Where AI can help your business

Starts when

A voicemail or text arrives after closing.

What happens

1. Transcribe the message and read the unit's model and serial number from the photo
2. Match the caller to their customer record, service plan and past visits
3. Check warranty coverage, technician calendars and the parts on each truck
4. Draft a quote with two appointment slots and a reply to the customer

You stay in control

The owner approves or edits the quote from their phone before anything is sent.

Connects to

• Phone system
• CRM
• Calendar
• Accounting

Starts when

A customer submits photos through your website or by text.

What happens

1. Identify the job type and what the photos do and do not show
2. Ask the customer only for the missing details, such as access, age or measurements
3. Build a line-item estimate from your price list and similar past jobs
4. Flag anything that needs a site visit before a firm price

You stay in control

An estimator reviews the numbers and sends the estimate.

Connects to

• Website form
• SMS
• Price list
• Estimating software

Starts when

A technician marks a job as running over, or GPS shows they are still on site.

What happens

1. Work out which later appointments are now at risk
2. Find the nearest technician with the right skills and parts
3. Propose a revised schedule that respects promised time windows
4. Draft a text to each affected customer with their new arrival time

You stay in control

The dispatcher accepts the new plan with one click or adjusts it.

Connects to

• Field service software
• Calendar
• GPS
• SMS

Starts when

A technician records a voice note when the job is done.

What happens

1. Turn the note into labor, parts and materials line items
2. Price each line from your rate sheet and the customer's plan discounts
3. Write a plain-language summary of the work for the customer
4. Update the equipment history on the customer record

You stay in control

The office checks the draft invoice before it goes out.

Connects to

• Mobile phone
• Field service software
• Accounting

Starts when

A service plan reaches 45 days before expiry.

What happens

1. Pull the customer's equipment, visit history and plan usage
2. Write a renewal message that refers to what was actually done this year
3. Send by the customer's preferred channel and watch for a reply
4. Follow up twice, then hand unanswered renewals to the office with a call list

You stay in control

You approve the message template and any price change once per season.

Connects to

• CRM
• Email
• SMS
• Payments

Starts when

A job is closed with parts recorded.

What happens

1. Deduct the parts used from that truck's stock
2. Compare stock against the minimum you set for each part
3. Group what is needed into one order per supplier at your agreed prices
4. Note which upcoming jobs depend on a part that is short

You stay in control

The purchasing lead approves each order before it is placed.

Connects to

• Field service software
• Inventory
• Supplier portal
• Accounting

Starts when

A job is sold that falls under a permit rule you define.

What happens

1. Fill the application from the job record and equipment specifications
2. Track the status and read emails from the permit office
3. Put inspections on the calendar and make sure a technician is assigned
4. File the signed-off permit with the job and tell the customer

You stay in control

A licensed person signs each application before it is filed.

Connects to

• Job records
• Email
• Calendar
• Document storage

Starts when

The date you set for the spring or fall campaign.

What happens

1. Select customers by equipment age, last service date and location
2. Write an offer specific to each customer's system
3. Release messages in batches sized to the open slots on the calendar
4. Let customers pick a slot, then add the visit and confirm it

You stay in control

You approve the offer and the audience before the first batch goes out.

Connects to

• CRM
• Calendar
• Email
• SMS

Starts when

A prospective client submits the intake form with documents.

What happens

1. Read the documents and list the parties, dates and type of matter
2. Search every party against your client and matter history for conflicts
3. Pull any response date stated in the papers and flag it for confirmation
4. Draft the engagement letter from the firm's template and fee schedule

You stay in control

An attorney reviews the conflict report and signs off on the letter.

Connects to

• Intake form
• Practice management
• Document storage
• E-signature

Starts when

A production is loaded into the matter folder.

What happens

1. Make every page searchable and group duplicates and email threads
2. Tag each document against the issues and names you list
3. Flag documents that may be privileged for a separate look
4. Write a summary of each key document with citations to the page

You stay in control

Attorneys make every relevance and privilege decision; the tags are a starting order.

Connects to

• Document storage
• Local AI server
• Review spreadsheet

Starts when

A notice arrives from the court's e-filing system.

What happens

1. Match the notice to the matter by case number
2. Extract the hearing date, the filing and any deadline it states
3. Propose calendar entries and reminders for the responsible attorney
4. File the notice in the matter folder under a consistent name

You stay in control

The attorney or paralegal confirms each date before it is added to the calendar.

Connects to

• Email
• Practice management
• Calendar
• Document storage

Starts when

End of each working day.

What happens

1. Collect the day's meetings, calls, sent emails and edited documents
2. Group the activity by client and matter
3. Draft a narrative and a suggested duration for each entry
4. List gaps in the day where no activity was captured

You stay in control

The timekeeper edits and releases their own entries.

Connects to

• Calendar
• Email
• Phone log
• Billing software

Starts when

A contract is saved to the review folder.

What happens

1. Identify each clause and compare it with your standard position
2. Mark clauses that are missing, unusual or outside your fallback terms
3. Suggest replacement wording from your own clause library
4. Summarize the open points in order of importance

You stay in control

The reviewing attorney accepts, rewrites or rejects every suggestion.

Connects to

• Document storage
• Word processor
• Clause library

Starts when

Records are received from a provider.

What happens

1. Make the records searchable and sort them by provider and date
2. Extract each visit, complaint, finding, procedure and prescription
3. Build one chronology across all providers with page references
4. List gaps in treatment and records that appear to be missing

You stay in control

A paralegal verifies entries against the source pages before the chronology is relied on.

Connects to

• Scanner
• Document storage

Starts when

A schedule you set per matter, or a new docket event.

What happens

1. Gather what changed since the last update
2. Draft a short update in plain language with the next step and date
3. Note anything the firm is waiting on from the client
4. Queue the draft for the responsible attorney

You stay in control

The attorney reviews each update before it is sent to the client.

Connects to

• Practice management
• Docket
• Email

Starts when

The monthly billing run starts.

What happens

1. Check each entry against the client's billing rules and rate agreement
2. Flag block billing, duplicates and entries on closed matters
3. Suggest a clearer narrative where the description is too thin
4. Total what is ready to bill and what needs attention, by partner

You stay in control

The billing partner decides every write-down and approves each invoice.

Connects to

• Billing software
• Engagement letters
• Email

Starts when

The first working day of the month.

What happens

1. Read and classify everything each client has uploaded
2. Match documents to ledger transactions and bank activity
3. List what is missing or unmatched for each client, down to the transaction
4. Draft a client-specific request and schedule reminders

You stay in control

The bookkeeper reviews each request before it is sent.

Connects to

• Client portal
• Accounting software
• Bank feeds
• Email

Starts when

A bill or receipt arrives by email, upload or photo.

What happens

1. Read the vendor, date, amounts, tax and line items
2. Suggest the account and class based on this client's history
3. Match the document to a bank or card transaction
4. Flag duplicates, new vendors and amounts outside the usual range

You stay in control

A bookkeeper approves the coding; exceptions are reviewed one by one.

Connects to

• Email
• Accounting software
• Bank feeds
• Document storage

Starts when

A client uploads documents, or a reminder date passes.

What happens

1. Identify each uploaded form and the tax year it belongs to
2. Compare what has arrived with last year's return and this year's organizer
3. Update the client's checklist and the firm-wide status board
4. Draft a reminder that names the documents still needed

You stay in control

Staff approve reminders and decide when a return is ready to prepare.

Connects to

• Client portal
• Tax software
• Email
• Status board

Starts when

A period is marked ready for review.

What happens

1. Compare this period with the same accounts in prior periods
2. Flag duplicate payments, missing recurring items and unusual amounts
3. Check for uncategorized entries and transactions coded to suspense
4. Write a review memo that explains each flag with links to the entries

You stay in control

The reviewer decides what is an error and what is simply unusual.

Connects to

• Accounting software
• Bank feeds
• Review notes

Starts when

A new vendor is paid, or the quarterly check runs.

What happens

1. Find vendors who have crossed the reporting threshold or are likely to
2. Check whether a current W-9 is on file
3. Send a request with a secure upload link and remind as needed
4. Read returned forms and update the vendor record

You stay in control

Staff confirm vendor classifications and review the final filing list.

Connects to

• Accounting software
• Email
• Secure upload
• Document storage

Starts when

A client forwards or uploads a notice from a tax agency.

What happens

1. Identify the notice type, tax year, amount and response date
2. Pull the related return and the figures the notice questions
3. Draft a response or a list of what must be gathered first
4. Put the response date on the calendar and open a task

You stay in control

The preparer reviews the analysis and signs every response.

Connects to

• Client portal
• Tax software
• Calendar
• Document storage

Starts when

A client's month is closed.

What happens

1. Produce the standard reports and compare them with prior periods and budget
2. Identify the movements large enough to mention
3. Trace each movement to the transactions behind it
4. Draft a one-page summary in the tone you use with that client

You stay in control

The accountant edits and sends the commentary under their own name.

Connects to

• Accounting software
• Report templates
• Email

Starts when

A client emails or messages a question.

What happens

1. Recognize routine status questions and separate them from advice questions
2. Look up the client's checklist, deadlines and recent activity
3. Draft an accurate reply for routine questions
4. Route anything that needs judgment to the right person with context

You stay in control

You choose which question types may be answered directly and which are drafts only.

Connects to

• Email
• Client portal
• Practice management

Starts when

An appointment is 48 hours away.

What happens

1. Look up the patient's plan and run the eligibility check
2. Compare the result with what is on file
3. Estimate the patient's share for the scheduled procedure from your fee schedule
4. List only the exceptions: lapsed coverage, changed plans, missing details

You stay in control

Staff handle the exceptions and confirm estimates before patients are told.

Connects to

• Practice management
• Payer portals
• Fee schedule

Starts when

A new patient is scheduled.

What happens

1. Send the forms and remind the patient until they are complete
2. Read insurance card photos and typed or handwritten answers
3. Fill the matching fields in the patient record
4. Highlight answers your providers have asked to see before the visit

You stay in control

Front-desk staff confirm the record before the patient is seen.

Connects to

• Online forms
• SMS
• Practice management

Starts when

An appointment is cancelled or rescheduled.

What happens

1. Find waitlisted patients who need that provider and visit length
2. Offer the slot by text in the order you choose
3. Schedule the first patient who accepts and release the offer to the others
4. Tell the front desk what changed

You stay in control

You set the rules for who is offered which slots; staff can step in at any time.

Connects to

• Practice management
• SMS
• Waitlist

Starts when

A patient reaches their recall date.

What happens

1. Select patients who are due and have nothing scheduled
2. Offer two or three open times that match their past preferences
3. Schedule the visit when they reply and send a confirmation
4. Give staff a call list of patients who did not respond after three attempts

You stay in control

You approve the wording and timing; no clinical content is generated.

Connects to

• Practice management
• SMS
• Email

Starts when

A procedure that needs authorization is ordered.

What happens

1. Identify the payer's requirements for that procedure
2. Fill the request form from the patient record
3. Collect the visit notes and results the payer asks for
4. Track the request and alert staff when the payer responds

You stay in control

Clinical staff review the packet and submit it.

Connects to

• Practice management
• Payer portals
• Fax
• Document storage

Starts when

A remittance arrives with denied or underpaid claims.

What happens

1. Read the denial codes and group claims by cause
2. Prepare corrections for coding and information errors
3. Draft an appeal with the supporting documentation where one is warranted
4. Report which causes are costing the most so they can be fixed upstream

You stay in control

The biller approves every correction and appeal before submission.

Connects to

• Billing software
• Clearinghouse
• Practice management

Starts when

A referral arrives by fax, email or portal.

What happens

1. Read the patient, referring provider, reason and urgency
2. Create or match the patient record and attach the referral
3. Contact the patient with open times and schedule the visit
4. Send the referring office a status note and close the loop

You stay in control

Staff review urgent referrals immediately and confirm each new record.

Connects to

• Fax
• Email
• Practice management
• SMS

Starts when

A voicemail is left on the office line.

What happens

1. Transcribe the message and match the caller to a patient
2. Classify the request: scheduling, billing, prescription refill or clinical question
3. Put clinical questions at the top for the right staff member
4. Draft a reply for simple scheduling and billing requests

You stay in control

Staff make every call-back decision; clinical questions always go to a person.

Connects to

• Phone system
• Practice management
• Task list

Starts when

A tenant reports a problem by text, email or portal.

What happens

1. Identify the problem and its urgency from the message and photo
2. Check the lease and the owner's approval limit for who pays and who decides
3. Choose a vendor by trade, availability and past performance at that property
4. Send the work order and tell the tenant when to expect a visit

You stay in control

Jobs above the owner's limit wait for approval; emergencies page the manager.

Connects to

• Tenant portal
• SMS
• Property management software
• Vendor list

Starts when

An inquiry arrives from a listing site or your website.

What happens

1. Answer questions about the unit from the listing and property record
2. Share your standard screening criteria up front
3. Offer showing times from the agent's calendar
4. Send a reminder before the showing and an application link after it

You stay in control

You approve the criteria wording once; agents can take over any conversation.

Connects to

• Listing sites
• Email
• SMS
• Calendar

Starts when

A lease reaches 90 days before its end date.

What happens

1. Gather comparable rents, payment history and maintenance costs
2. Recommend renew, adjust or do not renew, with the reasoning
3. Draft the owner summary and the tenant offer
4. Track the response and prepare the renewal documents

You stay in control

The manager and the owner decide the terms before any offer is made.

Connects to

• Property management software
• Market data
• Email
• E-signature

Starts when

A rental application is submitted.

What happens

1. Check that every required document is present and readable
2. Compare stated income and employment with the documents provided
3. Ask the applicant for anything missing
4. Summarize the packet against your written criteria

You stay in control

A person makes every approval decision using the same written criteria for all applicants.

Connects to

• Application portal
• Email
• Screening service

Starts when

A move-out inspection is completed.

What happens

1. Compare move-out photos and notes with the move-in condition report
2. Separate normal wear from chargeable damage under your policy
3. Price each item from vendor quotes and your schedule of charges
4. Draft the itemized statement with photo evidence

You stay in control

The manager reviews every charge before the statement is issued.

Connects to

• Inspection app
• Property management software
• Accounting

Starts when

The monthly owner reporting run.

What happens

1. Produce the statement for each property
2. Identify anything that differs from a normal month
3. Explain each item using work orders, invoices and lease events
4. Mention upcoming renewals and planned maintenance

You stay in control

The manager approves the notes before statements are sent.

Connects to

• Property management software
• Accounting
• Email

Starts when

A unit is marked available.

What happens

1. Pull the features, measurements and photos from the property record
2. Write the description and a shorter version for each listing site
3. Check the wording against a fair-housing phrase list
4. Prepare the listing for each channel

You stay in control

An agent reviews and publishes each listing.

Connects to

• Property management software
• Photo library
• Listing sites

Starts when

A purchase contract is fully signed.

What happens

1. Extract the option period, financing, appraisal and closing dates
2. Build the checklist and assign each item to an agent, lender or title contact
3. Remind each party ahead of their deadline
4. Draft a weekly update for the client

You stay in control

The agent confirms the extracted dates against the contract before reminders start.

Connects to

• E-signature
• Calendar
• Email
• Transaction checklist

Starts when

An invitation to bid arrives with plans and specifications.

What happens

1. Read the specification and list the scope that applies to your trade
2. Note alternates, exclusions, bonding and insurance requirements
3. Price each item from your cost history and current supplier quotes
4. Draft the bid form and a list of questions for the general contractor

You stay in control

The estimator checks quantities and sets the final number.

Connects to

• Email
• Plan files
• Estimating spreadsheet
• Cost history

Starts when

A certificate is received, or one is 30 days from expiry.

What happens

1. Read coverage types, limits, dates and the named insured
2. Compare with the requirements in the subcontract
3. Request a corrected or renewed certificate from the subcontractor or their agent
4. Flag anyone scheduled on site without valid coverage

You stay in control

The project manager decides whether a subcontractor may start work.

Connects to

• Email
• Document storage
• Project schedule
• Vendor records

Starts when

The superintendent records an end-of-day note.

What happens

1. Transcribe the note and sort it into the sections of your daily log
2. Add the weather record and attach captioned photos
3. Pull out delays, safety observations and items that need an answer
4. File the log with the project and notify the project manager of open issues

You stay in control

The superintendent reviews and signs the log.

Connects to

• Mobile phone
• Project management software
• Photo storage

Starts when

A field note or photo is tagged as extra work.

What happens

1. Describe the changed condition from the note and photos
2. Find the contract clause and drawing reference that apply
3. Price labor, material and markup from your rates
4. Draft the change order and the cover email to the owner

You stay in control

The project manager reviews pricing and sends the change order.

Connects to

• Project management software
• Contract files
• Rate sheet
• Email

Starts when

An RFI or submittal is created, answered or overdue.

What happens

1. Log each item with its due date and the activity it holds up
2. Remind the architect or engineer as the date approaches
3. Read the response and distribute it to the affected trades
4. Report weekly on what is open and what it puts at risk

You stay in control

The project engineer reviews responses before they are distributed.

Connects to

• Email
• Project management software
• Project schedule

Starts when

A supplier invoice arrives.

What happens

1. Read the invoice and find the purchase order and delivery tickets
2. Compare quantities and prices line by line
3. Code matched lines to the job and cost code
4. Send mismatches to the project manager with the documents side by side

You stay in control

Accounts payable approves matched invoices; the project manager resolves exceptions.

Connects to

• Email
• Accounting
• Purchase orders
• Delivery tickets

Starts when

A pay application is being assembled.

What happens

1. List who must provide a waiver for this period and for what amount
2. Send each party the correct form to sign
3. Check returned waivers for amount, dates and signature
4. Assemble the package for the owner or lender

You stay in control

The project accountant confirms the package before payment is released.

Connects to

• Accounting
• E-signature
• Email
• Document storage

Starts when

A weekly schedule, or a reported incident.

What happens

1. Pick a talk that fits the next week's activities
2. Record attendance from the sign-in sheet photo
3. Turn a spoken incident report into the first draft of your form
4. Track corrective actions until they are closed

You stay in control

The safety lead reviews every incident report before it is filed.

Connects to

• Mobile phone
• Project schedule
• Document storage

Starts when

A customer email or chat message arrives.

What happens

1. Identify the customer, the order and what they are asking
2. Look up tracking, stock and return eligibility
3. Draft a reply in your tone that resolves the question in one message
4. Escalate complaints, damage claims and anything involving a refund

You stay in control

You choose which replies send automatically and which wait for a person.

Connects to

• Help desk
• Store platform
• Shipping carriers

Starts when

A new supplier file or product batch is added.

What happens

1. Read the specifications and match them to your attribute fields
2. Write titles and descriptions in your store's style
3. Check for missing dimensions, materials and compliance details
4. Format the listings for your store and each marketplace

You stay in control

A merchandiser reviews the batch and publishes it.

Connects to

• Supplier files
• Store platform
• Marketplaces
• Photo library

Starts when

A weekly schedule, or stock falling below a set level.

What happens

1. Calculate the selling rate for each item, adjusted for season and promotions
2. Compare stock on hand and on order with supplier lead times
3. Suggest order quantities that respect minimums and case sizes
4. Draft a purchase order per supplier

You stay in control

The buyer adjusts quantities and places each order.

Connects to

• Point of sale
• Store platform
• Inventory
• Supplier email

Starts when

A customer requests a return.

What happens

1. Check the order date, item and reason against your return policy
2. Issue a label and instructions, or explain why the item is not eligible
3. Record the condition when the item is received
4. Prepare the refund or exchange and update inventory

You stay in control

Staff approve refunds above the amount you set and every policy exception.

Connects to

• Store platform
• Shipping carriers
• Inventory
• Payments

Starts when

A new review is posted.

What happens

1. Collect reviews from your store, marketplaces and map listings
2. Draft a reply that addresses what the reviewer actually said
3. Connect negative reviews to the order so the problem can be put right
4. Summarize recurring themes by product each month

You stay in control

A person approves each public reply.

Connects to

• Review sites
• Store platform
• Help desk

Starts when

A supplier invoice arrives.

What happens

1. Read the invoice lines and match them to the order and receipt
2. Compare unit prices with the current price agreement
3. Calculate the difference for short shipments and price errors
4. Draft a dispute or credit request with the evidence attached

You stay in control

The buyer approves each dispute; clean invoices move to payment.

Connects to

• Email
• Inventory
• Accounting
• Price agreements

Starts when

A wholesale inquiry arrives by form or email.

What happens

1. Identify the business and check it against your trade account criteria
2. Build a quote from the correct price tier and current stock
3. Send the quote with terms and a trade application if needed
4. Follow up on a schedule and stop when the buyer replies

You stay in control

A sales lead approves quotes above a set value and all custom pricing.

Connects to

• Website form
• Email
• Price tiers
• CRM

Starts when

Every morning at a time you choose.

What happens

1. Pull sales, refunds and stock levels from each channel
2. Compare with the same day last week and last year
3. Point out stock-outs, sudden movers and advertising that is underperforming
4. Write the briefing in plain language and send it to your phone

You stay in control

Nothing to approve; it is a read-only report built from your own data.

Connects to

• Point of sale
• Store platform
• Ad accounts
• Email

Starts when

A catering or private-event inquiry arrives.

What happens

1. Read the date, headcount, budget and dietary needs from the inquiry
2. Check the calendar and kitchen capacity for that date
3. Build a menu and price from your catering packages and current costs
4. Draft the proposal with staffing, rentals and deposit terms

You stay in control

The events manager reviews the proposal before it is sent.

Connects to

• Website form
• Email
• Event calendar
• Payments

Starts when

A supplier invoice is photographed or emailed.

What happens

1. Read every line, including pack sizes and substitutions
2. Update the cost of each ingredient
3. Recalculate the cost of every recipe that uses it
4. Alert you when a dish falls below the margin you set

You stay in control

The chef or owner decides on any menu or price change.

Connects to

• Email
• Recipe costing
• Accounting
• Point of sale

Starts when

The weekly scheduling day.

What happens

1. Forecast covers for each shift from history, reservations and events
2. Work out the staffing each shift needs by role
3. Assign shifts using availability, time-off requests and overtime rules
4. Show the labor cost against budget before publishing

You stay in control

The manager edits and publishes the schedule.

Connects to

• Point of sale
• Reservations
• Scheduling software

Starts when

A message arrives by web chat, text, email or social media.

What happens

1. Answer from your menu, allergen matrix, policies and calendar
2. Offer available reservation times and hold a table
3. Take the details for large parties and events
4. Hand complaints and anything uncertain to the manager on duty

You stay in control

You approve the source information; allergen answers quote your matrix and advise confirming with staff.

Connects to

• Website chat
• SMS
• Social media
• Reservations

Starts when

Daily, after the lunch count.

What happens

1. Forecast tomorrow's volume from reservations, events and history
2. Scale the prep list by station
3. Compare stock counts with pars and what the forecast needs
4. Draft the order for each supplier before their cut-off time

You stay in control

The chef adjusts and sends each order.

Connects to

• Reservations
• Inventory counts
• Recipe costing
• Supplier ordering

Starts when

A new review is posted.

What happens

1. Collect reviews from map listings, reservation sites and delivery platforms
2. Draft a reply that refers to the guest's actual visit
3. Tag each review by dish, service, wait time and shift
4. Report the patterns each month with examples

You stay in control

A manager approves each public reply.

Connects to

• Review sites
• Reservations
• Point of sale

Starts when

A candidate accepts an offer.

What happens

1. Send the forms and collect identification and certifications
2. Check food-handler and alcohol-service certificates and their expiry dates
3. Schedule training shifts with an assigned trainer
4. Remind the manager of anything incomplete before the first shift

You stay in control

The manager verifies original documents in person as the law requires.

Connects to

• E-signature
• Payroll
• Scheduling software
• Email

Starts when

Scheduled checks through each shift.

What happens

1. Prompt the right person for each check at the right time
2. Record readings from sensors or a photo of the thermometer
3. Flag out-of-range readings and require a corrective action
4. Keep a complete, dated record ready to show an inspector

You stay in control

The kitchen manager signs off each day's log.

Connects to

• Mobile phone
• Temperature sensors
• Document storage

Starts when

A discovery call ends.

What happens

1. Summarize the client's goals, constraints, budget signals and timeline
2. Find your most similar past proposals and their outcomes
3. Draft the scope, phases, assumptions and exclusions
4. Price each phase from your rate card and typical hours

You stay in control

The account lead edits the scope and price and sends the proposal.

Connects to

• Meeting recorder
• Proposal library
• Rate card
• CRM

Starts when

A client or internal meeting ends.

What happens

1. Summarize decisions, open questions and commitments
2. Create tasks with owners and due dates in the project
3. Draft a recap email for the client
4. Raise anything that sounds like new scope

You stay in control

The project lead reviews the recap before it goes to the client.

Connects to

• Meeting recorder
• Project management
• Email

Starts when

Daily, after time entries are in.

What happens

1. Remind people whose time is missing
2. Compare hours and costs with the budget and percent complete
3. Project the finish at the current pace
4. Alert the lead with the cause and the options

You stay in control

The project lead decides whether to re-plan, absorb or raise a change request.

Connects to

• Time tracking
• Project management
• Chat

Starts when

A proposal is signed.

What happens

1. Create the client workspace from your standard structure
2. Build the project plan from the proposal's phases
3. Send the client an access and information request list
4. Draft the kickoff agenda and propose meeting times

You stay in control

The account lead checks the plan before the client is invited.

Connects to

• E-signature
• Document storage
• Project management
• Accounting

Starts when

The first working day of the month.

What happens

1. Pull the figures from each analytics and advertising account
2. Fill the client's report template and charts
3. Explain the significant changes and their likely causes
4. Draft recommendations tied to the client's stated goals

You stay in control

The strategist edits the commentary and presents the report.

Connects to

• Analytics
• Ad accounts
• Report templates
• Email

Starts when

An RFP or vendor questionnaire arrives.

What happens

1. Split the document into individual questions
2. Find the closest approved answer for each one
3. Adapt the wording to the question and cite where it came from
4. List the questions with no good match for a subject expert

You stay in control

The proposal owner reviews every answer before submission.

Connects to

• Answer library
• Document storage
• Word processor

Starts when

A client sends a request.

What happens

1. Compare the request with the signed scope and prior change requests
2. Classify it as included, a clarification or new work
3. Estimate the effort from similar past tasks
4. Draft a friendly change request for new work

You stay in control

The account lead decides how to handle each flagged request.

Connects to

• Email
• Chat
• Contracts
• Project management

Starts when

A team member asks a question.

What happens

1. Search past deliverables, proposals and project notes they are allowed to see
2. Answer with the relevant passages and who worked on it
3. Link to the source files
4. Say plainly when nothing relevant exists

You stay in control

Access follows your existing folder permissions; answers always show their sources.

Connects to

• Document storage
• Project archives
• Chat

Starts when

A purchase order arrives by email.

What happens

1. Read the customer, ship-to address, part numbers, quantities and requested dates
2. Translate the customer's part numbers to yours
3. Check stock, lead times and the customer's contract prices
4. Draft the sales order and a confirmation that states any backorders

You stay in control

Customer service reviews price and date discrepancies before the order is released.

Connects to

• Email
• ERP
• Inventory
• Price agreements

Starts when

A quote request arrives by email or web form.

What happens

1. Identify the items, including vague descriptions and competitor part numbers
2. Suggest equivalents where you do not carry the exact item
3. Price at the customer's tier and volume breaks
4. Draft the quote with availability and validity dates

You stay in control

Sales approves substitutions, special pricing and quotes above a set value.

Connects to

• Email
• Product catalog
• ERP
• CRM

Starts when

A supplier email arrives, or a confirmation is overdue.

What happens

1. Match each supplier message to its purchase order
2. Update promised dates and quantities
3. Chase suppliers who have not confirmed
4. List the customer orders and production jobs affected by any delay

You stay in control

The buyer decides whether to expedite, re-source or notify customers.

Connects to

• Email
• ERP
• Production schedule

Starts when

A material certificate is received with a delivery.

What happens

1. Read the heat or lot number, grade and test results
2. Compare the results with the specification you ordered to
3. Attach the certificate to the lot in inventory
4. Assemble the certificate package when that lot ships to a customer

You stay in control

Quality reviews any certificate that does not meet the specification.

Connects to

• Scanner
• ERP
• Quality records
• Document storage

Starts when

An invoice passes its due date.

What happens

1. Check for open disputes, credits and prior promises to pay
2. Draft a reminder suited to the customer and how late the invoice is
3. Record replies and promised dates against the invoice
4. Escalate accounts that break a promise or cross your credit limit

You stay in control

The controller approves credit holds and messages to key accounts.

Connects to

• Accounting
• Email
• CRM

Starts when

An order is packed.

What happens

1. Gather weights, dimensions, freight class and hazard information
2. Produce the packing list and bill of lading
3. Prepare the commercial invoice and export declarations for international orders
4. Request the carrier pickup and send tracking to the customer

You stay in control

Shipping checks the first of each new document type and all hazardous or export shipments.

Connects to

• ERP
• Warehouse scales
• Carrier portals
• Email

Starts when

An operator reports a fault from the floor.

What happens

1. Identify the machine and describe the fault in standard terms
2. Attach past repairs for the same symptom
3. Check spare parts stock for the likely fix
4. Create the work order and propose when to do it around the production schedule

You stay in control

The maintenance lead sets priority and assigns the work.

Connects to

• Mobile phone
• Maintenance records
• Spare parts inventory
• Production schedule

Starts when

A customer asks about an order.

What happens

1. Identify the customer and the order they mean
2. Check production, pick, ship and tracking status
3. Reply with the current status and expected delivery
4. Route delays and damage claims to customer service with the details gathered

You stay in control

You decide which answers go out directly; exceptions always reach a person.

Connects to

• Email
• ERP
• Carrier tracking
• Customer portal

Starts when

Someone submits your contact form.

What happens

1. Look up the company and check your CRM for prior contact
2. Score the lead against the criteria you define
3. Draft a reply that answers their question and proposes a next step
4. Create the CRM record and assign an owner

You stay in control

You choose whether replies send immediately or wait for a quick review.

Connects to

• Website form
• CRM
• Email
• Calendar

Starts when

A recorded sales call ends.

What happens

1. Summarize needs, budget, decision process and objections
2. Update the deal stage and fields in the CRM
3. Create follow-up tasks with dates
4. Draft the follow-up email in the salesperson's voice

You stay in control

The salesperson reviews the email before sending.

Connects to

• Meeting recorder
• CRM
• Email

Starts when

A quote has had no response for three days.

What happens

1. Check the inbox and CRM for any reply or meeting
2. Draft a follow-up that mentions the specifics of the quote
3. Vary the message and channel on each attempt
4. Hand the quote to its owner with a summary after the final attempt

You stay in control

You approve the schedule and tone; individual messages can be reviewed or sent directly.

Connects to

• Quoting tool
• CRM
• Email
• SMS

Starts when

A customer passes the inactivity period you set.

What happens

1. Find customers whose buying pattern has broken
2. Review their history and any unresolved complaint
3. Draft a personal message with a relevant reason to return
4. Route warm replies to the right salesperson

You stay in control

You approve each campaign's audience and offer.

Connects to

• CRM
• Accounting
• Email

Starts when

A message arrives in a shared mailbox.

What happens

1. Classify the message: sales, support, billing, supplier or spam
2. Assign it to the right person or queue with a priority
3. Draft a reply using your policies and the sender's history
4. Warn the team when a message is close to breaching your response target

You stay in control

Staff send every reply until you decide a category is safe to automate.

Connects to

• Email
• Help desk
• CRM

Starts when

A visitor asks a question on your website.

What happens

1. Find the relevant passages in the documents you have approved
2. Answer in plain language and link to the source page
3. Collect contact details and the request when a person is needed
4. Log unanswered questions so the content can be improved

You stay in control

You control the source documents; the assistant does not answer beyond them.

Connects to

• Website
• Document library
• CRM

Starts when

A voicemail is left on any business line.

What happens

1. Transcribe the message and identify the caller
2. Summarize the request and set the urgency
3. Create the ticket and assign it
4. Text the caller an acknowledgement with a reference

You stay in control

You choose who is acknowledged automatically.

Connects to

• Phone system
• Help desk
• SMS

Starts when

A bill arrives in the accounts-payable inbox.

What happens

1. Read the supplier, amounts, due date and line items
2. Check for duplicates and match to a purchase order where one exists
3. Suggest the account, department and job coding
4. Route to the approver for that supplier or amount

You stay in control

Each bill is approved by a person before payment is scheduled.

Connects to

• Email
• Accounting
• Purchase orders
• Chat

Starts when

An invoice becomes overdue.

What happens

1. Check whether payment is in transit or a dispute is open
2. Draft a reminder appropriate to the amount, age and relationship
3. Record replies and promised dates
4. Escalate to a phone call list when reminders are not working

You stay in control

You set the schedule; messages to named key customers always wait for review.

Connects to

• Accounting
• Email
• Payments

Starts when

An employee uploads a receipt photo.

What happens

1. Read the merchant, date, amount, tax and tip
2. Categorize the expense and match it to a card transaction
3. Check it against your policy limits
4. Assemble the period's report and list missing receipts

You stay in control

Managers approve each report; out-of-policy items are highlighted.

Connects to

• Mobile phone
• Card statements
• Accounting

Starts when

A contract or renewal notice is received, or a date approaches.

What happens

1. Find the renewal date, notice period and price for each agreement
2. Build a calendar of decisions due
3. Report usage and price changes before each renewal
4. Draft the cancellation or renegotiation message if you choose it

You stay in control

You make every renew or cancel decision.

Connects to

• Email
• Contracts
• Accounting
• Calendar

Starts when

A team member asks a question.

What happens

1. Search across shared drives, email archives and scanned files
2. Answer with quotations and page references
3. Respect each person's existing file permissions
4. Say so when the documents do not contain an answer

You stay in control

Answers always show their sources so they can be checked.

Connects to

• Document storage
• Email archive
• Local AI server

Starts when

A signed contract is filed.

What happens

1. Extract the key terms and dates from each agreement
2. Add them to a searchable register with a link to the document
3. Flag clauses that differ from your standard terms
4. Create reminders for notice and renewal dates

You stay in control

A person confirms the extracted terms for each new contract.

Connects to

• Document storage
• Contract register
• Calendar

Starts when

A form is scanned, uploaded or emailed.

What happens

1. Recognize the form type
2. Read each field, typed or handwritten
3. Validate values against your records and rules
4. Enter the data and mark anything uncertain for a quick check

You stay in control

Staff confirm only the fields marked as uncertain.

Connects to

• Scanner
• Email
• Your database or spreadsheet

Starts when

A screen recording or narrated walkthrough is saved.

What happens

1. Break the recording into steps
2. Write each step with the reason behind it
3. Add screenshots and note the common mistakes mentioned
4. Format it in your procedure template

You stay in control

The employee who did the work reviews the draft.

Connects to

• Screen recorder
• Document storage
• Wiki

Starts when

An application is received.

What happens

1. Read the resume and answers to your screening questions
2. Compare with the job's written requirements only
3. Summarize the evidence for and against each requirement
4. Draft acknowledgement and scheduling emails

You stay in control

A person makes every decision to advance or decline a candidate.

Connects to

• Job boards
• Email
• Applicant tracking
• Calendar

Starts when

An offer letter is signed.

What happens

1. Send and collect the new-hire paperwork
2. Open requests for accounts, equipment and building access
3. Schedule orientation and first-week meetings
4. Report to the manager what is ready and what is not before day one

You stay in control

The manager and HR confirm the checklist for each role.

Connects to

• E-signature
• Payroll
• IT ticketing
• Calendar

Starts when

An employee asks a question in chat or email.

What happens

1. Find the relevant handbook and benefits passages
2. Answer with the exact wording and section
3. Point to the right form or contact
4. Send questions about individual circumstances to HR

You stay in control

HR maintains the source documents and sees the questions that could not be answered.

Connects to

• Chat
• Employee handbook
• Benefits documents

Starts when

A long-form piece is published or recorded.

What happens

1. Pull out the strongest points, quotations and figures
2. Draft posts for each channel in its own format
3. Draft the newsletter section and subject lines
4. Lay the pieces out on a calendar

You stay in control

You approve every post before it is scheduled.

Connects to

• Document storage
• Social scheduler
• Email marketing

Starts when

Monday at a time you choose.

What happens

1. Pull the figures from accounting, CRM, scheduling and payroll
2. Compare with last week and the same week last year
3. Explain the largest changes using the underlying records
4. List decisions and deadlines coming up this week

You stay in control

Read-only; it reports on your data and changes nothing.

Connects to

• Accounting
• CRM
• Calendar
• Payroll