Back-office Automation
Automate the repetitive work behind the counter: mobile money and bank reconciliation, supplier documents into Odoo, scheduled reports and statutory payroll checks.
- From KES 120,000 per workflow
Beneficiary registration, e-vouchers and automation for NGOs and humanitarian programmes
Fingerprint and smart-card enrolment, verified cash and commodity disbursement, and donor-ready reporting, plus AI that takes routine finance and reporting work off your programme team.
Sound familiar?
- Duplicate and ghost beneficiaries slip onto lists, and distribution points cannot confirm who is who.
- Field teams work where connectivity is poor, so data reaches the office days late.
- Each donor wants its own report, built by hand from several spreadsheets.
- Vendor and agent payments for cash and voucher programmes are reconciled by hand after every cycle.
Accountability starts at registration
Every humanitarian programme makes the same promise to its donors: the right people received the right support, once. Keeping that promise depends on what happens at registration and at the distribution point.
If a beneficiary list is built on paper or loose spreadsheets, duplicates get in. If the person at the distribution point cannot verify identity, aid goes to the wrong hands. And if the data takes days to reach the office, the report the donor asked for is late and assembled by hand.
What we have built
We built and ran an e-beneficiary platform for an international humanitarian NGO in Kenya, across emergency-response cycles. It covers:
- Enrolment with fingerprints and a smart card, so each beneficiary has one identity, verified by fingerprint before any disbursement.
- Onsite registration and data collection, including KYC details, on web, mobile and point-of-sale devices.
- Cash and commodity disbursement through e-vouchers, set up for the programme and run cycle by cycle. The platform also supports redeeming e-vouchers with approved vendors and agents.
- Several intervention types on one platform: cash transfers, food and non-food items, school feeding and class attendance, and safety-net programmes.
- Offline working in areas with little or no connectivity, with automatic sync when a connection returns.
- Monitoring and evaluation reporting, with summary and periodic reports for internal, coordination and donor needs.
The case study describes the engagement in more detail.
Where AI helps a programme team
Every hour a programme officer spends rebuilding a spreadsheet is an hour away from the programme.
Reconciliation after each cycle. We automate the matching of vendor redemptions, agent payouts and bank or mobile money transfers against what each beneficiary was due, and flag the exceptions for a person to decide.
Donor reports from your own data. An AI digital employee drafts the periodic figures each donor asks for from the programme database, for your team to check and sign off, instead of starting from a blank spreadsheet.
A WhatsApp line for beneficiaries and vendors. An agent on the official WhatsApp Business API answers routine questions about distribution dates, locations and voucher balances, in English or Swahili, and passes complaints and safeguarding concerns straight to your staff.
Training for programme and finance staff. A practical workshop on using AI responsibly with beneficiary data.
Data protection
Beneficiary data includes biometrics, and Kenya’s Data Protection Act treats it as sensitive personal data. We design for that: data stays in systems you control, access is limited by role, and anything that reaches an AI model is masked first.
How we work
- Audit. A free 30-minute call and a one-page map of where registration, disbursement and reporting cost your team time.
- Build. We configure for your programme types and test with your team before the first registration day.
- Run. We support each cycle and improve the system between them.
Services that fit
WhatsApp AI Agents
An AI agent on the official WhatsApp Business API, built to answer customers in seconds, quote from your catalogue, take mobile money payments and hand over to your team.
- From KES 150,000 setup + KES 25,000/month
AI Executive Assistant for Odoo
An AI assistant for directors and managers, built to read your Odoo data, send a 07:00 briefing on WhatsApp, raise alerts and answer questions in plain language.
AI Training & Workshops
Practical, in-house AI workshops for your team: half a day, up to 15 staff, built around their real roles and the data rules of Kenya's Data Protection Act.
- From KES 120,000 half day, up to 15 staff
Find out what your systems could run on their own
Start with a free 30-minute automation audit. We look at how your team works across WhatsApp, M-Pesa and other mobile money, your bank, Odoo and eTIMS, and you leave with a one-page map of what to automate first.