Calls, texts and email, answered 24/7
Every inbound call, text and email answered at any hour, sorted by what it needs, the routine handled, and the urgent escalated to the right person at once. Nothing waits in a voicemail box until Monday.
Industrial workflow automation
Your operation runs on workflows. We automate them.
Portfolio Systems designs, builds and runs automation for operations teams: the calls, emails, documents, dispatches and handoffs between systems that take up your people’s week. It works around the clock, and a person approves anything that spends money or makes a promise.
What we automate
The repetitive work between your people and your systems.
Most operations already run an ERP, an accounting package or a field-service tool. The work that costs the most hours sits around them: answering the same call, re-typing the same document, chasing the same confirmation. That is the work we automate.
Documents in, clean data out
Invoices, purchase orders, work orders, delivery notes and forms read as they arrive, checked against your system of record and entered for you. A mismatch goes to a person; it is never posted.
Scheduling, dispatch and follow-up
Jobs routed to the right crew, vendor or shift, confirmations collected, late work chased, and every request closed with a reply to the person who raised it.
Systems that finally talk to each other
Your ERP, accounting, CRM, field-service tools and spreadsheets connected, so a change in one reaches the others without anyone re-typing it. Every integration is tested against a sandbox before it touches production.
How an engagement runs
From one costly workflow to a system that runs it.
Map
We sit with the people who do the work, measure how often it happens and what it costs, and agree what done looks like.
Build
We build against your real systems in a sandbox, with your exceptions and edge cases, and show it running before anything goes live.
Run
We operate and monitor it around the clock. Anything that commits money, signs off work or messages a customer can be set to wait for a person’s approval.
Improve
We review what the automation handled, what it passed to a person and why, and widen what it covers as the exceptions shrink.
Who we work with
Built for operations, not just offices.
We work with teams whose days run on orders, jobs, shifts and service calls. The workflows differ by industry; the hours lost to them look the same.
Manufacturing
Purchase orders and supplier confirmations, production and quality paperwork, maintenance requests from the floor, and the order-status questions customers call about.
Logistics and distribution
Delivery notes and proof of delivery, carrier and customer updates, exceptions when a load runs late, and invoices matched to what actually shipped.
Field service and trades
Service calls answered and booked at any hour, technicians assigned by skill and area, job notes and parts captured, and the customer told when the work is done.
Construction
Subcontractor paperwork and compliance documents, RFIs and change orders tracked, site reports collected, and invoices checked against the contract.
B2B sales and order desks
Quote requests and orders taken from email and phone, order status answered without anyone looking it up, and customer records kept in step across systems.
Property management
Our own product, TenantOps, runs maintenance lines for property managers: every tenant call and text answered, triaged and routed to a vendor, and every job closed.
Built for operations that cannot stop
Automation you can hand real work to.
People approve what matters
Every action is classified by what it can commit. Reading and sorting run on their own; spending money, signing off work and promising a customer anything wait for a recorded human approval.
Every step on the record
What the automation saw, decided and did is kept as an append-only record, so “who approved this, and when?” has an answer months later.
It keeps answering when a provider fails
AI models and providers fail over automatically, and the system is monitored around the clock, so a call at 3 a.m. does not depend on one vendor being healthy.
Your data stays yours
Each customer’s data is isolated by the database itself, not by application code, and that isolation is tested on every release.
In production
TenantOps: our automation for property management.
TenantOps is this approach running every day. It answers property managers’ maintenance lines around the clock, recognises life-safety emergencies on the first message and escalates them, triages routine issues before anyone is dispatched, schedules entry inside the legal window, and closes every job with a confirmation tenants actually see. It is built on Buildium, and every change is verified against a sandbox before it touches production.
Which workflow costs your team the most hours?
Tell us about it. In a 30-minute review we map it with you, say what can be automated and what should stay with a person, and what it would take to build.
Start the conversation