Your workflows. Your AI agents. Your team in control.
EzeCore is EzeMind AI's governed platform for building a department's operating system: one core with secure sign-in and permissions, a dedicated database with security enforced on every record, a permanent audit trail, engines for records, tasks, digital forms, documents, notifications and reports, and an AI agent framework in which agents propose, named people approve and every request is metered. It is licensed monthly, hosted by EzeMind in South Africa or on your own server, and live today on its first departmental deployment.
Nine layers, built once by EzeMind and shared by every licensee. Your department is configuration on top of them.
| # | Layer | What it does | Why it matters |
|---|---|---|---|
| 1 | Secure sign-in and permissions | Named identities for people and agents; roles decide who may see, create, approve or export, down to department and record type. | An agent configured for Finance cannot wander into HR files. |
| 2 | Dedicated database, security on every record | Each business runs on its own database; access rules are enforced at record level inside the database, not only in the screens. | A query from an agent, a report or an integration is filtered exactly like a user's screen. |
| 3 | Permanent audit trail | An append-only log of who or which agent did what, to which record, when, and on whose approval. Users cannot edit or trim it. | What an auditor, a regulator or your operations manager reads. |
| 4 | Document store with secure links | Documents live on the records they belong to; sharing uses expiring, permission-checked links, including no-login uploads for suppliers. | No more attachments in five inboxes. |
| 5 | Task and calendar engine | Recurring and one-off tasks, deadlines, reminders and escalations as first-class objects; one calendar of what is owed to whom. | The engine behind "monitor renewals" and "chase outstanding documents". |
| 6 | Digital-forms engine | Paper and spreadsheet forms become structured forms with validation, signatures and photo capture, on desktop or mobile. | Agents pre-fill from records and route for approval. |
| 7 | Records engine | Registers for what the department manages: contracts, suppliers, assets, claims, cases, employees, sites; each with fields, statuses and history. | Everything else hangs off these records rather than floating free. |
| 8 | AI assistant and agent framework with budgets | The assistant answers from your own records; agents run configured workflows (monitor, draft, check, chase) and propose actions into a suggestions lane. Every agent has daily and monthly AI budgets and a hard cap. | Agents propose; a named person approves; the run is logged. |
| 9 | Export and reporting layer | Department dashboards, scheduled reports, exports to Excel, CSV, accounting and BI tools; full export of records, documents and the audit trail on any day. | Compliance reporting becomes a workflow that assembles, drafts and queues for sign-off. |
Every EzeCore agent works inside the harness. It signs in with its own identity, reads only what its role allows, and writes its proposals into a suggestions lane. A named person accepts, edits or rejects each one; the approved action runs under that person's name through the same engines a human would use; and the whole run is written to the permanent audit trail.
Every request to an AI provider is metered in a usage ledger and capped by a daily and monthly budget. When the cap is reached the agent pauses and the owner is told.
"Agents propose, people decide. That single rule is what makes an AI agent safe enough to put on a department's real records."
Watches registers and dates: contracts nearing expiry, certificates due, documents outstanding.
Prepares the renewal note, the onboarding pack, the report, from the record and the approved template.
Validates what arrived: is the invoice complete, does the claim match the policy, are the fields consistent.
Reminds, escalates and follows up on a schedule until a person closes the loop.
Any department with a register, dates that fall due, people who must be chased, decisions that need two signatures and documents that must come from the record.
| Department | Best for | Key advantage |
|---|---|---|
| Operations | Renewals, inspections, incident follow-ups | Nothing due is forgotten; every action is evidenced |
| Finance | Approvals, reconciliations, claims | Two-person rules and an audit trail by default |
| HR | Onboarding, reviews, leave, certifications | Checklists that survive staff turnover |
| Sales | Quote follow-ups, pipeline hygiene, handovers | Chasers that never go quiet |
| Legal | Contract registers, deadlines, compliance packs | Documents generated from the record, filed before download |
| Supply chain | Supplier onboarding, document checks, delivery tracking | Suppliers upload without a login; you see one file |
| Facilities | Assets, maintenance schedules, certificates | Photo-capture forms on a phone, at the site |
| Property & leasing | Lease register, renewals, tenant documents | Live today on EzeCore's first departmental deployment |
Weeks, not years. The core exists and is tested; your department is configuration.
Free, 30 minutes. We identify the first workflow and the records and documents it touches.
We work from your real registers, spreadsheets and documents, not a generic template.
Every configuration choice is written down and agreed before the build starts.
Registers, forms, tasks, documents and agents are set up on the harness. No new software project.
You see it running on your own data before any fee is agreed.
One branch, centre or team goes live completely, with training.
Four weeks of bedding in, then the next department or unit follows as configuration.
Four lines, quoted after a free discovery call. The licence fee is the same whether EzeMind hosts the platform in South Africa or you run it on your own server.
Development elsewhere on this site is fixed-price. EzeCore is the exception by design: a licence, because maintenance, security updates and releases stay in the fee.
| Option | Best for | Timeline | Price |
|---|---|---|---|
| One-off AI agent | Automates one repetitive workflow inside one tool | 1–2 weeks | From R12,500 once-off |
| WhatsApp CRM | The channel and database for a customer-facing team | 4–8 weeks | From R28,000 once-off |
| Departmental OS on EzeCore | A whole department's registers, deadlines, approvals, documents and agents on one governed core | Weeks (configuration) | Monthly licence, quoted after discovery |
Your ERP or accounting system stays the financial system of record. EzeCore is the operating layer above the spreadsheets and below the ledger. An integration to the ERP is promised only after a scoped connectivity assessment proves it.
EzeCore is proprietary architecture built and owned by EzeMind (Pty) Ltd and licensed monthly. Your data is yours outright, always; full export of records, documents and the audit trail is available from inside the platform on any day.
A dedicated database never shared with another client, hosted by EzeMind in South Africa or on a server you own and control. Encrypted in transit and at rest, including backups, with nightly encrypted backups and an off-site copy.
AI requests run under commercial provider terms that exclude training on client data. Every request is recorded in a usage ledger and capped by a budget your directors control; the Confidentiality and Data Processing Agreement signed with the proposal makes it contractual. POPIA is designed in.
A free 30-minute discovery call, a written proposal within 2 working days, and a live demonstration on your data before any fee is agreed.
Read more: EzeCore explained, layer by layer · All platforms & apps
