Workflow Orchestration & Automation

AI agents that do the work across your systems, and ask before they act.

We design and run AI agents that carry a workflow from start to finish across the systems your firm already uses, with guardrails on what they can touch, people approving what matters, and a record of every action.

That is orchestration: coordinating the people, systems, and approvals in a process, not just automating single tasks.

Watch an agent work. You're the approver.Illustrative workflow. Pick an industry.
Workflow: 00:00
    For
    The shift

    Your people are the integration layer between your systems.

    A new hire touches six systems before day one. A capital call moves through email, a portal, accounting, and the bank. Every handoff is someone copying, checking, and chasing, and every handoff is a place where things get missed.

    Agents can now carry that work end to end, reading documents, making routine judgments, and acting across systems. That is a real change from the brittle scripts of the past.

    It also means an agent can do real damage if it is given too much access or too little oversight. In regulated firms, how an agent is governed matters as much as what it can do.

    Questions we hear first
    Which of our workflows are safe to hand to an agent?
    What stops an agent from doing something it shouldn't?
    Who is accountable when an agent gets it wrong?
    How do we show an auditor what the agent did?
    Agents, compared

    Not a chatbot, and not another brittle script.

    ApproachWhat it doesWhere it falls short
    Scripts and RPA
    Repeats fixed clicks and keystrokes exactly as recorded.
    Breaks when a screen, format, or exception changes, and can't read or reason.
    Chatbots
    Answers questions and drafts text when someone asks.
    Waits for a person, and doesn't carry work across systems on its own.
    AI agents
    Plans the steps, reads documents, makes routine calls, and acts across systems.
    Needs clear permissions, approval points, and monitoring. That's the part we design.
    Where agents help

    Start with work that is frequent, rule-bound, and spread across systems.

    Running the firm

    For operations, IT, HR, and finance teams
    Onboarding and offboarding
    Accounts, groups, mailboxes, teams, and intranet pages set up or removed across HR, identity, email, and collaboration systems.
    IT service desk
    Tickets triaged, routine requests fulfilled, and access requests routed for approval.
    Access reviews
    Quarterly reviews prepared automatically, with exceptions flagged for managers.
    Invoices and expenses
    Invoices matched, coded, and routed, with thresholds that require a person.

    Serving clients and patients

    For client service, billing, and front office teams
    Intake and conflicts
    New matters or engagements assembled from email and forms, with conflicts checks started.
    Document requests
    Missing items tracked and chased with personal reminders, and uploads filed.
    Billing follow-up
    Aging invoices prioritized and follow-ups drafted for approval.
    Referrals and requests
    Faxes, forms, and notices read, matched to records, and routed to the right team.
    How much should an agent do?

    Four levels of autonomy. You choose, step by step.

    Every step in a workflow gets its own level, set by risk. Most firms start low and move up as trust is earned.

    Level 1

    Suggest

    The agent recommends; a person does the work.

    Which clients to follow up with this week
    Level 2

    Draft

    The agent prepares the work; a person edits and sends it.

    Reminder emails, appeal letters, journal entries
    Level 3

    Act with approval

    The agent does the work once a named person approves.

    Granting access, releasing payments, sending to clients
    Where most firms start
    Level 4

    Act and report

    The agent acts within set limits and reports what it did.

    Filing uploads, updating trackers, routine IT tickets

    Every level runs under GovernanceLift™: a dedicated agent identity with the least access it needs, approval points, spending and volume limits, a full audit log, and a switch to stop the agent immediately.

    How an engagement runs

    One workflow, done properly, then the next.

    Select a phase to see what we do and what you walk away with.

    Pick the workflow worth automating first.

    We map candidate workflows with the people who do them, measure volume, time, and error rates, and choose one with clear value and manageable risk.

    You walk away with: a ranked list of workflows and a chosen first candidate with a baseline.
    • Workflow discovery sessions
    • Volume, time, and error baseline
    • Risk and data sensitivity review
    • Systems and access check
    • First workflow selected
    What you receive

    An agent you can explain to a partner, a client, or an auditor.

    1. Workflow and autonomy map

      Every step, its autonomy level, and who approves what.

      For process owners
    2. A working agent

      Built, tested on real cases, and running in your environment.

      For the team
    3. Agent identity and permissions

      Least-privilege access, documented and reviewed by IT.

      For IT and security
    4. Audit trail and runbook

      A record of every action, plus what to do when something goes wrong.

      For compliance
    5. Results report

      Time saved, error rates, and exceptions, measured against the baseline.

      For leadership
    Where this fits

    Agents work best on trusted data and modern systems.

    Prepare

    Data readiness

    Trusted data for agents to read and act on.

    Explore data readiness
    Modernize

    Application modernization

    Systems with APIs agents can connect to.

    Explore modernization
    Automate

    Agentic workflow automation

    Agents carrying work across your systems.

    You are here
    Lead

    Fractional CXO

    Senior oversight as your agent program grows.

    Explore leadership
    Why Vantara

    We have built these workflows inside a firm.

    Built from the inside

    Our principals have designed agent workflows connecting HR, identity, email, collaboration, and intranet systems as a law firm technology executive, not just in a lab.

    Governance by design

    Agent identities, approval points, limits, and audit trails are part of the design from the first step, under GovernanceLift™.

    Security first

    An agent is a new user with access. We treat it like one, with least privilege, monitoring, and a way to switch it off.

    Run it for you, or hand it over

    We can operate your agents as a managed service, or train your team to run them. Either way, you own them.

    Get started

    Three ways to begin.

    Workshop1 day

    Automation discovery workshop

    A working day with your process owners to map candidate workflows, size the value, and pick a first one to automate.

    Book a workshop
    Pilot6–8 weeks

    First agent, in production

    One workflow designed, built, piloted in shadow mode, and live with approvals, measured against your baseline.

    Discuss a pilot
    ManagedMonthly

    Managed agent service

    We monitor, maintain, and improve your agents, report monthly, and add new workflows as you're ready.

    Discuss managed agents
    Common questions

    What firms ask about agents.

    Have a question that isn't here? Call us at 347 674-1471.

    What stops an agent from doing something it shouldn't?
    Several layers: its own identity with only the access it needs, approval points before sensitive actions, limits on amounts and volumes, monitoring for unusual behavior, and a switch to stop it immediately. Every action is logged.
    Who is accountable if an agent makes a mistake?
    A named person owns each workflow and approves the steps that matter. The agent works under their authority, the same way a junior staff member would, and the audit trail shows exactly what happened.
    Will agents replace our staff?
    In practice, they take the repetitive handoffs off people's plates so staff can focus on judgment, clients, and exceptions. We plan the change with your team, not around them.
    Do our systems need to be modern for this to work?
    Agents work best with systems that have APIs. Many older systems can still be reached, but if a workflow depends on a fragile system, we may recommend modernizing it first.
    Which AI models do you use?
    We choose models based on the task, security requirements, and cost, and we run them under enterprise terms that keep your data out of model training.

    Pick one workflow. We'll show you what an agent can do with it.

    Tell us which process eats the most time in your firm. We'll tell you plainly whether an agent should handle it, how much it should do on its own, and what it would take.

    Find a workflow to automateSee all services