AI automation examples for sales, finance and operations
Sixteen systems, each one taking a named job off a team. They run in your own accounts, and a person approves anything that sends, pays or publishes.
Sales and enquiries
Every enquiry answered, every call written up, and no deal left to go quiet.
WhatsApp lead agent
Answers portal and WhatsApp enquiries the moment they arrive, qualifies them against your rules, books the viewing or call and logs it in your CRM. A person takes over whenever the customer asks.
Replaces: enquiries answered hours later, or not at all.
Runs in: WhatsApp Business, your CRM and calendar.Sales call write-up
Files each call recording, lists every price, date and promise with who said it, and drafts the proposal from your template. You check the figures and send it.
Replaces: proposals written from memory days after the call.
Runs in: Teams, Zoom or your recorder, your CRM, Word or Google Docs.Quote and deal follow-up
Flags quotes and deals that have gone quiet and drafts the follow-up in your words, for a person to send.
Replaces: deals lost to silence.
Runs in: HubSpot, Pipedrive or Zoho.Lead screening
Scores each new lead against your fit rules and returns advance, investigate or drop, with the reason, before anyone spends time on it.
Replaces: sales time spent on the wrong leads.
Runs in: Your CRM and web forms.Tender finder and bid checker
Watches public tender sites, scores each notice against what you can deliver, drafts answers in the buyer's form and checks each requirement. A person reads it and submits.
Replaces: missed tenders and bids that fail on a technicality.
Runs in: Public tender sites, Word and PDF.Finance
Invoices matched, billed and chased, with finance approving each payment and each send.
Invoice to purchase order matching
Reads each supplier invoice, matches it line by line against the order and delivery note, and flags what differs before anyone pays.
Replaces: line-by-line checking before every payment run.
Runs in: Xero, QuickBooks or Odoo.Timesheets to invoices
Checks the week's hours against each contract's rates and caps, builds the draft invoices and explains anything unusual. Finance approves each one.
Replaces: days of month-end billing.
Runs in: Your timesheet tool, Xero, QuickBooks or Zoho Books.Money owed reminders
Drafts a reminder for each overdue invoice in your words, one per customer, and sends only what you approve.
Replaces: chasing by hand, or not chasing at all.
Runs in: Xero, QuickBooks or Zoho Books, and your email.- A supplier invoice arrivesBy email or through the supplier portalTrigger
- AI reads the invoiceEach line, amount and referenceAI step
- It is matched against the orderPurchase order and delivery note, in Xero, QuickBooks or OdooYour systems
- Differences are explainedWrong price, short delivery, or no order numberAI step
- Finance approves paymentNothing is paid without a person's yesYou
Have a job like this one?Tell us the job
Operations
Quotes, documents, renewals and hand-offs that no longer depend on someone remembering.
Quote to LPO
Turns a request from WhatsApp or email into a priced quote from your own price list, sends it for approval and watches for the LPO.
Replaces: quotes typed up by hand and orders lost in inboxes.
Runs in: WhatsApp, email, your price list and accounting system.Document intake
Reads forms, contracts and ID documents, pulls out the fields your system needs, and hands anything uncertain to a person instead of guessing.
Replaces: retyping documents into systems.
Runs in: Email, shared drives, your HR or case system.Document renewal check
Records expiry dates for visas, Emirates IDs, trade licences and tenancy contracts, checks them each morning and drafts the renewal pack when one falls due.
Replaces: expired documents found too late.
Runs in: Your HR register or spreadsheet.Contract to onboarding
A signed contract creates the customer in your accounts and CRM, sets up the folders and project, and drafts the welcome email.
Replaces: typing each new customer into three systems.
Runs in: n8n, your e-signature tool, accounting, CRM and shared drive.Returns handling
Reads each return request, checks the order against your policy, and drafts the reply and courier booking for your team to check.
Replaces: returns handled from memory.
Runs in: Shopify or your marketplace, email and your courier account.Management and support
One morning read for the owner, and a shared inbox and team chat that answer themselves.
Morning management brief
Pulls the numbers from each branch, spreadsheet and system overnight and sends one short brief with what changed and what needs a decision.
Replaces: logging into every system each morning.
Runs in: Your accounting, CRM, bookings and spreadsheets.Support inbox triage
Sorts a shared inbox by need, drafts replies in your words, and routes anything unusual to the right person.
Replaces: a shared inbox nobody owns.
Runs in: Outlook or Gmail, and your helpdesk.Team chat assistant
Answers your team's questions in WhatsApp, Teams or Slack from your own documents, and checks with a person before anything leaves the business.
Replaces: the same questions answered by the same people.
Runs in: WhatsApp, Teams or Slack, and your shared drive.Getting one built for your business
Each system here starts as one job someone does by hand.
If one is close to your problem, tell us the job and name the system. You get a reply within one working day.
See CRM and sales automation and AI agents for more. You own every build, in your accounts, at a fixed price agreed in writing: see how we work.
Tell us the job you would automate first
A few lines is enough, and you will hear whether it is worth automating.