, what it would involve, and what it would return.