Operations
Jobs, schedules, crews and assets in one live picture. See what is committed, what is short and what is at risk before it becomes a problem.
For enterprise
One view of your business. AI that works on it.
xFlo joins the data scattered across your systems into a single model of your business, then puts AI to work on it: answering questions, producing reports and carrying out routine work, with your people in control.
The problem
Every team has its own version of the numbers.
Operations works from the job system. Finance works from the accounts. Sales works from the CRM. Each one is right about its own corner, and none of them agree.
So the real picture lives in spreadsheets someone stitches together by hand, usually a week late. Add AI on top of that and it inherits the same problem: it can read one system at a time, with no idea how they fit together.
The questionHow many jobs did we complete last month?
OperationsJob system112
FinanceAccounts108
SalesCRM117
PeopleTimesheetsNot sure
One question · four answers
Across the organisation
One model, working for every part of the business.
The same joined-up picture serves each team, so the answer to a question does not depend on who you ask.
Finance
Cost and margin for every job, worked out the same way every time. Your accounts connected, and every outgoing invoice checked by a person first.
Sales
A forecast that updates itself as work is quoted, won and delivered. Proposals and handovers drafted from the facts on the job.
Marketing
Content and campaigns produced in your voice, drawing on what the business actually knows and not on guesswork.
People and compliance
Hours, rest and overtime checked against your rules for every person, with breaches flagged while there is still time to act.
Leadership
Ask a question in plain English and get the calculated answer, with where it came from and how current it is.
A single view
Join your data across the organisation. Finally.
xFlo connects to the systems each team already uses and builds one model of the business on top: what a job is, who the customer is, which people and assets are on it, and what it costs. Your systems stay exactly where they are.
The knowledge that never made it into a system comes too. The notes, the agreed rates and the decisions only your team knows sit alongside the live data, so the picture is complete and not just tidy.
Job
Customer
Crew
Cost
Days
Linked the way your business works
Live reporting
Business intelligence you can simply ask.
No dashboards to build and no waiting for month end. Ask the question and xFlo works out the answer from the model: by job, by customer, by team, by week.
The figures are calculated by tested logic, not guessed by AI, so the same question gets the same answer every time. Every report refreshes its data before it runs and tells you how current it is. If a figure cannot be worked out, it says so.
Job margin · this weekData as of 09:12 today
Riverside fit-out£4,21031%
Harbour refit£1,87024%
Station worksRate missingNot available
Mill Lane£73728%
Calculated by xFlo · explained by AI
Automation
Routine work that runs itself, with your people in charge.
Once the business is modelled, agents can do the work that follows from it: the weekly report, the handover, the chase, the reconciliation. On a schedule, or the moment something changes.
New automations start with a person reviewing everything, and earn more independence as they prove reliable. Anything that goes outside the business, such as an email or an invoice, is always shown to someone first.
Earned independence
01
Supervised
Every piece of work reviewed
02
Checkpoints
Reviewed at set points
03
Independent
Asks when unsure
Less checking as trust grows
Why xFlo
An AI assistant helps one person. xFlo works across the organisation.
General AI assistants are built for individuals. xFlo is built for how an organisation actually runs: many teams, many projects, and work that has to be right.
Shaped exactly to your business
Your model, your rules, your way of doing each job. Nothing generic: xFlo is set up to work the way you do, down to how a number is calculated.
Built for every team
A space for each department and project, with roles for who can see and do what. People work together in the same place, and every cost is tracked to the team behind it.
Your choice of AI models
Over 400 models from every major provider. Use a fast, low-cost one for simple work and a stronger one where it counts, and switch as better ones arrive.
Engineers for the hard cases
When a job is unusual, our engineers work on it with you. The awkward, business-specific cases are where most AI projects stall, and where we are most useful.
Where xFlo goes deepest
Built for businesses that run on jobs, people and assets.
xFlo fits best where the work is physical, the margins are tight and the data lives in several places at once.
Events and crowd safety
Forecast the season, track what kit is committed, and keep crew hours inside the rules across overlapping events.
Traffic management and highways
Cost every job by crew, day and equipment, and see margin while the job is still running.
Construction and field services
Tie quotes, schedules, timesheets and costs to the job they belong to, across every site.
Facilities management
Planned and reactive work, contractors and compliance checks in one place, reported per contract.
Staffing and labour supply
Who is booked where, at what rate and for how long, with hours and rest checked automatically.
Plant and equipment hire
Utilisation by asset, what is out, what is due back and what has been promised twice.
In practice
What it looks like when it is running.
Two examples from live xFlo deployments.
Forecast, utilisation and labour reports from one job system.
A specialist supplier to events ran its forecast, asset utilisation and labour checks from exports and spreadsheets. xFlo connected the job system and modelled its jobs, assets and people.
- A sales forecast that updates itself as jobs are quoted, won and delivered.
- Utilisation that shows what is committed, what is short and where stock is over-promised.
- A labour report that checks every shift against working-time rules: long shifts, short rest, too many days in a row.
- Sales-to-operations handovers built from the job record and sent once approved.
ConnectedJob managementEmail
The job cost sheet that fills itself in.
A traffic-management contractor kept a job-by-job breakdown by hand: crew, equipment, overtime and cost for every day of every job. xFlo rebuilt it on live data.
- Crew cost per job and per day worked out from the rate card, not typed in.
- Overtime hours taken from timesheets and totalled automatically.
- Equipment counts built up from the bill of quantities for each job.
- Missing rates and mismatched names flagged, never quietly counted as zero.
ConnectedJob managementTimesheetsRate cards
Forward-deployed engineering
We build it with you. Then we stay.
A platform alone does not transform an operation. xFlo engineers work alongside your team to connect the systems, model the business and get the first results live, and they stay on to support and extend it.
01
Start with one area
We sit down with the people who know the work and pick the part of the operation where the numbers are hardest to get.
02
Connect and model
Our engineers connect your systems and build the model with you, including the rules and exceptions that only your team knows.
03
Prove it on your numbers
The first reports are checked against figures you already trust. Nothing is called done until the numbers agree.
04
Extend and support
With one area working, we widen it: more systems, more teams, more automation. We stay on as your engineering support.
Control
What your security, compliance and finance teams will ask.
Nothing leaves without approval
Emails, posts and invoices are shown to a person exactly as they will go out. Approve, edit or stop them.
The right access for each role
Owners, admins and members each see and do what their role allows. People connect their own accounts, so agents act with that person’s permissions.
Your data, kept separate
Your data is kept separate from every other xFlo customer’s, and each team works in its own space.
Costs you can see and cap
Every run is recorded against the team, project and skill that used it. Set spending limits and they hold.
A record of what happened
Approvals, changes and results are kept, so you can always look back at who approved what and when.
Your own AI provider accounts
Prefer to keep AI usage on your own contracts? On Enterprise you can run xFlo through your own provider accounts.
Next step
Start with one area of the business.
Bring the part of your operation where the numbers are hardest to get. We will show you what it looks like connected, modelled and working.