How it works
Five layers between what someone says
and what ends up done.
VigilIA is not a place to jot things down. It is an assembly line that starts with a loose sentence and ends with a signed delivery note. These are its five stations, with what each one does and, above all, with what it refuses to do.
Layer 01 · Hear
Capture has to cost zero.
Literally zero.
Every system that asks somebody to write something down dies on the day there is a lot of work, which is exactly the day it is needed. That is why VigilIA has no entry form. It has mailboxes.
You forward the email to an address. You send the WhatsApp audio to a number. You photograph the whiteboard on your way out of the meeting. You drop the tender specification PDF into a folder you already use. And that is that: it is all the work you will ever ask of your team.
Does not do Listen in real time. There are no open microphones and no tapped calls. VigilIA only sees what somebody sends it, or what lands in the folders and mailboxes you have deliberately connected.
Under the hood: api_convert normalises to Markdown with embedded OCR (Docling + PaddleOCR); api_whisper transcribes the voice. Both run on our own GPUs in the pibiCo API Hub.
Layer 02 · Understand
A commitment does not exist if you cannot point at the sentence that created it.
From every source VigilIA extracts objects with five slots that have to be filled: who commits, to whom, to what, by when and for how much. If a slot is left empty, the commitment is born in doubt and asks a person to confirm it. Nothing is half-saved in silence.
And each one always drags its quotation along: the literal fragment it was inferred from, with its source and its timestamp. That quotation is what turns a suspicion into something you can put on the table.
Does not do Invent. If the model cannot find a sentence that holds the commitment up, it does not create it. We would rather have a flagged gap than a hallucination that looks the part.
Under the hood: extraction with local gpt-oss:20b at temperature 0 against a closed schema, validation with pydantic and hard coherence signals (dates that are possible, amounts that add up, people who exist in the directory). Anything that fails the signals is downgraded to «review» and is never persisted in silence.
«Listen, call Aceros and confirm the eight-millimetre plate before Wednesday, because otherwise we lose the price, it's twelve thousand five hundred and they already put it up on us once.»
- What
- Confirm the order of 8 mm plate
- Who
- Purchasing
- To whom
- Aceros del Norte
- When
- Before Wednesday · hard date
- How much
- €12,500 at risk from a price revision
- Confidence
- 88%
Layer 03 · Measure
Priority is invented.
Consequence is calculated.
Every task manager lets you set «high, medium, low», and three weeks later everything is high. VigilIA does not ask about priority: it asks about consequence, which is a different figure and a far more honest one.
Every commitment inherits the consequence of its context: the penalty written into the tender specification, the cost of a day with the crane standing still, the grant that lapses if the date passes, the margin on the order that is lost. When the figure is missing, it is asked once and remembered for good.
- Direct cost — penalties, surcharges, price revisions
- Cost of stoppage — machine, crew or hire hours that sit idle
- Opportunity cost — the quote that never goes out, the tender that lapses
- Non-monetary cost — legal risk, safety risk, a customer who does not come back
Does not do Decide for you. The clock ranks and warns; who attends to what is still decided by a person with a name.
Layer 04 · Insist
Chasing is a job. It is the job nobody wants.
Remembering is the easy part. The hard part is asking a third time without looking bad, remembering that this particular supplier only answers on WhatsApp, and knowing when to stop pushing the person and start telling their boss. That is what this layer does.
Commitment #C-1184 · Send the revised quote for the 12 m portal frame
Owner: Jorge, engineering office · Counterparty: Talleres Muñiz · €26,000 at risk
You set the rules
How many reminders before escalating, who it escalates to, which hours are untouchable, which channel each person uses. VigilIA does not arrive with a factory label on how people talk in your company.
Outsiders too
Your galvanising supplier is not going to install your software, and they are right not to. They get a normal email or a normal message, written the way a person would write it, and they answer the way they always answer.
With a limit on shamelessness
A system that pushes without a brake ends up in the spam folder of half the industry. There is a cap on reminders per commitment and per person, and when it runs out the problem goes up: it stops belonging to the reminder and starts belonging to you.
Layer 05 · Close
A tick is not proof.
Marking something as done is free, and that is why it means nothing. In VigilIA a commitment closes when the evidence turns up: the outgoing email with the quote attached, the delivery note with the signature, the photo of the finished assembly, the certificate with its number, the submission receipt.
That evidence does not stay inside VigilIA. It is written into the customer's repository, in the project folder where your team already looks for it, under the name they already use. The day you stop paying us, your proof is still where it always was.
Does not do Close on its own. When VigilIA believes something has been fulfilled, it proposes it and shows what it is basing that on. Confirming is a human gesture that takes a second, but it is human.
Under the hood: the «write follows browse» pattern from ScriptorIA — the output is written back through the same connector the source was read from. Append-only revision log and cross-app audit trail via api_auth.
The layer nobody asks for until they need it
The handover
In a company of thirty people, the knowledge of who owes what to whom lives in four heads. When one of those four leaves, falls ill or takes three weeks off in August, the company holds its breath and nobody says it out loud.
VigilIA reassigns that person's commitments with their whole context: where each one came from, in what words it was promised, what had already been answered and what was still outstanding. Whoever comes in does not inherit a list: they inherit a conversation.
It is also the least romantic and most useful answer to a real problem in industrial SMEs: the retirement of the person who knew everything.
The uncomfortable objection
It is called VigilIA. Isn't this watching people?
It is the first question everybody asks and it deserves a clear answer, not a detour.
VigilIA watches commitments, not people. The difference is not rhetorical, it is written into the product:
- It does not count hours, does not measure productivity, does not produce rankings of anyone.
- It has no screen that says «who fails most», and it is not going to have one.
- What an employee sees about themselves, they see in full; what they see about someone else is what they would see by asking.
- The log is of commitments and evidence, not of behaviour.
- It is deployed with a usage agreement signed with the workers' representatives wherever there are any. We are the ones who ask for it.
A system used to point at culprits would last exactly three weeks before the team stopped forwarding emails. Frictionless capture depends on people trusting it. Here ethics and business point at the same place, which is the best guarantee there is.
Where it fits
VigilIA does not arrive alone.
It leans on pieces pibiCo already has in production, and that is why it can cost what it costs.
| Piece | What it brings to VigilIA | Status |
|---|---|---|
| api_convert | Normalises any document or photo to text with embedded OCR | In production |
| api_whisper | Transcribes voice notes and meeting recordings | In production |
| api_chat | Gateway to the local LLM gpt-oss:20b; external providers opt‑in | In production |
| api_auth | Identity, organisations, pibiCash credits and the audit trail across applications | In production |
| Talk2Doc | The documentary memory: where the tender specifications, contracts and minutes that give context come from | In production |
| ScriptorIA | Produces the deliverable when the commitment is «send a report», using your template | In production |
| pibiGestor | When the commitment touches an order, a delivery note or an invoice, it is cross-checked against the ERP | Optional integration |
| PILoT | When the evidence comes from a machine and not a person: sensor, weighbridge, meter | Optional integration |