Case study

Belleville Home Healthcare

Belleville Home Healthcare fits people with mobility equipment, so quoting and paperwork pile up fast. I moved it into email, with AI doing the first draft and a person making the final call.

•Staff send rough notes or a scanned form, the way they already email.
•AI reads it and sends back a finished quote or a clean record.
•A person checks each one before it goes out.

Industry: Home healthcare

Location: Belleville, Ontario

What I automated: Quoting and paperwork

Expected impact

12 to 30 hours

Estimated admin time freed up each month.

What that means

More time with clients, and fewer evenings spent catching up on typing.

The problem

Too much time was going into repetitive admin work.

•Every quote started from a blank page. Someone read the notes, worked out the right equipment and prices, and typed the whole thing up.
•Scanned forms had to be read and re-keyed by hand, and the same client details got entered more than once.
•All of it slowed down how quickly a client got an answer, and most of it landed on the owner after hours.

The goal was to keep the process familiar and take out the manual typing, without asking anyone to learn a new tool.

The solution

Built around the way they already work.

mail

Rough notes in, a finished quote out

Staff email in a few lines about what a client needs, the kind of shorthand they'd jot down anyway. An AI assistant reads that shorthand, works out the right equipment and prices, and emails back a draft with its reasoning shown, so it's quick to sanity-check. Attached is a clean quote on the company's own letterhead: what each item costs, what the funding program covers, and what the client pays. If it looks right, they forward it as is.

•A few rough notes come back as a priced quote the client can actually read.
•The quote lays out what the funding program covers and what the client owes.
•It even points the therapist to the right box on the application form, so it doesn't get sent back.

document_scanner

Scanned forms, read and sorted

Photos and scans of paperwork get emailed in the same way. AI reads them, handwriting and all, pulls out the details that matter, and turns them into clean records the team can use right away. No more squinting at a scan and copying it into the computer field by field.

•Handwritten and scanned forms come back as clean, structured records.
•It reads the details out of the form instead of someone re-typing them.
•It gets more accurate over time as it learns from the corrections staff make.

How it works in practice

They send an email, the AI drafts it, and a person checks it before it goes out.

forward_to_inbox

1. Send

Notes or a scanned form go to a dedicated email address, the same way they'd send any email.

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2. Process

A minute or two later, a drafted quote or a clean record comes back.

fact_check

3. Review

A staff member reads it, fixes anything that's off, and sends it on.

Expected value

The payoff is hours back, and quicker answers for clients.

Monthly hours freed

12 to 30

Estimated hours saved each month, based on the volume they handle now.

Estimated time value

$600 to $1.5k

At $50 an hour, that's what the freed-up time is worth. It's an estimate until we publish live numbers.

Why this mattered

Faster paperwork means faster answers for clients.

When a quote goes out the same day instead of next week, the client feels it. And the owner stops losing evenings to catch-up typing. Nothing about the day-to-day had to change to get there. The notes still start as notes, and the forms still come in as scans.