AI back office for specialist trades
Ribhu AI helps specialist building-services teams automate the documentation, coordination and commercial admin around their work. We start with one painful workflow, connect it to the tools your team already uses, and keep people in control of every important decision.
One workflow · 2–3 weeks · Human-supervised
How work moves with an AI agent in the loop
AI agents prepare, organise and coordinate. Your team approves technical, commercial and client-facing decisions.
Built for specialist building-services teams
Whether your team works from photographs and voice notes, spreadsheets and email, or an established job-management system, important work can still become stuck between the site, the office and the client. Ribhu AI works on those gaps.
The work behind the work
After every survey, inspection, installation or remedial job, someone still has to:
This work is often spread across phones, email, Word, Excel, shared folders and specialist systems. Your existing software may store the job, but it does not always complete the work between one stage and the next. That is where Ribhu AI fits: we introduce supervised AI agents into the workflow around your existing people and systems.
Practical AI, inside real workflows
An AI back office is a set of connected, human-supervised agents that help work move through the business.
AI agents read information from approved sources and prepare draft reports, remedial schedules, document packs, job summaries, client-email drafts, quote-support items and invoice-support evidence.
AI agents help identify missing information, route the next action, prepare review queues, track incomplete documents, remind the appropriate person and maintain internal status records.
Once work is reviewed and approved, AI agents prepare commercial handoffs, follow-up drafts, quotation inputs, closeout packs, invoice-readiness packs and management summaries.
Start where work gets stuck
Ribhu AI does not begin by trying to automate your entire company. We identify one workflow that is frequent, time-consuming and measurable.
Input
Photographs, survey notes, voice notes, checklists, existing templates.
AI-assisted output
Draft report, remedial schedule, missing-evidence checklist, client-email draft.
Human control
Your technical team checks the findings, wording and proposed actions.
Input
Inspection-system exports, approved reports, certificates, photographs, project folders.
AI-assisted output
Structured O&M or closeout pack, document index, missing-item list, issue tracker.
Human control
Your project team confirms completeness before submission.
Input
Approved remedial findings, schedules, job information, client requirements.
AI-assisted output
Quote-support list, client follow-up draft, invoice-readiness checklist, internal handoff.
Human control
Your commercial team owns scope, pricing and client communication.
Bring us the process your team complains about most. We will determine whether it is suitable for an AI-assisted workflow.
One workflow at a time
We look at how the work currently moves: where information originates, who handles it, which tools are involved, where delays and rework occur, and which decisions must remain human.
We create a narrow AI-assisted workflow using your real process, sample inputs and existing document structure. The pilot is limited to one workflow and one agreed output family.
Your team uses the workflow on agreed examples. We record corrections, edge cases, input-quality issues and approval requirements.
We compare the pilot against an agreed starting point: turnaround time, manual handling, missing information, review effort, consistency, time to quotation or invoice readiness. Only then do we decide whether to expand.
Recommended first step
A focused, fixed-scope engagement to put a supervised AI agent into one real operational workflow. Most pilots run over 2–3 weeks. The scope, effort and price are agreed on the initial call, once we understand the workflow, because a one-week workflow and a three-week workflow should not cost the same.
Typically delivered over 2–3 weeks
The pilot includes
Pilot boundary
What it does not include
What you receive
A working pilot, not an AI strategy presentation. At the end, you will know whether the workflow is suitable for AI, what the agent can reliably handle, where people must remain involved, what operational result was achieved, and what it would take to deploy it properly.
Example first workflow
For passive-fire and fire-door teams, a sensible first workflow often begins after the site visit. Every sample below is a draft your reviewer edits, not rewrites, and carries the same status badges your team sees.
Inputs
AI-assisted draft pack
Human approval
Your surveyor, contract manager or technical lead reviews the output before it becomes part of any client-facing document.
| Ref | Location | Observation (draft) | Finding |
|---|---|---|---|
| FD-204-01 | Stairwell core, L2 | Intumescent seal missing to door head | Critical |
| FD-204-02 | Riser cupboard, L2 | Penetration not fire-stopped | Critical |
| FD-204-03 | Corridor, L3 | Gap > 4mm to door edge | Remedial |
| FD-204-04 | Plant room, L1 | Signage compliant | Pass |
| Ref | Location | Recommended action (draft) | Priority |
|---|---|---|---|
| R-01 | Stairwell core, L2 | Replace intumescent seal to door head | High |
| R-02 | Riser cupboard, L2 | Fire-stop service penetration | High |
| R-03 | Corridor, L3 | Adjust door to close gap < 4mm | Medium |
| Evidence needed | Ref | Status |
|---|---|---|
| Close-up photo of seal defect | FD-204-01 | Needs clarification |
| Location reference for riser | FD-204-02 | Needs clarification |
| Door leaf gap measurement | FD-204-03 | Captured |
No rip-and-replace required
Your team may already use an inspection platform, job-management system, CRM, accounting platform or Microsoft 365. That does not mean every handoff is automated. Manual work often remains:
Ribhu AI can work around these gaps instead of demanding that you replace everything first.
AI agents with clear boundaries
Ribhu AI is designed around explicit human-review points.
The operating model
Ribhu AI does not
Ribhu AI does
From one agent to an AI-native business
Becoming AI-native does not mean replacing every employee or system. It means redesigning recurring work so that AI handles more preparation, coordination and retrieval while people focus on judgement, relationships and delivery.
AI prepares reports, schedules, packs and communications.
AI tracks missing information, approvals, handoffs and incomplete work.
AI prepares quote inputs, client follow-ups and invoice-readiness information.
Your team can retrieve answers, examples, procedures and previous job knowledge from approved company information.
Leaders receive structured information about outstanding work, exceptions, delays and opportunities.
Each stage is introduced only when the previous workflow is working reliably and the relevant people, permissions and review controls are in place.
Scale what works
Where the pilot demonstrates clear value, the next stage can include:
For turning a successful pilot into a properly deployed operational workflow: production workflow build, additional system connections, permissions and approval controls, exception handling, expanded testing, operating procedures, team onboarding and monitoring. The final scope and fixed price are agreed after the pilot.
For businesses that want Ribhu AI to maintain and improve deployed workflows: monitoring, prompt and agent maintenance, output-quality reviews, template changes, exception analysis, controlled improvements, cost monitoring and a monthly operational review. This is the ongoing management of the AI-assisted workflow, not unlimited outsourced administration.
Built around operations
Ribhu AI is founded by Priyank Bakshi, an entrepreneur and operator with experience building and running high-volume, compliance-heavy businesses. His background spans operations, enterprise delivery, regulated documentation, commercial workflows and AI-assisted process design.
The work begins with the workflow, not the technology.
“Important trade businesses should have access to practical AI systems built around the way they actually work, not generic demonstrations, software licences or transformation jargon.”
Your information
Operational records, client information and internal templates may be commercially sensitive. Before work begins, we agree which information will be used, who can access it, what can be anonymised, where it will be processed, how long working material is retained, which outputs may be used during testing, and which actions always require approval.
Client documents are used only for the agreed work. They are not used for unrelated marketing or shared with other clients.
A confidentiality agreement can be signed before any documents are provided. Please do not send sensitive documents before data handling is agreed.
Start with the workflow everyone complains about
Bring us one process that is manual, repetitive or stuck between people and systems. In a 20-minute conversation we look at how it currently works, where the bottleneck sits, whether an AI agent could help, what must remain human-controlled, and whether a small pilot would be worthwhile.
No generic AI presentation. No commitment to a larger programme. Start with one real workflow.