Workflow examples

Four workflows.
Every step accounted for.

Each example shows what arrives, what software prepares in the tools you already use, and the one decision left for a person. Every step is tagged with the approach we use:

01RemoveWork that disappears
02Use rulesChecks and routing
03Apply AIReading and drafting
04You decideJudgment stays with your team

Every business, person, order, and figure in these examples is sample data.

Inbox · existing customer8:12 AM
Erin WalshLakeshore Sauna & Spa · Dealer since 2019
Changes to PO 4471
Hi team, two changes on PO 4471. Can we push the ship date from Nov 9 to Nov 14, and add a second 8 kW heater with the same control as the first one? Also, please send invoices to our AP address from now on. Thanks!
PO 4471 · 3 lines
Dealer account · Net 30
Prepared for review1 decision
Lakeshore · PO 4471 changes
01Remove
No retyping in four placesOrder, schedule, billing contact and CRM note prepared from one email.
1 review
02Use rules
Billing contact updatedLow-risk change applied automatically and logged.
applied
02Use rules
Nov 14 ship date checkedWarehouse slot is open; carrier pickup rebooked on approval.
ready
03Apply AI
“Same control as the first”Matched to line 2: CTL-T1 touch control. Order line drafted.
drafted
04You decide
The added heater is backordered until Nov 21.
Ship the original order on Nov 14 and the heater separately, or hold everything until Nov 21? The reply draft is ready for either answer.
Split shipment
Hold to Nov 21
Call Erin
A · Customer-request follow-through
One email, four updates
An existing customer asks for three changes in one email. Each change lives in a different system, and one of them is easy to drop.
Today4 systems · 3 peopleWith Cymba1 review
Also reads asWealth firm · Boutique hotel
See the workflow
PO-2026-118.pdf · from Northfield Home & LeisurePage 1 of 1
Item Qty Unit
HTR-9 heater, 9 kW 2 $2,180
CTL-T1 touch control (flagged) 2 $1,890
Rock pack, 40 lb 4 $96
HL-HTR-6 (old code) (flagged) 1 $1,640
Freight to dealer 1 TBD
Handwritten: “Rush if you can. Customer install Dec 2.”
Checked order draft1 decision
Northfield · 5 lines ready to enter
01Remove
No retypingFive lines read from the PDF into a draft order in the order system.
drafted
02Use rules
Dealer, terms and ship-to matchedAccount found; credit limit has room; ship-to is on file.
passed
03Apply AI
Old part code mappedHL-HTR-6 was replaced by HTR-6 in March. Same spec.
mapped
03Apply AI
Rush note captured“Install Dec 2” added as a required delivery date.
flagged
04You decide
The touch control is priced at last year’s $1,890. Current dealer price is $2,010.
Honor the PO price on this order, or send a corrected confirmation?
Correct price
Honor once
B · Document-heavy operational work
The order that arrives as a PDF
A dealer emails a purchase order. Someone retypes every line into the order system, checks it against the price list, and notices problems only if they happen to look.
Today5 lines retypedWith Cymba1 check
Also reads asWealth firm · Boutique hotel · Logistics
See the workflow
Reyes household · 3 emails · 7 filesDay 6
Account applicationreceived
Driver’s license, Ana Reyesreceived
Driver’s license, Luis Reyesreceived
Trust certificatereceived
Transfer form, prior custodianreceived
Most recent statementmissing
Beneficiary designationmissing
File readiness1 decision
Reyes · 5 of 7 ready
01Remove
No manual checklistFiles sorted into the client record as they arrive.
filed
03Apply AI
Each file read and labeledNames, dates and account numbers pulled for checking.
7 read
02Use rules
Luis’s license expires Nov 30Within 60 days of opening. Request flagged for the reminder.
flagged
02Use rules
Reminder drafted for 2 missing itemsSends Monday unless the advisor edits it.
scheduled
04You decide
The trust certificate names “Reyes Living Trust.” The application says “Reyes Family Trust.”
Same trust with an informal name, or a different entity? The advisor confirms with the client.
Ask client
Same trust
C · Document-heavy operational work
Onboarding without the chase
A new client or a new dealer sends documents across several emails. Someone keeps a mental checklist, opens every file, and writes reminder emails by hand.
Today3 inboxes · 1 memoryWith CymbaAlways current
Also reads asManufacturer · Boutique hotel
See the workflow
Proposal signed · CRM stage: WonThread: 14 emails
Cedar Ridge Lodge · custom barrel sauna install
Signed proposal: $48,600, standard terms, install window “January.”
Email, Oct 3: “We can do 10% off if you sign this week, and we’ll aim to finish before Dec 15 for your opening.”
Email, Oct 9: “Our facilities manager, Sam, will be the on-site contact.”
Kickoff packet1 decision
Cedar Ridge · ready for the project lead
01Remove
No re-keyingProject, contacts and billing schedule created from the deal.
created
02Use rules
Project lead assigned by regionBilling set to 50 / 40 / 10 per standard terms.
assigned
03Apply AI
Commitments found in the threadFinish before Dec 15. On-site contact is Sam, not the signer.
2 found
04You decide
The 10% discount and the Dec 15 date are in the emails, not the signed proposal.
Honor both and update the invoice schedule, or clarify with the client before kickoff?
Honor both
Clarify first
D · Agreement to delivery
Signed deal to a usable kickoff
Sales closes. The delivery team starts from the proposal PDF, while the real commitments sit in a long email thread nobody forwards.
Today3 tools · 1 handoff callWith Cymba1 packet
Also reads asManufacturer · Architecture and engineering · Agencies
See the workflow

Item	Qty	Unit
HTR-9 heater, 9 kW	2	$2,180
CTL-T1 touch control (flagged)	2	$1,890
Rock pack, 40 lb	4	$96
HL-HTR-6 (old code) (flagged)	1	$1,640
Freight to dealer	1	TBD

Sell through dealers?See how these workflows combine into one order desk: PO intake, order changes, dealer setup, and quotes.See the order desk

The approach

The right solution
for each step.

Some steps can disappear. Others need a rule, an interpretation, or a person’s judgment. We decide which before writing code.

01Work that disappears
Remove.
Eliminate duplicate entry and approvals that no longer serve a purpose.
02Checks and routing
Use rules.
Validate required fields, match known records, and route work to the right owner.
03Reading and drafting
Apply AI.
Read documents and unstructured requests, then draft the information a person needs to review.
04Judgment stays with your team
You decide.
Make decisions with the original source, proposed changes, and unanswered questions in view.

Custom code only where it adds value.We check native features and configuration before recommending a build.

A workflow example

One email,
four updates.

An existing customer asks for three changes in one email. Each change lives in a different system. Software prepares the updates, and the one real decision stays with your team.

Inbox · existing customer8:12 AM

Erin WalshLakeshore Sauna & Spa · Dealer since 2019

Changes to PO 4471

Hi team, two changes on PO 4471. Can we push the ship date from Nov 9 to Nov 14, and add a second 8 kW heater with the same control as the first one? Also, please send invoices to our AP address from now on. Thanks!

PO 4471 · 3 lines
Dealer account · Net 30

Prepared for review1 decision

Lakeshore · PO 4471 changes

01Remove
No retyping in four placesOrder, schedule, billing contact and CRM note prepared from one email.
1 review
02Use rules
Billing contact updatedLow-risk change applied automatically and logged.
applied
02Use rules
Nov 14 ship date checkedWarehouse slot is open; carrier pickup rebooked on approval.
ready
03Apply AI
“Same control as the first”Matched to line 2: CTL-T1 touch control. Order line drafted.
drafted

04You decide

The added heater is backordered until Nov 21.

Ship the original order on Nov 14 and the heater separately, or hold everything until Nov 21? The reply draft is ready for either answer.

Split shipment
Hold to Nov 21
Call Erin

Today: 4 systems · 3 peopleOrder system, ship schedule, accounting, CRM. Sales, ops and billing each take a piece.
With Cymba: 1 reviewThree updates prepared or applied, one question surfaced, the reply drafted.
The step that gets dropped: The billing contact change. The next invoice goes to Erin, sits for three weeks, and gets paid late.

01RemoveWork that disappears
02Use rulesChecks and routing
03Apply AIReading and drafting
04You decideJudgment stays with your team

Sample data. Each step is tagged with the approach above.
Built around your tools, process, and approval rules.

Switch industries Back to the four examples

What Cymba builds

The whole process.
Including the gaps.

Connections, agreed automation, exception handling, and the instructions your team needs to run it.

01
Start with real examples.
Map the process, check existing features, and agree where software would help.
02
Connect the steps.
Bring intake, checks, drafts, approvals, system updates, and follow-up together.
03
Make it usable every day.
Test common cases and exceptions, then hand over an operating guide and walk your team through it.

How we measure it

Agree a baseline. Check what improves.

01Less manual handling
Compare staff time per request, including review and corrections.
02Fewer avoidable errors
Track missing details, incorrect matches, and rework.
03Follow-through that happens
Measure response time, completed follow-ups, and unresolved requests.

Start with the work

What does your team
keep moving by hand?

Bring one recurring process. In a free workflow review we map what to remove, what to automate, and what to keep human.

Starts with a 15-minute intro call. We schedule the review together.

Four workflows.Every step accounted for.

The four examples

One email, four updates

The order that arrives as a PDF

Onboarding without the chase

Signed deal to a usable kickoff

The right solution for each step.

Remove.

Use rules.

Apply AI.

You decide.

One email, four updates.

The whole process.Including the gaps.

Start with real examples.

Connect the steps.

Make it usable every day.