Files move forward, document by document.
Agents prepare the checks on guardianship files: missing documents, bank statements, annual accounts and receipts. The teams approve.
1,000+ filessome of which used to take close to two days.
In brief.
The checks handed over, and what the centre approves.
Team
Terra Gestion and the staff of the guardianship centres.
Work handed over
Checking documents, bank statements, annual accounts and receipts.
Sources
PDF files, bank statements, letters, court orders and annual accounts.
Outputs
An HTML report, Excel and Word files, and reminders drafted for approval.
The file,before.
A guardianship file holds the documents, but not yet a clear view of the checks to run.
Bank statements, annual accounts, letters, court orders and receipts all arrive in the same file. The case manager has to find the expected documents, read the transactions, put the entries back in order and spot the gaps before any reminder can go out.
The work repeats across a large volume of files. Case-management software does not always offer an open connector, so teams work from the documents and rules their practice already has.
With Ubby.
Four checks, each with a clear result.
Missing documents are listed.
The Agent reads the file, compares what is there against the list Terra Gestion defined and says whether the file is complete. It then drafts the reminder.
Statements become usable.
Bank statements are turned into a structured table: transactions, normalised columns and the items to check next.
The annual account is reconciled.
The annual account is compared against the transactions in the statements. Gaps and spending without receipts are flagged for review.
Receipts are checked.
Transactions above the centre’s threshold are matched against the documents provided. Where a receipt is missing, a reminder is drafted.
The report takes the shape the team needs.
The first Agent produces an HTML report and files usable in Word, Excel or Markdown. The team prefers Excel when it needs to rework the data.
The four checks can be joined up.
The four Agents follow a sequence. Chaining them into a single run is being considered; it is not in place yet.
File check — Guardianship 7742
Check file 7742: missing documents, bank statements and receipts above €300.
Thought for 21 seconds
I checked the file’s documents against the centre’s list: two are missing, the renewal order and the latest tax notice. The bank statements are now in a table, and three transactions over €300 have no receipt. The reminder is drafted and waiting for the case manager’s approval.
file-7742-reminder.md
9.6 KB · 2 min ago
Reminder — missing documents
The two missing documents and the three transactions without receipts, ready to send once the centre approves.
file-7742-check.pdf
148.3 KB · 2 min ago
Check — File 7742
Ask Ubby anything, or mention an Agent…
Terra - Control
Lite
Ubby is an AI and can make mistakes. Check the result before you use it.
Connectors
PDF files
Bank statements
Skills
guardianship-checks
file-7742-check.pdf
148.3 KB · Updated 2 min ago
file-7742-reminder.md
9.6 KB · Updated 2 min ago
Status
Task
Type
Team
Agent
Credits spent
File 7742 check
ChatControl
📄Terra - Control
4 260
Missing documents (42)
WorkflowCasework
🔍Terra - Documents
3 180
Bank statements — May
APIControl
🏦Terra - Statements
8 940
Annual account reconciliation
WorkflowControl
⚖️Terra - Gaps
6 520
Reminders to approve (12)
ChatSupport
✉️Terra - Reminders
1 340
Excel export — North centre
APICasework
📗Terra - Exports
2 780
Receipts over €300
ScheduledControl
🧾Terra - Receipts
5 010
Monthly centre report
ScheduledCasework
📘Terra - Report
7 430
What it changesfor the team.
Documents present, documents missing, transactions and gaps are gathered before the review. The team knows where to look.
The file is ready before the case manager decides.
The result at Terra Gestion
The first Agent was built to check missing documents, parse statements and draft reminders. The annual-account and receipt checks then follow the same method: make the finding readable, then let the team decide.
Guardianship checking can start from one simple task and grow into a full sequence. Every step stays verifiable by the centre.
What work would you delegate first?
Bring one task your team does today. We’ll map out the expected result, the tools involved and who signs off.
