Protecting corporate data is essential to preserving proprietary IP, customer trust, and long-term market advantage. While generative AI can dramatically boost operational efficiency, off-the-shelf tools can carry risk. Using public models without enterprise safeguards exposes sensitive client communications to data leakage, security threats, and costly compliance violations.
Challenge
Sales and customer success teams need clean, reliable CRM records so they can spend their time building relationships rather than wrestling with paperwork. For Riva, an Edmonton-based software company, keeping up with standard internal processes meant teams spent hours on repetitive administrative tasks instead of driving customer success.
Writing up meeting notes by hand was time-consuming, led to spotty record-keeping, and stalled deals in the sales pipeline. Additionally, writing dozens of client emails from scratch every day ate up critical hours and caused inconsistent messaging. While standard off-the-shelf software offered a quick shortcut, using public systems posed unacceptable risks of leaking confidential customer data into foreign training loops and violating client privacy.
Our goal was to solve two very practical problems that sales and customer success teams deal with every day. Reducing time spent documenting meetings and helping users respond to emails faster while maintaining professionalism, consistency, and security.
Victoria George, VP of Product at Riva.
Approach
Amii worked with Riva to de-risk and build a custom, secure system tailored around their team's everyday workflows. Rather than relying on rigid off-the-shelf software, the project team built strict safety rules and automated checks directly into the system. These guardrails ensure the software consistently produces factual, reliable information without exposing client data or mishandling edge cases. Additionally, the flexible system design allows Riva to update or swap out underlying models as technology evolves without rebuilding core software.
“We wanted AI that fits naturally into existing workflows, not AI for the sake of AI,” says Victoria George, VP of Product at Riva, “but rather solutions that genuinely improve productivity while protecting customer data and maintaining enterprise-grade security.”
“To transform an inherently unpredictable language model into a secure CRM tool, we built an environment governed by strict behavioral rules,” explains Soumik Farhan, Machine Learning Scientist at Amii. “This allowed us to anchor strict enterprise security and standardized formatting onto a highly cost-efficient AI model.”
What impressed us most wasn’t just that the models generated good results. It was the discipline behind the work. The team invested heavily in prompt engineering, testing, security guardrails, and evaluation so the outputs are predictable, secure, and enterprise ready. That foundation is incredibly valuable because it allows us to build future AI capabilities much faster and with greater confidence.
Victoria George
VP of Product, Riva Engine
Impact
By switching from off-the-shelf software to a custom, secure system, Amii helped Riva bypass months of trial and error to fast-track two practical tools into production.
Teams now rely on a Voice-to-Meeting-Notes feature that converts phone dictation directly into organized CRM entries, alongside an Email Draft Assistant that helps staff handle routine client replies in a fraction of the time.
Built-in security guardrails keep sensitive customer information strictly private, preventing data leaks into public third-party systems. To protect the investment long term, Amii built a flexible, independent system architecture, ensuring Riva avoids vendor lock-in and can easily adopt updated technology as it evolves.
