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An AI employee to keep records, orders and documents moving.

It prepares records, checks documents, updates tools and hands discrepancies to authorised people under the organisation’s rules.

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Controlled executionSUBSTI / RUN-284
  1. 01
    Mission

    Supplier invoice received

  2. 02
    Plan

    Read · reconcile · enter · verify

  3. 03
    Memory

    Procedure AP-04 and supplier record

  4. 04
    Tool

    ERP opened through a controlled session

  5. 05
    Exception

    Purchase order variance detected

  6. 06
    Human

    Validation requested above threshold

  7. 07
    Trace

    Action closed and execution logged

Operating model illustration. This is not a product screenshot.

AI employee scope

From incoming information to a controlled hand-off.

01

Receives

  • Incoming email and forms
  • Purchase orders, quotes and administrative documents
  • Internal requests
  • Exports or events from management tools
02

Understands

  • The record type and stage
  • Expected fields and documents
  • Priority rules
  • Thresholds requiring approval
03

Searches

  • Customer or supplier records
  • Approved prices, references and terms
  • Record history
  • Current procedures
04

Executes

  • Create or complete a record
  • Prepare an order or acknowledgement
  • Update the ERP or CRM
  • File documents
  • Prepare a follow-up
05

Checks

  • Document presence and legibility
  • Consistency of references, dates and amounts
  • Duplicates and incompatible statuses
  • Access-right and threshold compliance
06

Hands to people

  • Incomplete or contradictory records
  • Commercial terms outside the repository
  • Contractual commitment
  • Final approval required by procedure

You define the autonomy of your AI employees.

Level 1

Assistant

The AI employee researches, analyses and prepares. A person performs the action.

  • Research
  • Analyse
  • Prepare
Level 2

Preparer

The AI employee prepares a complete action and waits for approval before execution.

  • Prepare the action
  • Explain checks
  • Wait for approval
Level 3

Operator

The AI employee performs authorised actions, flags exceptions and preserves a trace.

  • Execute authorised actions
  • Check the result
  • Flag exceptions
Level 4

Manager

The AI employee coordinates several processes or AI employees and involves people at critical stages.

  • Coordinate
  • Apply rules
  • Manage dependencies
  • Escalate critical stages

Exceptions

What stops or escalates.

  • Unknown customer or supplier
  • Order without a reference
  • Unreadable document
  • Price discrepancy
  • Unavailable software

KPIs

What to measure.

  • Processing time
  • Complete-record rate
  • Data re-entry volume
  • Backlog
  • Exception rate

Integration

What it can use.

  • ERP and sales-operations software
  • CRM
  • DMS and email
  • Customer or supplier portals
  • APIs, MCP, connectors or interface

Compatible processes

Begin with one bounded and repeatable mission.

01Order entry and checks
02Record creation and completeness
03Document filing
04Repository updates
05Missing-document follow-up

Indicative subscription: around €1,000 per month per AI employee, plus integration setup. Final scope depends on software, volumes, controls and infrastructure.

FAQ

Questions before scoping.

Can the AI employee approve an order on its own?

Orders matching explicit rules can reach controlled execution. Thresholds, exceptions and commitments remain subject to defined approvals.

Can it work with a legacy ERP?

An API or connector is preferred. If no adequate connection exists, an interface-interaction scenario can be tested and controlled.

Which role should work differently tomorrow?

Tell us about a function, a volume and the software involved. We will identify the first scope to turn into an AI employee.

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