Hi there,
We’re fitting out the new studio and need 12 oak sit-stand desks, ideally with matching pedestals. We’d need them before the end of next month.
Could you send us a quote?
Thanks, M.
AI implementation Integration Automation
AI built around the way your business works.
Porthera helps businesses put AI to practical use: configuring suitable tools, building custom software, connecting existing systems and automating the work between them. From staff training and shared knowledge to website features and review-ready workflows, we work around your processes, data and people.
Practical adoption. Custom development. Connected systems.
Illustration: an email request for twelve oak desks, a stock spreadsheet, a product sheet, a price list and a sticky note asking who is preparing the quote. Through the lens, the same material appears organised: the request’s details are extracted, stock and prices come from the systems that own them, missing details are highlighted, and a quotation draft waits for a sales lead’s review.
Useful AI does more than answer a question.
It can find information across systems, interpret incoming documents, prepare the next piece of work and help your team move it forward. We combine AI with conventional software and automation so each part of the process uses the right tool.
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Bring relevant company knowledge and permitted system data together, with available source references and any gaps shown.
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Turn specifications, messages and documents into structured information, with uncertainties made visible.
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Draft quotations, comparisons, responses, reports and tasks for the people responsible for them.
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Connect approved steps across applications, with review, permissions and progress tracking built into the workflow.
Incoming request · email
“We’re fitting out the new studio and need 12 oak sit-stand desks, ideally with matching pedestals, before the end of next month. Could you send us a quote?”
Sources found for this person
- DocumentApproved product sheet, DSK-OAK-140 rev Cp. 2
- Live recordStock system, DSK-OAK-14010:42
- Live recordTrade price list v7current
- ApplicationProject notes, studio fit-out2 notes
Structured requirements
- Product
- Sit-stand desk, oak DSK-OAK-140
- Quantity
- 12
- Add-on
- Matching pedestal × 12 PED-OAK-3
- Needed by
- End of next month
Uncertain or missing
- Delivery address not statedAsk the customer before issuing.
- 9 available, 3 shortStock system, checked 10:42.
Quotation draft Q-DRAFT-0412 · prepared from price list v7
| Item | Qty | Source |
|---|---|---|
| Sit-stand desk, oak 1400 | 12 | price list v7 |
| Three-drawer pedestal, oak | 12 | price list v7 |
| Delivery | 1 | address needed |
Prepared notes
- Totals are calculated with your pricing rules, not by the model.
- Suggest splitting delivery: 9 desks now, 3 when restocked.
Waiting for review
Quotation draft Q-DRAFT-0412 is assigned to you, the sales lead.
- Delivery address not stated
- 3 desks short
Approved by you, just now. Sending it to the customer is a separate step that stays switched off unless your workflow enables it.
Sent back to preparation with your note: “Confirm the delivery address with the customer.”
Activity
- 10:41 Request received from email
- 10:42 Sources checked for this person’s access
- 10:43 Draft prepared with 2 exceptions
Which part of the work needs help?
Start with the problem your team recognises. These are useful entry points; a project can combine several services.
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Information is scattered
Help staff find approved information across documents and systems. If records disagree, start by organising the data.
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Work is copied between systems
Connect repetitive handovers, prepare the next task and route exceptions to the right person.
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Staff need a focused internal tool
Bring work queues, records, handovers and review steps into a tool that fits the team.
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AI needs to become part of daily work
Choose and configure suitable tools, organise approved knowledge and give staff reusable instructions and training.
From a feature on your website to a workflow across your business.
Start with one useful improvement or a wider programme of implementation. We can configure suitable existing tools, work inside software you already use, or create a focused application. We are also developing the shared Porthera workspace; services can be delivered independently of it.
Build and connect
- Custom AI development AI-powered applications and features designed around a specific business need.
- AI for websites and e-commerce Search, product discovery and guided enquiries inside the website or store you already run.
- Workflow automation and AI agents Workflows that gather information, prepare the next step and route work to the right person.
- Systems integration Connect approved applications, databases and document sources without creating another silo.
- Internal tools and developer workflows Dashboards, review queues and focused tools, including AI help for technical teams.
Find and understand
- Company knowledge and search Search across documents, databases and applications, with source references and gaps shown.
- Document intelligence Read, compare and extract from specifications, offers, forms and reports.
- Data consolidation and clean-up One reliable version of your records when the same data lives, differently, in several systems.
Plan and sustain
What could this look like in practice?
Examples of solutions we can scope and build—not published client case studies.
Prepare a quotation for review
- The input
A customer’s requirements arrive by email.
- The work completed
Suitable products are found, current prices and availability come from the systems that own them, and a draft is prepared using your pricing rules.
- The human handover
A salesperson reviews the draft, with missing details and exceptions highlighted, before anything is sent.
Find answers across company systems
- The input
A staff member asks about a product’s availability, its approved specification and the notes on a project.
- The work completed
The assistant searches only the sources that person is allowed to use and brings the results together.
- The human handover
They get a response with available source links and timestamps, and any gaps shown plainly.
Make a website enquiry more useful
- The input
A visitor describes what they need on your website.
- The work completed
Relevant products are suggested from approved catalogue data, and the details your team needs are captured.
- The human handover
Sales receives a structured enquiry to review instead of a one-line message.
Examples of solutions we can scope and build—not published client case studies.
Build on the systems you already rely on.
Your customer records, product data, documents and operational systems do not all need to move into a new product. We assess what is already in place, connect the sources the workflow needs, and preserve the systems that own your business records. Where the same data lives in several places and no longer agrees, we help you choose the system that should own it and bring the rest into line.
Each integration is assessed against the access, interfaces and permissions available in your environment.
- Business applications CRM, ERP, accounting
- Databases Product, stock and custom records
- Documents and files Manuals, specifications, offers
- Websites and stores Content, catalogues, enquiries
- Email and collaboration Inboxes, chat, shared drives
- Custom software Internal tools and APIs
Give AI useful access—not unrestricted access.
We design around the information each person may see, the actions the workflow may take and the points where someone needs to review the result. Sources, approvals and activity records are part of the solution, not an afterthought.
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Permission-aware information
Answers are limited to what the person asking is already allowed to see, down to individual fields.
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Review before consequential actions
Sending, ordering or changing a record waits for the person responsible, with the exact version they approved.
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Clear data-handling choices
Where information is processed, which AI provider is used and what is kept are decided per project and written down.
“Is this customer’s unit still under warranty, and can we replace it?”
- Warranty
- Active, 11 months remaining Not available to this role Not shown to website visitors Unreachable Last known: active, checked yesterday, may be out of date Service system · checked 09:12
- Returns policy
- Replacement within warranty needs a fault report Not available to this role Not shown to website visitors Policy library · approved v4
- Fault report
- Intermittent power failure, logged 2 days ago Not available to this role Not shown to website visitors Support desk · ticket 4471
- Account notes
- Second replacement this year; prefers email Not available to this role Not shown to website visitors CRM · last week
- Account credit
- R 3 200 available Not available to this role Not shown to website visitors Finance system · today
Illustrative, synthetic records
Start with the work you want to improve.
We agree a first outcome and a workflow brief, then test a representative prototype with the people who will use it. The scope sets out what will be configured or built, how it will be tested, and the staff guidance, documentation and support needed for handover.
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Discover
An agreed workflow brief, sources and first outcome.
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Design
The tools, interface, data ownership and review points.
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Build and connect
A representative prototype, then the agreed configuration or software.
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Validate
Testing with staff feedback, expected results and failure cases.
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Roll out and improve
Staff guidance, documentation and agreed support responsibilities.
What would you like your team to spend less time doing?
Tell us where information is difficult to find, work is repeatedly copied, or tasks keep waiting on the next system. We will explore whether AI, automation or custom software is the right fit.
Discuss your project