Sibasi Sentinel

Use cases

When a conversation carries a document.

Most customer conversations come with paperwork, and most paperwork leads to a conversation. Because Conversations and Documents share one platform, the message, the file and the customer record stay together from start to finish.

Conversations handles the people   Documents handles the paper

Finance

A supplier emails an invoice.

The most common case, and the one that eats the most time in finance teams.

  1. Conversations

    Email arrives

    Sentinel reads the email, recognises the supplier and sees an invoice attached.

  2. Documents

    Invoice read

    Invoice number, amounts, tax, due date and line items are extracted and checked.

  3. Documents

    Posted and filed

    A bill is created in QuickBooks and the PDF is filed in the supplier’s SharePoint folder.

  4. Conversations

    Supplier answered

    A reply confirming receipt and the payment date is drafted for approval.

Customer service

A customer sends a photo of a receipt on WhatsApp.

A warranty claim, a refund request or proof of payment, sent the way customers actually communicate.

  1. Conversations

    Message answered

    Sentinel replies straight away and recognises the customer from their number.

  2. Documents

    Photo read

    The receipt is recognised and the store, date, item and amount are extracted.

  3. Conversations

    Case opened

    The claim is logged in the CRM with the receipt attached and routed to the right team.

  4. Conversations

    Customer updated

    The customer gets a reference number and a follow-up when the claim is resolved.

Sales

An enquiry arrives with a purchase order.

A new order should become revenue, not sit in an inbox.

  1. Conversations

    Enquiry understood

    The email is recognised as an order from an existing customer in the CRM.

  2. Documents

    Order read

    Items, quantities, prices and delivery details are taken from the attached PO.

  3. Conversations

    Sales notified

    An opportunity is updated in the CRM and the account manager is told in Teams.

  4. Conversations

    Followed up

    If the customer hasn’t received a confirmation in a day, Sentinel follows up by email or call.

Accounts payable

A document is missing something.

An invoice without a purchase order number, a form without a signature.

  1. Documents

    Gap spotted

    While extracting, Sentinel notices the required PO number is missing.

  2. Conversations

    Sender asked

    It emails the supplier, in your tone, asking for the missing detail.

  3. Conversations

    Reply matched

    When the supplier replies, the answer is matched back to the waiting invoice.

  4. Documents

    Completed

    The invoice is posted with the right PO, with no one chasing it by hand.

Operations

A client returns a signed contract.

The start of a relationship should not depend on someone remembering to file a PDF.

  1. Conversations

    Email received

    The client’s reply is matched to the deal in your CRM.

  2. Documents

    Contract read

    The document is recognised as a signed agreement and its key dates are extracted.

  3. Documents

    Filed

    The signed copy is stored in the client’s SharePoint folder.

  4. Conversations

    Next steps

    The CRM is updated, onboarding is triggered and a welcome email is drafted.

Customer service

A customer calls about an invoice.

Questions about what was billed, and when it is due, answered on the first call.

  1. Conversations

    Call answered

    The voice agent recognises the caller and understands they’re asking about an invoice.

  2. Documents

    Invoice found

    The invoice and its extracted details are looked up for that customer.

  3. Conversations

    Question answered

    The agent explains the amount and due date, or transfers to finance with a transcript.

  4. Conversations

    Copy sent

    If asked, a copy of the invoice is emailed and the call is logged in the CRM.

Have a case of your own?

Tell Sibasi how conversations and documents move through your business, and we’ll show you how Sentinel fits.

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