Case files that fill themselves for an estate-administration firm
A UK firm that administers estates and recovers unclaimed shares and dividends runs its cases on monday.com. Make reads its share certificates, emails and notes into the case records with AI, sets up each case's board and files its documents, and raises Stripe invoices from the board.
- runs, no errors
- 2,060+
- scenarios across three flows
- 12
- certificate-reading runs, no errors
- 251
The organisation
The firm works on estates: tracing the shares and unpaid dividends a person left behind, working with solicitors, and recovering the assets for the estate. Each case is an item on an intake board and a work board of its own on monday.com, with its documents in OneDrive and its fees billed through Stripe.
The evidence arrives as paper and email: scanned share certificates, registrar statements, solicitors' updates, notes from calls. The work that suffered was turning that into the case record, and keeping each case's documents in one place.
The account holds 39 scenarios. Three flows are written up here; small helpers, notifiers, agent experiments and earlier versions are not.
What we built
- 01
AI reading into case records
Reads share certificates, inbox emails and pasted notes into the right columns of the right case.
7 scenarios · read the flow - 02
Case set-up and document filing
Builds each new case's work board and files its documents and emails in its folder.
4 scenarios · read the flow - 03
Stripe invoices from a board
Raises a Stripe invoice for the right customer when a fee on the board is set to bill.
1 scenario · read the flow
The outcome
Three flows and 12 scenarios. In the run histories read, from mid-September to late October 2026, they ran at least 2,060 times without an error.
The busiest were the two scheduled mailbox checks, the accounts inbox and the email-to-PDF step, so most of their runs found nothing new. The heaviest work was the AI certificate reader: 251 runs and 1,890 credits.
In mid-October 2026 the firm's team switched several of these scenarios off, including the certificate reader, the reference lookup, the board builder and the email-to-PDF step.
Where it stops
Several of the busiest scenarios are switched off, so the figures describe the weeks before mid-October rather than the current state. Folder creation for new cases, a contact-field checker, cross-board status syncs, a mailing-list sync, a step that sends documents to an outside scanning service, lead-form notifiers and a set of AI-agent tools are not described, either because they are small helpers or because they are unfinished or unproven.
Built with
- Make.com
- monday.com
- OpenAI
- Make AI Toolkit
- OneDrive
- Stripe
- Gmail
- Google Sheets
- GraphQL API
Page copy drafted with AI assistance. Skofi is accountable for it. Editorial policy
Run a business like this one?
The flows above are reusable. A short call is the fastest way to find out which of them fits yours.
What happens on the call
- 15 minutes, no deck
- We map the process on the call
- A written scope, or an honest no