What Scribe Optimize recommends — and what it takes to act

The AP team had been told repeatedly to submit purchase orders before invoices. Despite this, staff continued bypassing the rule — creating a shadow SharePoint folder of problem bills that required manual intervention each cycle. Optimize surfaced the behavioral pattern and quantified its frequency, providing the data to build the case for enforcing the standard process.

At an aviation technology company formed through 10 acquisitions over six years, no cross-company process standardization had ever taken place. Teams across entities were executing the same finance and accounting workflows in completely different ways. Optimize was deployed to create an objective baseline view of how work actually ran — the starting point for a company-wide standardization effort.

The Sales team built a custom AI-powered Salesforce intent engine for BDRs — but never rolled it out to account executives. Reps were still doing manual account research on prospect websites out of habit. Optimize surfaced this adoption gap through workflow analysis.

Employees held active licenses for both Microsoft Copilot and Claude but had no structured plan for applying them to day-to-day operational work. Optimize surfaced which specific workflows were best suited to each existing AI tool — converting idle licenses into a concrete, prioritized automation roadmap.

Optimize surfaced that team members were not using standardized fields when creating support tickets in Jira, resulting in inconsistent ticket data and time spent hunting for the right templates on every request. The resolution: an admin-level configuration change to set default templates and routing rules. No new tools, no new spend.

Optimize surfaced that 300–400 supply chain planners were losing 5–30 minutes every time their Citrix session timed out — requiring a full re-login sequence before they could continue working in the planning system. The fix: a simple IT configuration change to the Citrix session timeout policy that dramatically reduced supply chain planning times.

Optimize surfaced 193 instances of staff copying and pasting data across Outlook, Teams, Word documents, a client portal, and Adobe Forms — all captured within two weeks of passive workflow mining. It flagged the pattern with a high opportunity score and recommended a workflow automation using Zapier, an existing tool, to eliminate the manual loop.

Within 7–10 days of deployment, Optimize surfaced 103 instances of the journal entry management workflow — a single workflow consuming approximately 40% of the team's time during month-end close — and provided actionable recommendations for automating it with Oracle Cloud ERP configuration or system integration work.

Optimize surfaced the monthly close process as the firm's top efficiency opportunity. The CEO ran the Optimize agent on this workflow and received a prioritized breakdown: which clients to focus on first (pulled from actual workflow data), followed by a tiered set of options — from low-effort manual reorganization to four different tooling paths to a longer-term custom dashboard.

Desktop mining surfaced that a single workflow — “Locate and Verify Asset Records” — was consuming 137–200+ hours per year. The Finance Director used this quantified waste data as the evidence needed to justify a new ERP system investment to the board. Optimize didn't just surface an inefficiency; it generated the business case for the infrastructure change needed to fix it.

The team used Optimize to compare top-performing sales rep workflows against lower performers — surfacing the behavioral deltas between them. This data feeds directly into a per-account background agent (built in partnership with an AI vendor) that proactively surfaces relevant intelligence to reps and coaches lower performers toward top-rep behavior in real time.

Optimize was deployed across a 300-person contact center team. The AI and Automation team used Optimize's MCP integration with Claude to generate specific agent skills directly from the workflows Optimize surfaced — creating a direct, repeatable pipeline from process data to deployed automation.