The Problem: Manual Back-Office Work in Swiss Healthcare and Medtech
You run a 300-person healthcare or medtech company in Switzerland. Your operations team processes 400-600 invoices per month, each taking 12-18 minutes to key into the ERP. Your customer support team handles 150-250 tickets per week, with a median first-response time of 4.2 hours. You want to cut first-response time to under 30 minutes and reduce invoice processing cycle time by 60%, but you cannot send patient-adjacent data to a public cloud API. You need an AI-native operations layer that runs on your own hardware, integrates with your existing ERP and Google Workspace, and ships in 4 weeks. This is the exact scenario Forfis is built for: a fixed-scope pilot on one workflow, measured against a before/after baseline, with human-in-the-loop approval for anything touching money or health data.
Prerequisites: What You Need Before the Audit Starts
Before the audit begins, you need four things in place. First, access to your ERP system with read permissions on the invoice module and write permissions on the posting queue. Second, a sample of 50-100 recent invoices in PDF or image format, including at least 10 with line-item errors or missing fields. Third, access to your helpdesk or ticketing system with read permissions on the last 90 days of tickets, including timestamps for first response and resolution. Fourth, a named business owner who can approve scope changes and sign off on the pilot success criteria. You do not need to clean your data before the audit; the audit itself identifies data readiness gaps. You do need to confirm that your IT team can provision a virtual machine or container on your on-premise network for the open-weight model deployment.
Step 1: Run the Process Audit and Select the Pilot Workflow
Days 1-5. Forfis reviews your invoice processing workflow end-to-end: how invoices arrive (email, portal, paper), how they are keyed, how errors are handled, and where they sit in the ERP. The deliverable is a process map with cycle time and error rate baselines. You select one workflow for the pilot based on the audit’s prioritization matrix. The pilot scope is fixed: one workflow, one model configuration, one integration point. If you want to automate both invoice processing and customer triage, you run two separate pilots, not one combined engagement.
Step 2: Deploy the Open-Weight Model on Your On-Premise Hardware
Days 6-10. Forfis provisions an open-weight model, typically Llama 3 70B or Mistral 8x7B, on your on-premise hardware. The model is fine-tuned on your invoice samples or ticket history, depending on the pilot scope. For invoice processing, the model is trained to extract vendor name, invoice number, line items, tax amounts, and due date from PDF or image input. For customer triage, the model is trained to classify ticket urgency and draft a first response. The fine-tuning dataset is built from your historical data, not synthetic data. You review the model’s output on a holdout set of 20-30 items before it goes live.
Step 3: Integrate the Agent with Your ERP and Google Workspace
Days 11-15. Forfis connects the AI agent to your ERP and Google Workspace through their native APIs. For invoice processing, the agent reads the invoice PDF from your email or shared drive, extracts the fields, and posts a draft entry to the ERP posting queue. A human approver reviews the draft in the ERP and clicks approve or reject. For customer triage, the agent reads new tickets from your helpdesk, classifies them, and drafts a first response in Google Workspace. The human agent reviews the draft and sends it. The integration is read-write, so the agent logs its actions in your existing tools without requiring your team to switch platforms.
Step 4: Run the Pilot in Parallel with Your Existing Process
Days 16-20. The pilot runs in parallel with your existing process. For invoice processing, the agent processes a subset of invoices, say 20% of the daily volume, while your team continues to process the rest manually. For customer triage, the agent drafts first responses for a subset of tickets, say 30% of the weekly volume, while your team handles the rest. You measure cycle time and error rate for both the agent and the manual process. The success criteria are defined in the audit: for example, a 60% reduction in invoice processing cycle time and a 95% accuracy rate on field extraction. If the agent misses the criteria, Forfis adjusts the model configuration or the integration logic and re-tests.
Step 5: Validate the Pilot and Roll Out to Full Volume
Days 21-25. You review the pilot results against the success criteria. If the agent meets the criteria, you proceed to rollout. The rollout expands the agent’s scope from the pilot subset to 100% of the workflow volume. For invoice processing, this means the agent processes all incoming invoices, with human approval still required for anything touching money. For customer triage, this means the agent drafts first responses for all new tickets, with human review before sending. The rollout takes 3-5 business days, during which Forfis monitors the agent’s performance and adjusts thresholds as needed. You do not change your team’s daily workflow; the agent works in the background, and your team approves or rejects its output in the tools they already use.
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