Full process transparency with Process Mining & AI
Welcome to Intellifold, where intelligence meets innovation. Our data-driven platform empowers businesses to reduce costs, apply automation, and enhance compliance.
With targeted Solutions, AI capabilities, and deep system understanding, we transform your process data into live monitoring and actionable insights to drive real business value.
Process Improvement with Intellifold
Based on time-stamped event data captured in systems, Process Mining provides detailed insights into business process execution. Showing every step, path and duration. This enables you to quickly identify non-compliance, inefficiencies such as bottlenecks and re-work activities, and process automation opportunities.
Our Solutions are business process specific, and processes with higher complexity and more data typically deliver the best use cases.
The process flow (right/below) provides a simplified visual for steps involved in working with us. You can zoom in/out, use the buttons to flip tiles, hold right click to move. In an actual Process Mining Solution, the flows contain every single transaction and path taken in your business process, including the unexpected, with full detail, timing, and interactive drill-down options.
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Continuous Control Monitoring and Fraud Prevention
A client faced serious regulatory scrutiny after experiencing fraud, revealing weaknesses in their internal controls. They risked massive fines and needed to strengthen compliance while reducing business risks. Their key challenges included:
- Lack of real-time monitoring → Fraud and policy violations were only identified after incidents occurred.
- Insufficient internal controls → No segregation of duties, improper approvals, and unauthorized payments.
- Regulatory pressure → The regulator demanded corrective action, or the company faced penalties.
They were looking for Continuous Control Monitoring over their Procure-to-Pay process to detect, prevent, and respond to high-risk activities.
Approach & Solution:
We designed and implemented a custom, automated control monitoring system that provided real-time risk detection and workflow-based escalation, ensuring business-wide compliance and fraud prevention.
1️⃣ Automated Exception Detection
Builta custom set of analytics routines to run overnight and flag high-risk activities, including:
✅ Unauthorised purchases (lacking approvals)
✅ Segregation of duty conflicts (one person handling multiple linked actions)
✅ Payments to high-risk countries or unknown accounts
✅ Master data changes (new vendors, bank account updates, or control setting adjustments)
✅ Policy & system configuration changes (approval limits, tolerances, and controls)
2️⃣ Real-Time Alerts &Notifications
Implemented an automated alert system that:
✅ Notified the manager of the responsible employee immediately.
✅ Sent email and SMS alerts for critical cases.
✅ Required transaction or change approval before further processing.
3️⃣ Automated Workflow & Escalation Management
Introduced a hierarchy-based escalation system:
✅ If the responsible manager did not approve within 48 hours, the alert escalated to their superior.
✅ Triggers were customised based on risk severity, allowing flexibility across different key risk areas.
✅ Overtime, the escalation system adapted as business practices improved.
4️⃣ Multi-Entity Rollout & Regulatory Reporting
✅ Rolled out the solution across all subsidiaries, tailoring controls for local business needs.
✅ Provided automated reporting to senior management & regulators, demonstrating compliance improvements.
Results & Business Impact:
- Strengthened compliance & regulatory confidence → Avoided fines & improved audit readiness.
- Reduced fraud risk → Real-time alerts prevented unauthorized activities before they escalated.
- Improved business-wide accountability → Automated workflows ensured prompt action & approvals.
- Enhanced visibility & governance → Leadership gained real-time insight into process risks.
- Increased efficiency → Reduced manual review work and standardised risk detection.
Although implementing the system required cultural & operational adjustments, stakeholders quickly recognised the benefits. Customisation and business-specific rule incorporation helped drive adoption and long-term success.
Optimising Working Capital across AP & AR processes
A client was struggling to manage their working capital effectively, resulting in cash flow issues, disputes, and unnecessary manual work. They lacked clear visibility into their Accounts Payable and Accounts Receivable processes, and experienced inconsistent use of payment terms, system misconfigurations, and behavior driven by personal goals over company performance.
Our Approach & Solution:
We conducted an in-depth analysis of their accounts payable and receivable data, uncovering four major areas of improvement:
🔔 Inconsistent Payment Term Use:
Employees were applying payment terms inconsistently, using ones they were familiar with rather than those aligned with supplier agreements or internal policies.
✅ Solution: We implemented automated payment term assignment based on contract data and internal rules, reducing human error and policy violations.
🔔 Incorrectly Configured Payment Terms:
Two payment terms had been misconfigured, leading to unexpected delays in invoice due dates and negatively impacting cash flow.
✅ Solution: We identified and corrected the system configuration, ensuring accurate due date calculations.
🔔 Baseline Date Overrides for Personal Gain:
Sales teams were manipulating invoice dates at year-end to secure bonuses, effectively extending payment deadlines without detection.
✅ Solution: We built anomalous behavior detection into their invoicing system, alerting supervisors to potential intentional misconfigurations.
🔔 Inefficient Payment Cycles:
The client only had two payment cycles per week and relied on frequent manual payments, causing unnecessary workload and cash flow instability.
✅ Solution: We optimised the payment cycle structure, introducing a third cycle per week, reducing off-cycle payments, and implementing training programs for better data entry.
Results & Business Impact:
- Improved cash flow by ensuring payments followed optimal terms and reducing delays.
- Reduced manual workload by eliminating unnecessary off-cycle payments and automating payment term selection.
- Increased compliance & integrity by identifying and stopping incentive-driven behavior.
- Strengthened supplier relationships by creating more predictable and efficient payment processes.
Maintenance Optimisation Before a System Upgrade
A client was preparing for a system upgrade but recognised that improving their processes first would reduce complexity, cost, and implementation time while maximising long-term benefits. Without addressing process inefficiencies and inconsistencies, they risked:
- Carrying over flawed business processes into the new system.
- Increased customization costs due to inconsistent process execution.
- Data quality issues leading to inaccurate reporting and decision-making.
To ensure a successful and cost-effective system transition, they engaged us to analyse their current processes, map execution to the new system, and optimise workflows before migration.
Our Approach & Solution:
We structured the engagement into four key phases:
1️⃣ Assessing Current Process Practices via Data Analysis
We conducted a data-driven analysis of their maintenance processes across multiple sites, uncovering:
✅ Significant inconsistencies in how maintenance plans and order types were used.
✅ Challenges in comparing results across locations due to varying practices.
✅ Data quality issues that affected accurate reporting and process execution.
We identified opportunities for standardisation, ensuring a more consistent, efficient, and high-quality dataset before system migration.
2️⃣ Mapping Process Execution to the New System’s Functionality
We mapped the actual business process execution against the new system’s features, revealing:
✅ Gaps in system functionality where legacy processes didn’t align.
✅ Areas where customisation might be required to retain critical business practices.
✅ Opportunities to standardise processes instead of costly add-ons and custom
By evaluating these gaps, we helped the client decide:
- Which customisations were necessary and worth the investment.
- Where practices could be adjusted to fit standard functionality, avoiding future maintenance costs.
- How to align processes with industry best practices rather than reinforcing legacy inefficiencies.
3️⃣ Testing New System Functionality Using Real & Simulated Data
We ensured the transition was smooth by:
✅ Using existing data to test unchanged processes.
✅ Simulating new practices to validate system compatibility.
✅ Identifying potential issues before full deployment.
This approach reduced implementation risks and ensured that all new processes worked as expected before go-live.
4️⃣ Post-Implementation Review & Continuous Improvement
After implementation, we conducted a post-migration process evaluation to:
✅ Validate what was working well and ensure process improvements were realised.
✅ Quickly address areas where things weren’t working as intended before they became long-term issues.
This real-time feedback loop helped the client make immediate adjustments, maximising the effectiveness of the system upgrade.
Use Cases selection and implementation examples
Our Process Mining & AI platform can serve many business processes and use cases. Common business drivers for initial use include cost saving pressures, AI automation initiatives, risk & compliance challenges, process redesigns and system upgrades.
The following are key criteria to select a relevant use case:
- Sufficient process steps: The process should have different steps executed by multiple people. More steps generally mean more insight.
- Time-stamped data: The process should be supported by systems where data is captured about key steps performed in the process.
- Larger transaction volume: The higher the number of cases in the process, the more powerful and insightful the solution will be.
- Potential for improvement: Known challenges and improvement goals give focus on what to include in Solution flows and dashboards.
- Stakeholder support: Taking action and implementing changes are essential for process improvement. We like to measure the impact.
Continuous Monitoring
The system strengthened compliance, reduced fraud risk, and improved governance, ensuring both regulatory approval and long-term business security.
Working Capital
By implementing automated compliance controls, optimised payment cycles, and behavioral monitoring, we improved cash flow, reduced manual work, and increased transparency across their financial processes.
System Transformation
By analysing current execution, mapping gaps in functionality, validation with real data, and a post-implementation review, we reduced customisation costs, improved standardisation, and enhanced system readiness. The result was a successful migration and long-term process improvements.
Customer testimonials
See what our clients have to say about us:
Understanding AI Agents, RPA, and Workflow Automation
Automation has come a long way. But not all automation tools are created equal. Start with the business case and use the technique most suited.
Process Mining for full transparency
Without a clear view of your processes, you risk: (1) automating the wrong tasks, (2) investing in tools that don’t address the root problem, and (3) failing to measure the impact of your efforts. Process Mining gives you the insight you need to make informed decisions. It is by far the most powerful technique to know your process. It serves as an X-ray showing every step, every variation, and the time involved. You now have the power to quantify the exact benefits of what automation can deliver, and the insight to track the benefits over time.
Low-code platforms for custom applications
Low-code platforms allow users to create applications with minimal hand-coding, using visual interfaces and pre-built components. They are designed for rapid application development and are suitable for a wide range of use cases. This includes platforms like OutSystems (enterprise-grade end-to-end application development with one-click deployment and strong integration), Mendix (comprehensive approach with tools for the entire development lifecycle such as project management and collaboration), Appian (in process automation for complex workflow solutions), and MS Power Apps (well-integrated with the Microsoft ecosystem and services). These platforms are perfect for custom software development without heavy IT involvement. Limitations include manual design for each scenario and some integration challenges.
RPA Tools for repetitive tasks
RPA tools focus on automating repetitive, rule-based tasks by mimicking human interactions with user interfaces. It’s particularly useful for automating tasks within existing systems, especially those lacking modern APIs. This includes providers such as UiPath (comprehensive automation with visual interface), Blue Prism (strong focus on security and scalability, more code based), and Automation Anywhere (cloud-native platform with AI capabilities). RPA tools require structured data, and they struggle with tasks requiring flexibility or decision-making.
Workflow Automation for cross-system workflows
Workflow automation platforms focus on orchestrating and automating business processes across multiple systems and departments. They often incorporate elements of both low-code and RPA. They leverage APIs to exchange data across different systems. Key workflow automation platforms include: Zapier (popular for connecting different apps and automating tasks between them), Make (visual workflow creation with a wide range of app integrations, and n8n (open-source workflow automation tool that allows for complex integrations and custom scripting). Workflow automation is good for orchestrating tasks across apps, perfect for cross-department processes. They are less adaptable to complex and unpredictable scenarios.
AI Agents for interpretation, reasoning and adaptive tasks
The latest advancements in Large Language Models (LLM) have enabled a new form of automation focused on less predictable scenarios involving interpretation, reasoning, and human-like decision-making. There are many new players in this space, a few to mention are LangChain (open-source framework for creating complex LLM applications, requires coding expertise and infrastructure management), Relevance AI (has managed vector database hosting and prebuilt templates, but limited scalability and lacks multi-agent support), Lindy (focus on task automation and document processing, not complex AI), and SmythOS (drag-and-drop interface and multi-agent orchestration, with APIs and chatbots).
Creating AI agents to automate processes requires insight into the input and output for the steps involved. Including what triggers what next step. AI agents can’t handle too much unknown, they have too much knowledge and can’t provide an accurate answer. It’s all about breaking it down into clear steps and creating the right dedicated agent for it. Once down, it’s creating an overarching agent which makes one agent talk to the next.
Conclusion
AI agents can be expensive to develop and expense to run with multiple token calls per interaction, especially when levering the larger models. This is where a solid business case is key. AI Agents require behavioral instructions, clear boundaries, and validation. They will not work everywhere and there are often better techniques for automation. In principle, anything that doesn’t require text, voice, or image interpretation or generation, is probably better for techniques like RPA, workflow-automation, and low-code or something that doesn’t rely on software such as upskilling your people or implementing LEAN practices. Key is to start with process insight to understand the business case, then applying the technique most suited to the problem at hand. Creating an ecosystem of RPA, workflow automation, low-code platforms, and AI agents that work together seamlessly.
Unlock the Power of AI in Your Business
In today’s fast-paced business environment, leveraging artificial intelligence (AI) to enhance process execution is no longer a luxury but a necessity. At Intellifold, we harness the power of AI to transform your company’s process data into actionable insights, driving efficiency, automation, and compliance improvements.
AI Insight Discovery
Our AI Insight Discovery module utilises Large Language Models (LLMs) to interact with you and your data. By leveraging the latest LLM technology, we classify data, find outliers, and answer your process and data questions such as “at what location are we having the most compliance issues” or “where do we need to train our people to improve customer satisfaction”. This interaction allows for a deeper understanding of your business and enabling you to make better informed decisions. For instance, a CFO can use these insights to identify cost-saving opportunities by analysing spending patterns or a Head of Procurement can optimise supplier selection and contract negotiations by understanding procurement trends and supplier performance metrics.
Driving Predictions with Machine Learning
Machine Learning (ML) is at the heart of our predictive capabilities. By analysing historical data, our ML algorithms can determine the next likely event and forecast trends and outcomes with remarkable accuracy. This predictive capability is crucial for proactive decision-making, allowing you to anticipate challenges and opportunities before they arise. KPIs and predictive triggers can also be used to configure alerts via SMS or email. For example, a Sales Director can use ML-driven insights to predict customer behavior, enabling more effective sales strategies, timely intervention, and personalised campaigns. An Operations Manager can forecast demand fluctuations, ensuring optimal inventory levels and reducing the risk of stockouts or potential overstocking.
AI Development for Tailored Solutions
Every business is unique, and especially with AI it's crucial to understand the challenges in context of the business, operations, and the systems used. Our AI Development functionality is designed to quickly develop tailored solutions that address your specific needs. By combining our expertise in AI with a deep understanding of business processes and systems, we help create custom solutions that drive tangible results. To enable this, we leverage an extensive database with system data dictionaries, process documentation, and insights gained from analysing company data sets.
Business Improvement Examples
Consider a global manufacturing company that implemented our solutions to enhance its supply chain operations. The company identified inefficiencies in its procurement process and contract compliance, leading to an almost 15% reduction in overall procurement costs. With ML-driven predictive analytics, the company was able to forecast demand more accurately, reducing inventory holding costs. We helped a financial services firm to improve its customer service operations. By leveraging natural language processing, the firm automated the analysis of customer inquiries, enabling faster response times and higher customer satisfaction.
Latest Capabilities in AI
The latest advancements in AI are revolutionising how businesses operate. From Natural Language Processing (NLP) and Computer Vision to easily interpret text, voice, and images; to Reinforcement Learning and Generative Adversarial Networks (GANs). These technologies are opening new frontiers in process automation and optimisation. At Intellifold, we stay at the forefront of these developments, ensuring that our Solutions incorporate cutting-edge capabilities to deliver maximum value to our clients. Optical Character Recognition (OCR) has become common practice for automating invoice processing, but Computer Vision goes well beyond. NLP to analyse customer feedback and sentiment is gaining attraction, and the application of GANs in e.g. the medical world is showing promising results. We love this stuff and believe it's crucial to assess how such technologies are applied and where this leads to actual business improvements. We keep investing in new technologies and embedding AI and other capabilities in our products, making the advancements that drive business value available to our clients.
Conclusion
Unlocking the power of AI in your business is about more than just adopting new technology; it’s about transforming the way you operate. With Intellifold’s AI Insight Discovery, predictive solutions, and tailored AI Development services, you can drive significant improvements in process efficiency, automation, and compliance. Embrace the future of business with AI and let us help you unlock your company’s full potential.
Boost Insight with Process Mining
The Process Mining software market is expected to grow from around $320 million today to $6 billion by 2030. This explosive growth underscores the increasing recognition of Process Mining as acritical tool for driving business efficiency and transformation. Gone are the days of manually mapping out business processes to understand what’s going on. Process Mining leverages advanced algorithms to analyse every single transaction and every possible process path in real-time. This technology provides a comprehensive, data-driven view of how processes are executed, highlighting inefficiencies and opportunities for improvement.
Real-World Application
Examples of real-world applications include analysing production data in Manufacturing to identify inefficiencies in the assembly line, reduce downtime, and improve overall equipment effectiveness. Financial institutions using Process Mining to streamline loan approval processes, enhance customer service, and ensure compliance with regulatory requirements. Hospitals and healthcare providers leveraging Process Mining to optimise patient flow, reduce waiting times, and improve the quality of care. Any process with a substantial volume of transactions and event or activity information captured in systems can be a relevant use case.
Strategic Alignment
Transparency can be scary; seeing exactly who does what and how long tasks take can be an adjustment for some clients. However, the potential for misuse should not overshadow the benefits in how Process Mining can improve the work of people, and uplift performance of teams and the organisation as a whole. This requires creating a culture of continuous improvement rather than punishment, obtaining project sponsorship, securing clear leadership buy-in and communication, and identifying relevant use cases where value can be created. Realised improvements and savings from an initial use case will drive further adoption. Ensuring the success of the first use case is crucial, and having a checklist with criteria and value assessment upfront can significantly increase the success rate.
Business Transformation
Process Mining can be the starting point to initiate business transformations or to effectively support them. Whether it’s a business process redesign, a new system implementation, or a merger or acquisition. We’ve helped business before, during, and after transformations to inform stakeholders, substantiate decision making, and to ensure a new design is being followed as intended. People can be stuck in their silos and Process Mining can help a long way in helping for people to see the big picture and how their actions impact other functions.
Automation and Process Mining
Before diving into automation (through RPA, low-code, or AI), Process Mining can be crucial to assess viability and support the required cost-benefit analysis. Automation works best on high-volume and repeatable processes and Process Mining shows exactly how many transactions flow through and how much time is currently involved.
Skilled Resources
It’s important to recognise that successful use of Process Mining requires resources with the skillset to not only locate the data but also manipulate it effectively for meaningful insights. This involves a deep understanding of the business processes that generate this data, and an awareness of what is crucial for the end-users. However, presenting the right insights to the right people is only part of the equation. It also necessitates ensuring that all end-users know how to utilise the insights, which might involve data literacy training. Data quality challenges might require an uplift in data governance practices. Additionally, fostering an organisational culture where data-driven decision-making is encouraged is essential.
Driving Process Improvement
Intellifold’s Process Mining solutions enable organisations to automatically map out their processes from time stamped event data. Deviations from standard procedures are highlighted and areas for improvement pinpointed. Our solutions go beyond surface-level observations with detailed insights into the root causes of process inefficiencies such as the people and type of transactions causing delays, rework, or compliance breaches. Organisations have direct access to Key Performance Indicators (KPIs) over their processes on a real-time basis, enabling data-driven decisions, and showing the impact of such decisions and improvement initiatives over time. We believe in working with you to create the solution that works for you and providing you with the support needed to help your team understand what can be accomplished with our solutions now and in the future.
Business value through our intelligent platform
At Intellifold, we develop data-driven solutions to actively drive cost savings, apply automation, and mitigate risk. We deliver a self-service platform making Process Mining and AI technologies accessible to and actionable by everyone. Solutions come with real-time insights, advanced analytics, prediction, AI insight and interaction, and automatic alerts.
Explore our range of Solutions for your business!
Boost Insight with Process Mining Solutions
Current solutions include working capital, spend analytics, incident management, process excellence and automation, continuous controls monitoring, client onboarding, and maintenance optimisation, all embedded with industry and system knowledge.
Use the Power of AI in your Business
Discover how AI can revolutionise your data-driven decisions with the power to develop, explore, or timely intervene and action.
Understanding AI Agents, RPA, and Workflow Automation
We help businesses improve their daily operations by enhancing process automation leading to significant time and cost savings. We also support large-scale business and system transformations.
Unlock Your Business Potential Today
Getting started on your AI automation journey or exploring options for continuous monitoring? We're here to help from identification of the right use case to implementation and tracking the benefits.
Contact us for a solution demo and to discuss how we can best help address your process challenges, and get your team ready to make better data-driven decisions.
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