The challenge
The company helps veterans prepare and file VA disability claims. Building each claim packet meant packet writers manually copying names, service dates, rating breakdowns, and diagnoses out of veteran documents and the CRM, then retyping them across dozens of federal PDF forms. At the same time, the fast-growing company had outgrown its bootstrapped IT and was planning an office move, with no internal IT depth to lean on.
The pain points
Packet writers hand-keying the same veteran data, names, service dates, rating breakdowns, and diagnoses, from multiple documents into dozens of VA PDF forms
Business impact: Hours of tedious, error-prone copy-and-paste per claim, and mismatches between forms that get a packet kicked back by the VA.
Veteran documents arriving in many formats, DD214s, rating decision and breakdown letters, DBQs, and intake questionnaires, with no structured way to pull the fields that matter
Business impact: Every document reviewed by hand, with no clean data to drive the rest of the process.
Bootstrapped IT across two affiliated organizations, unmanaged Windows machines, inconsistent security, a pending office move, and no internal IT depth
Business impact: Security and uptime risk, and a leadership team fielding IT fires instead of running the business.
How we solved it
- Built a custom document-extraction tool that uses AI with per-document rules to pull structured data from any veteran document and export it for review
- Built a PDF auto-population tool that reconciles that data with the CRM and maps it across the VA forms, auto-filling roughly 70% of each packet
- Stood up managed IT across both affiliated organizations' tenants: Intune enrollment, Defender endpoint security, standardized patching, and zero-touch new-hire onboarding
- Designed the new-office network on Cisco Meraki with dual-uplink failover, and built an ROI analytics platform on Power BI and Microsoft Fabric, while mentoring the internal IT hire
The impact
Packet writers freed from the tedious 70% so they can focus on the narrative work only a human can do
A single, structured data flow from veteran documents through to filed VA forms, with fewer mismatches that get claims rejected
A managed, secured, and standardized IT foundation across both organizations, with an internal hire growing into it
Service line
Custom AI & Workflow Automation