CaseFlows
Change how you work as fast as your world changes
Your organisation never stands still. Customers, partners, technology and circumstances keep changing. So why should your back office be set in stone?
CaseFlows organises the work around cases, not applications. Your people, your partners and AI each take part through a case role with a clear responsibility, and every organisation keeps control of its own systems and way of working.
How the work runs is written down in open specifications that CaseFlows runs directly, on top of the back office you already have. And the people who do the work help improve it.
You decide what you want to achieve, who you work with and how the work is organised. Not your software.
You set the course. CaseFlows connects the work.
What changes around you
The world your work depends on keeps moving.
Customer wishes
Customers expect something new, something faster, something different.
Your environment
Rules, markets and partners shift.
Technology and language models
Better and cheaper models keep arriving.
Suppliers
A vendor raises its prices, stops, or falls behind.
CaseFlows lets the way you work move with it, without waiting for your software vendor.
What an organisation wants
Together, that is the autonomy of your organisation.
Adaptable.
You can change how you work.
In charge.
You decide what changes, and who is responsible for what.
Independent.
Your way of working is in a specification that is yours and that you can read; you change it without depending on an implementation partner. Today only CaseFlows runs it; a second runtime is our direction.
What you can change
Adapt each part of the work on its own
- Request
- IntakeColleague
- AdvicePartner B
- Customer checkCustomer
- ReviewPerson + agentModel A
- Sign-offManager
- Result
Try a switch below and watch who holds each step.
People
Give work to another colleague or an outside party.
When someone is away, or a specialist is needed.
What changes: who holds the role. The caseflow stays the same.
Organisations
Add a partner, replace one, or leave one out.
When a partner stops, or a better one comes along.
What changes: which organisation holds the role. The caseflow stays the same.
AI
Have a task done by a person, an agent, or both.
When an agent can take routine work off people’s hands.
What changes: who does the work in the role. The role and its limits stay; when an agent assists, a person stays accountable.
Processes
Change caseflows, responsibilities and rules.
When customers ask for something different.
What changes: the caseflow itself, as a new version. Running cases finish in their own version.
Technology
Replace a service, a model or a vendor.
When a better language model or supplier comes along.
What changes: a service the role uses. The role and the caseflow stay the same.
Each one changes on its own, without rebuilding your back office.
The positions are examples. Try a switch.Knowing when to change
Everyone who works with it can help improve it.
Everyone who works in a case sees what isn’t right: an employee, a customer, a partner. They say it where it happens, in their own words. The CaseFlows coach turns it into a change proposal, the process owner decides, and an AI code assistant builds it in your own system.
Changing how you work becomes a conversation, not an IT project. The signals tell you when.
An example. Pick a wish:
An employee, in the caseOur customers have to provide the same information twice: once at intake, and again in the application.
CaseFlows coachWhich details are the same? And may the application simply take them over from the intake?
The employeeName, address and contract number. Yes, as long as the customer can still correct them.
Change proposal
- What changes
- The application takes over name, address and contract number from the intake. The customer can still correct them.
- Who decides
- The process owner.
- Built by
- An AI code assistant, in your own system.
- Tried in
- A test case, from the customer’s side.
Who it’s for
Three situations where CaseFlows fits
A business problem your back office can’t solve
Your CRM, ERP or planning system does what it was bought for. But a new service, working with partners, putting AI to work on a step of the process, or a process that keeps changing doesn’t fit, or only through a costly project. Build that in CaseFlows, as a layer on top of what you have: the caseflow organises the new work, AI does the steps you hand it with your own systems’ data, and your existing systems keep supplying the data and services.
Don’t replace your back office. Build on top of it.
Organisations that want their people to improve how they work
The people who see where a process doesn’t fit are often far from the people who can change the software. In CaseFlows, business experts describe their work with an AI coach, try a first version in test cases and give feedback straight away.
The people who know the work get a say in the software they do it with.
Ecosystems of independent organisations
Cases rarely stop at the edge of one organisation. Your accountant, for example, can hold a case role in your process. Switch accountants, and only who holds the role changes, not your process or theirs.
Work on the same case together without having to become one organisation or merge your systems.
Independent and in control
Hosted in Europe. Your AI is your choice.
CaseFlows is hosted in Europe. And you don’t become dependent on us either: how your organisation works is written down in open specifications you can read and take with you. You use your own AI key, and you choose where the intelligence comes from: a European provider, or a model on your own infrastructure. You decide where your data goes and where the computing happens.
- Hosted in Europe
- Open specifications you can read and take with you
- Your own AI key
- A European provider or your own servers
Shared, not central
No central command post
Changing how you work isn’t for management alone. Employees, customers and partners have their own room to change things, within the responsibilities and boundaries you agree on together. Responsibility sits as close to the work as it responsibly can.
Everyone involved takes responsibility, within agreed boundaries.
Design principles
What makes it possible
Cases connect people, organisations and AI.
Each takes part from a case role with a clear responsibility. What you can see and do depends on where the case stands right now.
Open specifications make your way of working yours.
How you work is written down in specs you can read and take with you, not locked inside a product. And the specification isn’t translated, it is run: you change the process by changing its specification, not by rebuilding the application.
Open specifications, portable processes → · From intent to a running system →
Continuous feedback keeps your organisation evolving.
What people run into in real cases flows back into the next version.
Working across organisations
Work together. Stay independent.
The case lives with its owner; each organisation sees and does only what its role allows, and how it does its part is its own business.
Organisations delegate responsibilities. Software usually connects systems.
An example: a building permit application. Zoom in, level by level.
The shared case
One case connects everyone who works on it. It lives with its owner, the municipality.
- PhaseSubmitted
- PhaseCompleteness check
- NowStructural review
- New in version 2Site visit
- PhaseDecision
- Application formapplicant, municipality
- Drawingsall three roles
- Structural calculationsapplicant, structural review
- Review advicestructural review, municipality
- Decisionmunicipality
Roles in this case
The case connects them. No central application runs these organisations: each one works on its own part of the same case, through its role.
A case role: structural review
A role is a responsibility in this case, not a login. What it can see and do depends on the phase the case is in.
In this phase: structural review
- SeesThe drawings and structural calculations
- DoesWrites the review advice, asks the applicant a question in the case
- NotThe municipality's internal notes, or any other case
Next phase: decision
- SeesIts own advice in the case
- DoesAnswers questions about the advice
- NotChange the advice: that phase is over
The role stays; who fills it can change. The municipality sets the limits of what this role may see and do.
The organisation that holds the role
The role is the boundary between the two organisations. What it may do, they recorded together.
The agreement, recorded on both sides
The municipalityAn engineering firmeach keeps its own copy
- ResultA structural review advice, delivered in the case
- TermThe time both sides agreed, running in this phase
- QualityThe criteria the advice has to meet
- LimitsWhat the role may see and do, within what the municipality allows
- EndingNotice, and what happens to cases still running
Changed only together. A new version of the agreement is a proposal, not an order. The municipality holds the firm to account; the firm holds its own people to account.
Back in-house. The municipality's own engineers hold the role. No agreement between organisations is needed; the role, its limits and the case stay as they were.
Try "Another firm" or "In-house" below: the case and the role stay as they are.
Behind the role: how the firm does its part
How the role is carried out is the firm's own business: its people, its tools, its way of working.
uses model A
What happens inside the firm, the municipality doesn't see. What the role may do, they agree together.
Three different changes
Role holder, service and caseflow are three things. Try each one and see what moves.
What changes: choose one of the three above.
Once a role and its agreement are in place, you can hand it to another firm or bring it back in-house: the case and the role stay the same. Outsourcing becomes a decision, not a redesign.
Beyond one organisation
Public infrastructure for working together.
We’re building more than a product. Email lets anyone communicate with anyone, regardless of their provider. CaseFlows does the same for working together: any organisation can hand work and responsibility to any other over the internet, as case roles, without merging their systems.
Three things make that work, and they are not the same. Open specifications are the shared language in which a way of working is written down. A commons is where organisations that want to govern their shared way of working set those specs and rules together. The network is the organisations, platforms and service providers that work with them.
A commons is a shared environment where participants set their own rules, develop their own caseflows and decide how responsibilities are divided. Each organisation follows those specs on its own system, and any provider that follows them can join.
As the network grows, it should give more than connections. Organisations should be able to build on what others have built and learn from each other’s experience, while keeping their independence.
Independent where you want to be. Together where it makes sense.
Where we stand
Private beta, with room for a few.
CaseFlows is in private beta, and our first customer is live: they work in CaseFlows every day, in production. We work with a small group of first customers and have limited room for new ones.
Who we’re looking for
Pilot customers with one process that hurts.
For our pilots we’re looking for organisations with one process their systems make hard to change: the overview that lives in a spreadsheet, the approval that always stalls, the information that sits in four systems and is right in none.
You start with that one process, on top of the systems you already have. Your back office keeps doing what it is good at; the new way of working is built on top, and you decide when it goes live. Does the process cross into a partner, such as a supplier, a laboratory or your accountant? Then they can take part through a case role, and that costs them nothing.
A good pilot has
- One process people work around every week
- Someone on your side who owns the way of working
- Access to the systems that process touches