Use case

Information comes in. Work moves forward. People decide.

Timesheets, invoices, incidents or case files: Hermes connects field teams, office staff and software, then routes exceptions to an authorised person.

Identify a first process

On the ground

Real-world situations, not a feature catalog

A useful agent receives information, moves the case forward through authorized tools, and involves a person only when a decision or exception requires it.

The principle

The AI agent does not replace your expertise. It keeps work moving between two decisions.

Danbwa configures Hermes to handle repetitive steps, connect people and software, preserve evidence, and escalate exceptions to the right person.

Information is provided once, then the case moves forward

The channel can be an email, a photo, a form, a shared folder, or an approved messaging tool.

1
Receive the information and link it to the right case
2
Read, classify, and extract the useful details
3
Check rules, duplicates, and expected supporting documents
4
Update the ERP or software already in use
5
Request approval when needed and keep the audit trail

Composite example — construction SME

Across multiple job sites, information arrives before decisions do

An SME manages mobile crews, invoices, timesheets, equipment, certifications, and site reports. The issue is not a lack of information: it is the way information moves between the field, the office, and the software.

Illustrative scenario inspired by common processes. No real client or past result is being presented.

06:45 — Timesheets come in through multiple channels

Team leaders send in sheets, photos, and messages. Hermes consolidates time entries by employee and job site, flags inconsistencies, and prepares the payroll export. The manager validates hours, absences, and corrections.

10:20 a.m. — A supplier invoice must be matched to the right job site

The invoice received by email or photo is read, checked for duplicates, and matched against the purchase order or delivery. Hermes prepares the filing and the entry in the connected software. The authorized person validates the allocation and the payment.

4:40 p.m. — The site report should not wait until the next day

From a voice note and photos, Hermes drafts the site report, attaches the evidence to the job site, and lists the open actions. The site manager reviews progress, assesses incidents, and sets priorities.

A certification is nearing its expiry date

Hermes identifies the deadline, gathers the relevant documents, and prepares reminders. The HR or safety manager decides on assignment, renewal, and any measures to be taken. The agent never declares someone fit for duty on its own.

End of month — Prepare a progress bill without rebuilding the whole job

Hermes brings together validated progress, deliveries, change orders, expenses, and supporting documents to prepare the progress statement or invoice. The project manager confirms quantities, variances, and the document sent to the client.

Danbwa connects the field to management tools

Field and office: messages, photos, emails, scans, and forms

Hermes: specialized agents, rules, checks, reminders, and approvals

Customized Danbwa ERP or existing software: cases, statuses, and history

Four other day-to-day examples

The same principle, adapted to each line of work

These examples are intentionally shorter than the construction case, but each starts with a recognizable situation and a decision that should not be automated.

Local government — The Wednesday before the council meeting

Today

The management team must prepare a meeting with elected members covering delayed minor works, requests from local organisations and resident reports. The facts are scattered across emails, spreadsheets and meeting notes.

With Danbwa

Hermes brings together messages, open points and useful documents, flags missing information, and prepares a summary plus options for review before the meeting.

Human decision

Management decides what is urgent, what requires political arbitration and what needs a field check. Staff and elected members remain the sole decision-makers.

To be measured during the pilot

Time to prepare the briefing note; cases reopened because information was missing; requests routed to the right service first time.

Tourism and agriculture — Run remote sites without losing touch with the field

Today

A riverside lodge or ecolodge reached by road and boat must track arrivals, supplies, maintenance and weather. A farm spread across plots, storage and technical areas faces the same issue: information may only come through in batches.

With Danbwa

Hermes centralises requests, critical stock levels and incidents, consolidates team updates, prepares a daily brief and follows up open actions even when connectivity is irregular.

Human decision

The manager decides on resupply, arrival changes, purchases, maintenance priorities and team assignments.

To be measured during the pilot

Time to report and process an incident; actions closed with evidence; recorded stock-outs or rescheduled interventions.

Accounting and healthcare — Keep sensitive cases moving

Today

An accounting firm is still waiting for supporting documents ahead of a deadline. A healthcare provider must complete administrative steps before an appointment. In both settings, missing documents and follow-ups consume staff time.

With Danbwa

For the firm, Hermes identifies incomplete cases, prepares reminders and files responses. In healthcare, within an authorised environment, it confirms appointments, prepares reminders and checks only the administrative part of the case.

Human decision

The accountant or partner approves every submission and closure. The healthcare team retains every medical decision; access and actions remain traceable.

To be measured during the pilot

Cases complete when needed; average follow-up time; manually reworked tasks and review time.

Training — Stop chasing information before a session

Today

Invitations, room changes, supporting documents and learner questions arrive through email, shared spreadsheets and PDFs. Staff still have to find out who confirmed and which document is missing.

With Danbwa

Hermes groups exchanges by session, checks that documents are present, prepares targeted reminders and summarises recurring questions before the group arrives.

Human decision

The session manager decides whether to keep a date, move a group, call a learner first or request further information before approval.

To be measured during the pilot

Administrative follow-up time per session; complete cases before day one; recurring questions answered from prepared responses.

The control framework

More automation does not mean unlimited authorization

The boundaries are defined before the pilot and then adjusted based on real situations observed in practice.

Automatic

Classify, extract, reconcile, create a task, follow up according to a rule, and update a status.

Requires approval

Commit an expense, send a sensitive document, change important data, or close an exception.

Prohibited

Make a medical, educational, or regulatory decision; bypass an access right; or conceal an anomaly.

Start without changing everything

Observe, test, decide

The first project focuses on a repetitive process that is frequent enough to measure and limited enough to keep under control.

1 · Observe

Track the current process, its channels, its exceptions, its delays, and the approvals it requires.

2 · Test

Set up a pilot on a limited scope, with approved data, stop rules, and simple indicators.

3 · Decide

Compare the measurements, adjust the setup, then extend it, maintain it, or stop it with full visibility.

What task comes back every week in your organization?

That is often the best starting point for a first concrete discussion.

Which task costs you time every week?

Simply describe what your teams have to find, file, copy, check or follow up. Together we will identify one useful first improvement.

Talk to us