Here’s how we helped a financial services company replace its expensive quality control system with an Ai-agent integrated software solution.

People often ask us “how are real businesses actually using Ai?”

Usually these people are not referring to content creation, because for better or for worse, it feels like everyone is creating their content using Ai these days. And when those people refer to “real” businesses, they’re referring to small and midsize businesses; the bread and butter of the US economy.

While we’re often not legally able to describe the exact solutions that we offer our clients, the true answer is that for these types of businesses, the Ai-based solutions that work the best are often the ones that fit into a pre-existing system. These solutions often solve a problem that’s been bubbling under the surface for quite some time, or they ease or completely eliminate a tedious task that requires significant time and mental investment from employees.

Most importantly to these businesses, these solutions don’t require significant retraining or relearning of the staff.

In the case of Texas Financial Group (name changed from original for privacy), a financial services provider that services institutional clients nationally, the company’s operations produce a significant amount of data that requires daily auditing for proper and timely client billing. This data is produced by several separate systems and is then manually reviewed daily. Sounds simple enough, except that there were literally thousands of datasets being produced daily, and the review itself requires significant nuance. Put two and two together, and you’ll understand that this becomes an hours-long daily task for the TFG team, which was already lean and overworked to begin with. Worse, billing had fallen weeks behind and wasn’t totally accurate due to often-rushed or incomplete audits.

Our obvious question was this: “why haven’t you all hired someone else to take care of the task yet?” TFG management expressed concern that the task was “too small to hire someone full-time and too important to hire someone part-time”, despite the fact the cumbersome nature of this process was costing the company money. They also expressed concerns about the nuance involved, and the fact that the management team would still need to review the results for accuracy. “When we hire VAs and we train them for a task like this, they usually leave in a few months. We don’t want to go through that process over and over again.” Understandable, especially thanks to the tedium of the task.

Our next question: how long would it take for accounting to review an accurate audit once the hard work of daily auditing is done? “About 10 minutes, to be honest, once the information is timely and accurate”.

Upon hearing about the problem and understanding the pain points, we posed a question to the company: what would you do if this task isn’t necessarily eliminated, but the workload could be reduced by 95%? We would create an agentic Ai system that would be that employee for the company, then accounting could do a 10-minute review daily to ensure that proper thought and nuance was applied.

We predicted that it would be quite easy to get the software to beta stage (in other words, the first usable version of the software). The real issue would be ensuring that the software’s agents would fully understand the nuance of the auditing process. Of course, this meant we would have to understand the nuance as well. So our team worked with TFG’s team for 3 weeks to understand the process end-to-end, as well as any anomalies that may arise in usual cases.

Creating "The Ultimate New Hire" For TFG

Once we had an understanding of TFG’s process and problem solving, we custom-built an agentic Ai system that would act as the VA that TFG refused to hire- in fact, we called it "the ultimate new hire". The system consists of several layers of problem solving and runs overnight while TFG’s staff is sleeping. When TFG’s employees get back into the office, their reports are already ready for review first thing in the morning. The beta version of the system was rolled out in May 2025, and was continually tested and debugged through much of June 2025 before it was ready for daily use.

Our software was released to rave reviews from the client. “This is SO awesome, I’m so happy to have my time back!” said Deb F., bookkeeper for TFG. “I think this is great, but can you make us one that will grab my coffee in the morning?” said Alex R., administrator at TFG.

Don’t tempt us with a good time, Alex.

The moral of the story? Custom-built Ai solutions are no longer just for giant Fortune 500 companies. Small businesses are benefitting as well, and if yours isnt’, you’re wasting valuable time and financial resources. Reach out to Miami Business Consulting for help with transforming your business with Ai solutions that work for you.

By the Numbers:
200 Hours: Our agentic system saves TFG up to 200 manhours per month, a number that is steadily increasing thanks to continued growth from TFG.

6 Weeks: The amount of time this project took from concept to final rollout.