Own your intake.
Let our agents find your next opportunity.
IntakeOS deploys a team of AI agents - led by VARA - to identify and validate Agentic AI opportunities across your organization, then exports everything directly to the tools you already use: Microsoft, OpenAI, Anthropic, UiPath, and more.
Hi - I'm VARA. I've completed my analysis of your Invoice Processing workflow. I'm validating this as a strong Agentic AI opportunity: volume of ~400/week, 12-minute handle time, and a projected $241K annual ROI. Once you approve, I'll generate the PDD and SDD, then automatically push them to your team for validation before routing to UiPath and Azure DevOps.
One hub. Every opportunity.
IntakeOS is the operating system for automation and AI discovery - a single hub that manages the entire lifecycle from first conversation to approved business case, so your teams stay focused on delivering, not chasing paperwork.
Most organizations already have the opportunities - they just can't see them clearly enough to act. IntakeOS changes that by capturing the right information, scoring it objectively, and surfacing insights that humans consistently miss when relying on meetings, intuition, and gut feel alone.
Identify
VARA conducts structured AI-powered interviews across your teams, surfacing automation and AI candidates that would otherwise stay buried in spreadsheets and email chains.
Analyze
A deterministic scoring engine evaluates every opportunity across 8 dimensions - volume, complexity, exception rate, ROI - with full auditability and zero black-box guessing.
Prove
IntakeOS generates executive-ready reports with calculated ROI, risk scores, process maps, and ranked alternatives - everything leadership needs to greenlight a project.
Deliver
Findings flow directly into the tools your team already uses - UiPath, Azure DevOps, Jira, Confluence - so your architects and developers can start building, not waiting.
From first intake to approved business case - managed end-to-end inside one platform.
Discovery is a team sport. IntakeOS meets your people where they already work - in conversation.
Trusted by Global Leaders
What COE & C-Suite leaders say about IntakeOS
From global banking and pharma to manufacturing, healthcare, insurance, telecommunications, and the public sector - automation and business leaders are using IntakeOS to clear backlogs they once thought permanent.
See VARA in action
Watch VARA conduct a real intake - asking the right questions, scoring the opportunity live, and producing a validated ROI in minutes.
3 live scenarios - rotates automatically
Technology-agnostic - works with your entire stack
AWS BedrockWhy IntakeOS
Work smarter - not harder
Let a team of AI agents do the heavy lifting: discovering opportunities, validating complexity, and delivering insights your organization can act on - without the weeks of manual effort.
VARA's agents work across every department simultaneously - capturing process knowledge, spotting patterns, and surfacing automation opportunities that no single team would find alone.
Traditional discovery cycles take weeks of workshops, interviews, and manual analysis. IntakeOS compresses that into a single guided conversation - from first question to validated opportunity in the same day.
VARA cross-references volume, handle time, exception rates, and your existing tech stack to surface ROI-weighted opportunities and systemic patterns that manual reviews routinely overlook.
Our core principle
"Own your intake. Let our team of agents identify and validate your Agentic AI opportunities - then export the processes to your internal tools."
Your process knowledge never leaves your control. IntakeOS captures it, structures it, scores it, and delivers it - in whatever format, to whatever platform your organization runs on.
Plus Jira, Confluence, Salesforce, Azure DevOps, AWS Bedrock, Appian, Blue Prism, and any REST API
Your hyper-intelligent,
technology-agnostic
business analyst.
VARA is the lead agent in IntakeOS - a senior-level AI business analyst that works directly with your teams. It asks the right questions, identifies hidden complexity, reconciles conflicting answers, and validates whether a process is a genuine Agentic AI opportunity - before a single dollar is committed.
VARA is fully technology-agnostic. It evaluates your processes across RPA, IDP, Workflow/BPM, Agentic AI, Low-Code, and Integration patterns - and recommends solutions based on your needs and your existing tech stack, never vendor bias.
End the "Black Box" era.
LLMs are probabilistic. Business decisions cannot be. IntakeOS pairs generative conversational AI with a deterministic scoring engine - providing 100% auditability for every opportunity.
1. Raw Intake Data
VARA extracts structured JSON from the natural language conversation.
2. Rule Evaluation
The deterministic engine evaluates 8 dimensions. No LLM guessing.
3. ROI Calculation
Standardized formulas compute hard ROI based on your loaded fully-burdened rates.
4. Pattern Matching
Scoring vectors map to your approved catalog of automation patterns.
Why Deterministic Scoring Matters
You can't take an LLM's "feeling" to a CFO. When an opportunity is recommended for funding, you need to know exactly why.
- Explainability: See the exact rules that fired for every opportunity.
- Consistency: A process evaluated today scores identically to one evaluated next year.
- Customization: Adjust the weights and thresholds to match your org's risk appetite.
- Compliance: Generate audit logs proving how and why a decision was reached.
Stop estimating ROI. Start proving it.
VARA validates every opportunity with real numbers - calculated live during intake, not estimated in a spreadsheet afterwards.
Live Calculation During Intake
As VARA interviews your team, every answer updates the ROI model in real time. Volume, error rate, exception paths - all factored in before the conversation ends.
Fully Customizable Parameters
Configure your own labor cost assumptions, FTE blended rates, overhead multipliers, and implementation cost templates. Your ROI model, your numbers.
Auditable & Defensible
Every ROI figure includes a full calculation breakdown - inputs, assumptions, and formula. Present it to your CFO or client with complete confidence.
What VARA factors into every ROI model
Features don't fund programs.
Outcomes do.
IntakeOS starts every conversation with the result you need - dollars saved, hours returned, pipeline value proven - and works backwards to the automation that delivers it. The outcome is the unit of work, not the screen, the story, or the bot.
Every validated opportunity ships with a defensible ROI model - inputs, assumptions, and formulas documented - built by the ROI Engine during the intake itself.
Volume × handle time × exception overhead, converted into hours your team gets back each year - the number your operators actually feel.
A ranked backlog of validated, ROI-weighted opportunities - so leadership sees the total value at stake, not a one-off business case.
From first intake conversation to an agent-ready export in under a day - collapsing the discovery-to-delivery gap where most value quietly dies.
Outcome-first is a discipline, not a slogan
Every intake VARA runs is anchored to a target outcome before any pattern is discussed. The deterministic scoring engine then proves - or disproves - that the outcome is achievable, with the exact rules and numbers that led there. If the value isn't real, IntakeOS says so before you spend a dollar.
From conversation to execution
VARA runs the discovery. IntakeOS scores, documents, routes to your team, and exports - end to end, with no manual handoffs.
VARA Conducts Intake
VARA interviews your process owners through a natural AI conversation - probing volumes, exceptions, systems, and pain points. No forms. No workshops.
Identify & Validate
The deterministic scoring engine evaluates each process across 8 dimensions and confirms whether it's a genuine Agentic AI opportunity - with full auditability.
Generate & Route to Teams
PDD, SDD L1/L2/L3, and ROI reports are generated and automatically routed to your BA, architect, and project team for validation - via Teams, email, or Slack.
Export to Your Tools
Once validated, agents push everything to Microsoft, UiPath, OpenAI, Jira, Confluence, and more. Your backlog, your format, your workflow - automatically.
Beyond bots: finding the work
agents can own end-to-end.
RPA automates steps. Agentic AI owns outcomes - reasoning across multi-step processes, handling exceptions, and escalating only when judgment is truly needed. VARA and the agent team are built to spot exactly these candidates, which traditional discovery consistently misses.
How the agent team uncovers them
During every intake, VARA probes for the signals that separate a script-able task from a genuinely agentic opportunity - then the deterministic engine confirms the pattern with full auditability. No hype, no black box: an opportunity is only classified as agentic when the signals are there.
Processes that span systems, require context to be carried between steps, and involve decisions - not just data movement - are flagged as agentic candidates.
High-judgment exception handling used to disqualify automation. For agents it's the opportunity: VARA maps which exceptions an agent can reason through and which escalate to humans.
The 8-rule scoring engine validates the agentic classification - the same auditable rigor applied to RPA and IDP, so an 'agentic outcome' is a scored finding, not a buzzword.
Every agentic candidate ships with escalation routes, audit logging requirements, and human-in-the-loop checkpoints defined before a single agent is deployed.
VARA interviews the process owner; agentic signals surface naturally.
Scoring engine confirms: multi-step, decision-bearing, exception-tolerant.
Documents generated in an agent-consumable structure - goals, tools, escalation rules.
Claude Projects, GPT Assistants, Copilot Studio, UiPath Autopilot, Gemini, or the native runner.
The agent owns the process; ROI is tracked against the model built at intake.
What an agentic outcome looks like
An expense-audit agent that reads receipts, applies policy, resolves 85% of exceptions on its own, and hands the rest to a human with full context - $98K/year, autonomously delivered.
Agent-ready deliverables, not slideware
Every agentic finding exports as a structured PDD and SDD that Claude Projects, GPT Assistants, or Copilot Studio can consume directly - discovery output becomes agent configuration.
Why outcome-first discovery matters
Starting from the outcome keeps agents pointed at measurable value. The ROI model built at intake becomes the yardstick the live agent is measured against - closing the loop from discovery to result.
Every document your
project needs - generated.
After every validated intake, VARA and IntakeOS automatically generate the complete documentation stack - from high-level business requirements to ground-level implementation guides. Every document is grounded in what was actually said during intake, then sent to your teams for validation before hitting your tech stack.
Captures the complete as-is and to-be process flows, stakeholders, exception paths, KPIs, and automation opportunity narrative. Routed to your BA lead for validation automatically.
High-level architecture describing system components, integration points, and the automation pattern selected. Sent to executive sponsors and solution architects for review.
Detailed technical design including API contracts, data mappings, transformation logic, and exception handling flows. Routed to your architecture team via Confluence.
Ground-level implementation guide: bot/agent logic, environment setup, and deployment runbook. Pushed directly to your dev team's Jira epic and sprint backlog.
A board-ready summary with ROI projections, scored automation candidates, and process maps. Exported as a polished PDF and pushed to your exec SharePoint or email.
Validated by your team.
Delivered to your stack.
Generating documents is only half the job. IntakeOS agents automatically route each document to the right people for validation, track approvals, and only push to your tools once sign-off is complete - all without anyone chasing anyone.
Instant Stakeholder Notification
The moment a document is generated, agents notify the right people - your BA lead gets the PDD, your architect gets the SDD L1/L2, your dev team gets the L3 - via Microsoft Teams, Slack, or email.
Structured Validation Workflows
Agents create approval tasks in your existing workflow tools - Jira, ServiceNow, or Power Automate - with deadlines, reminders, and escalation paths. No email chains. No spreadsheet trackers.
Team-Specific Briefings
Each team receives a version of the document tailored to their role. Execs see the ROI summary. Architects see the system design. Developers see the implementation runbook - each in their native tool.
Approved → Exported Automatically
Once a document is signed off, agents automatically push it to its destination: UiPath Orchestrator, Azure DevOps, Confluence, SharePoint, SAP, or any connected platform - no manual handoff needed.
Multi-Platform Synchronization
A single approved PDD can simultaneously populate a Jira epic, a Confluence page, a SharePoint folder, and a UiPath queue. Agents keep all destinations in sync when changes are made.
Zero Manual Handoffs
From document generation to stakeholder validation to tool delivery - agents handle every step. Your team focuses on decisions, not on routing files or chasing approvals.
Build your backlog agentic-magically.
VARA doesn't just say "automate everything." It gives your teams and agents a validated, prioritized backlog - with ROI, steps, and a professional recommendation on whether to automate, fix the underlying system, or scale headcount instead.
Strong automation candidate
High volume, repetitive structure, clear rules, and positive ROI within 12 months. VARA recommends an automation pattern, selects the best-fit tools from your tech stack, and adds it to your agent backlog with full PDD and SDD ready to go.
System-level root cause
The process pain isn't a workflow problem - it's caused by a broken system, missing integration, or data quality issue. Automating it would just move the problem downstream. VARA flags the root cause, recommends a systems fix, and adds it to your remediation backlog.
Better handled by people
Some processes require judgment, relationship management, or creative problem-solving that automation can't match - and shouldn't try to. VARA is honest: when the ROI doesn't stack up or human touch is genuinely the right answer, it says so and recommends scaling your team instead.
| # | Process | Recommendation | Pattern / Action | Annual ROI | Payback | Status |
|---|---|---|---|---|---|---|
| 1 | Invoice Processing | Automate | RPA + IDP | $241K | 3.4mo | Ready |
| 2 | Purchase Order Matching | Automate | Workflow / BPM | $187K | 5.1mo | In Review |
| 3 | Vendor Master Data | Fix System | MDM Remediation | – | – | Flagged |
| 4 | Expense Report Audit | Automate | Agentic AI | $98K | 7.8mo | Ready |
| 5 | Client Escalation Handling | Headcount | 1 FTE | N/A | N/A | Closed |
Every backlog item includes a full PDD, SDD L1–L3, ROI breakdown, and implementation recommendation. Agents push approved items to your tools automatically.
See full demo backlogPrecision capabilities
Everything you need to transform vague complaints into a validated, documented, and exported pipeline of Agentic AI work.
Agentic AI Discovery
VARA adapts its questions based on your answers - probing deeper into exceptions, edge cases, and hidden complexity. No static forms. No missed requirements.
Opportunity Identification & Validation
Surface and validate Agentic AI opportunities across your entire org using 8-dimension deterministic scoring. Know exactly what to build and why, before committing budget.
Systems Assessment
Map every system involved in each process. Identify shadow IT, legacy risks, and integration points ready for modernization.
Tools Rationalization
See overlapping capabilities across your tech stack. Uncover redundant software spend and align your toolset before the next renewal cycle.
Live ROI Calculation
Every intake produces a fully auditable ROI calculation - factoring in volume, handle time, error rate, and implementation cost in real time.
Full Customizability
Configure scoring weights, ROI parameters, document templates, question flows, and automation patterns to match your organization's standards exactly.
Export to Any Platform
Push your validated backlog, documents, and process maps to Microsoft, UiPath, OpenAI, Anthropic, Jira, Confluence, ServiceNow, or any REST API - automatically.
Multi-Agent Orchestration
VARA coordinates with specialized sub-agents for document generation, team routing, ROI modeling, process mapping, and system integration - all running in parallel.
Built for the people who build.
Whether you lead an internal COE or manage an automation consulting practice, IntakeOS scales your discovery bandwidth without scaling your headcount.
For Internal Teams
- Deploy VARA to any department - Finance, HR, Ops, Supply Chain - without specialist BA headcount.
- Identify and validate Agentic AI opportunities across the org before a single dollar of budget is committed.
- Defend your automation investment with CFO-ready ROI calculations backed by real intake data.
- Generated documents are automatically routed to your teams for validation and pushed to your tech stack on approval.
- Export the validated backlog directly to Power Automate, UiPath Orchestrator, or Azure DevOps - automatically.
For Consultants
- Run 10x more discovery engagements with the same team - VARA does the interview and validation work.
- Present a complete PDD, SDD L1/L2/L3, and ROI report to the client by day three - not week three.
- Agents automatically route documents to client stakeholders for review, chase approvals, and confirm sign-off.
- Once approved, push directly into the client's Microsoft, UiPath, or ServiceNow environment - no translation layer.
- White-label VARA and IntakeOS under your brand for a consistent, premium client delivery experience.
Full control. Total trust.
IntakeOS is built for organizations that can't send sensitive process data to public AI APIs. Bring your own LLMs, build your own RAG knowledge base, and run VARA entirely inside your trust boundary.
Bring Your Own LLM
Connect VARA to your organization's private language models - Azure OpenAI, AWS Bedrock, Google Vertex AI, on-prem models, or any OpenAI-compatible API. No data leaves your environment.
Build Your Own RAG
Embed your organization's SOPs, policies, org charts, and domain knowledge into a custom RAG knowledge base. VARA answers with your context, not generic training data.
Deploy Your Own MCP Server
Run a private Model Context Protocol server to give VARA secure, authenticated access to your internal systems - without exposing APIs or credentials to third parties.
Multi-Agent Orchestration
VARA collaborates with your existing AI agents - triggering Teams notifications, Confluence drafts, SharePoint uploads, or custom workflow automations via MCP or webhook.
Full Customizability
Every part of IntakeOS is configurable: scoring weights, question flows, document templates, automation patterns, ROI parameters, and VARA's persona and knowledge base.
Audit-Grade Transparency
Every recommendation, score, and document is fully traceable - which intake drove it, which rule fired, which data point changed the ROI. No black boxes, ever.
- Azure OpenAI
- AWS Bedrock
- Google Vertex AI
- Anthropic Enterprise
- On-Premise Models
- Custom RAG from your SOPs
- Internal policy documents
- Org charts & context
- Historical intake data
- Domain-specific terminology
- Private MCP server
- Custom agent webhooks
- Internal system integrations
- VPC or air-gapped deploy
- SSO & role-based access
IntakeOS Research · 2024
Free report - no paywall
You're paying a tax
you've never seen on an invoice.
Manual process discovery is quietly costing enterprises seven figures a year - and every week of delay compounds the loss. Our research report, The Hidden Tax on Enterprise Operations, shows exactly where the money goes.
- The line item your CFO has never seen - and how big it really is
- Why 67% of process knowledge evaporates before it's ever documented
- The math on replacing $185/hr consultants with sub-$2/hr AI intake
"Organizations don't have an automation problem. They have a discovery problem. The bottleneck is never building the bot - it's reliably finding, qualifying, and sequencing the right opportunities at scale."
- IntakeOS Research, 2024
Key findingA 2,500-person enterprise spends $810K–$1.07M per year on manual process discovery labor - before a single automation is built.
Annual cost of manual process discovery per mid-enterprise
Process knowledge lost between interview and documentation
Average time from automation idea to live deployment
Cost of external consultant vs. sub-$2/hr AI-facilitated intake
Sources: McKinsey Global Institute, Gartner IT Talent Benchmark, Deloitte Automation Survey 2023, Everest Group, APQC, BLS Occupational Employment Data, SHRM 2023 benefits benchmarks.
Your best process consultants
already work for you.
Companies spend $250K–$600K on process mining tools and wait 8–18 months for answers. Meanwhile, the people who run those processes every day are sitting right there. Our new research puts a number on what that knowledge is worth - and it's bigger than you think.
Annual cost of requirements failures due to poor human-to-system translation
Lower discovery cost with structured human interviews vs. process mining tools
More likely to sustain improvements when frontline workers co-discover the process
From first call to first result.
In 30 minutes.
No lengthy procurement. No IT involvement. No training program. You book the call, we configure your workspace live, and you have a qualified, report-ready intake before the meeting ends.
Book your discovery call
Pick a 30-minute slot that works for you. No pre-reading, no homework - just show up.
Your workspace is configured live
We set up your organization, departments, user accounts, and technology catalog while you're on the call. No IT ticket required.
First intake invite goes out
A business user gets a link - no install, no login training, no onboarding video. VARA starts the interview immediately.
First qualified report is ready
ROI calculated. Automation pattern recommended. Executive-ready report with process maps, scoring dimensions, and ranked alternatives - done.
Export to your tools
Push the findings to UiPath, Azure DevOps, Jira, Confluence, Claude Projects, GPT Assistants - automatically. Your team starts building, not waiting.
Let's find out if we're a good fit.
Every organization is different. Talk to our team, share your challenges, and we'll be straight with you about whether IntakeOS is the right tool for your situation.
Grow your practice.
Powered by VARA.
We work with consulting firms, system integrators, and automation agencies to expand their delivery capabilities - so they can take on more clients, move faster, and win bigger engagements.
The partner advantage
Scoping in hours, not weeks.
Traditional discovery and scoping engagements take 3–6 weeks of workshops, interviews, and document writing. With VARA doing the intake and IntakeOS generating the documents automatically, your team delivers the same output in days - or even hours for straightforward processes.
Revenue Share Program
Earn recurring revenue on every IntakeOS seat you bring to your clients. Our partner program includes tiered commissions, deal registration, and co-selling support.
White-Label Ready
Deploy IntakeOS and VARA under your own brand. Your clients see your name, your logo, and your methodology - powered by our platform beneath the surface.
Expand Your AI Capabilities
Add agentic intake, automated document generation, and validated ROI modeling to your service offering - without hiring new specialists or building custom tooling.
Win More Engagements
Walk into a discovery pitch with a live VARA demo. Show clients a validated, scored, and documented backlog within 24 hours of your first session. Close faster.
Joint Go-to-Market
Co-branded case studies, joint webinars, and marketplace listings. We actively promote our partners to our growing customer base and enterprise network.
Custom Intake Methods
Work with our team to build custom intake flows, domain-specific question sets, and specialized scoring models tailored to your industry vertical or methodology.
Own your intake.
Let our agents do the rest.
Deploy VARA today. Interview your first process in minutes. Have a validated, documented, and exported Agentic AI backlog - delivered to your teams and tools - by end of week.
Agents route documents to your teams for validation, then push everything to Microsoft, OpenAI, Anthropic, UiPath, Jira, Confluence, and more - automatically.
No credit card required. Full demo with real data in under 5 minutes.
Know someone who'd love IntakeOS?
Refer a colleague and earn up to $10,000 in credits when they become a customer.
Frequently Asked Questions
Quick answers about how IntakeOS discovers and qualifies agentic AI use cases.
What is IntakeOS?
IntakeOS is an AI-powered discovery platform that finds, qualifies, and prioritizes agentic AI and automation use cases across the enterprise. Its AI consultant, VARA, interviews business teams; a deterministic scoring engine qualifies each opportunity; and executive-ready reports with ROI calculations are generated automatically.
How does IntakeOS find agentic AI use cases?
VARA runs structured, chat-based discovery interviews with the people who own each process — on the web, in Slack, Teams, or email. Each interview captures volume, handle time, exception rates, and systems touched, then an 8-rule deterministic engine scores the candidate and recommends the best-fit automation pattern.
Is the scoring done by AI?
No — and that's deliberate. A deterministic rule engine selects the automation pattern and produces the score, so identical inputs always produce identical rankings and every fired rule is logged for audit. AI is used only to explain and enrich the results; it can never override the rules.
How long does a discovery interview take?
About 45 minutes per process, completed by the business user on their own schedule. That replaces the 8–14 days of workshops, spreadsheets, and follow-up emails typical of manual process discovery.
What do we get at the end of an intake?
A qualified assessment: recommended automation pattern, current- and future-state process maps, ROI and payback calculations, ranked alternatives, and exportable PDD/SDD documents — ready for handoff to delivery teams or AI agent platforms like UiPath, Copilot Studio, and Claude Projects.