Use cases
AI Use Cases, by Function
Every operation we would look at in an assessment, grouped by where it sits in the business. 31 of them, and the 10 we have already built carry a link to the write-up.
The signal line under each one is written so you recognise your own week rather than a category name. If none of them describe you, that is useful information too.
Sales and revenue
The two places money leaks here are time and consistency: how long a lead waits, and whether the second follow-up ever happens.
Speed to lead
We have built this - read itQualifying and booking inbound while the lead is still on the page
Inbound waits hours, and anything arriving after five sits until morning
Inbound qualification
We have built this - read itScoring enquiries against the customers you actually want
The calendar fills with whoever called rather than with good-fit work
Follow-up sequences
Assessed, not yet published
The second, third, and fourth touch that nobody has time for
Deals go quiet and nobody notices for a fortnight
Proposal drafting
Assessed, not yet published
A first draft from your own past proposals and pricing logic
Proposals wait for a partner who is in delivery until Thursday
CRM hygiene
Assessed, not yet published
Records written from what actually happened on the call
Your pipeline report is wrong and everyone quietly knows it
Renewals and churn signals
Assessed, not yet published
Watching account behaviour and flagging what is about to leave
Churn is discovered at renewal rather than three months before it
Customer service
The highest-volume, best-evidenced work in most companies, which is why it is usually the fastest thing to measure.
Support inbox and chat
We have built this - read itThe repetitive load, carried on your real replies rather than your help centre
Two or three people answer the same forty questions every day
Ticket routing and triage
Assessed, not yet published
Classification and priority decided on content rather than keywords
Tickets sit in the wrong queue and the clock is already running
Returns and exceptions
Assessed, not yet published
Applying the policy you actually want applied, the same way every time
Three agents give three different answers to the same request
Order and delivery status
Assessed, not yet published
Answering from the systems that already hold the answer
Where is my order is a meaningful share of your contact volume
Escalation summaries
Assessed, not yet published
The history a human needs before they pick up an angry thread
Whoever takes the escalation spends ten minutes reading first
Quoting and pricing
Where margin is decided by judgement, and where that judgement usually lives with two people who are also doing four other things.
Quoting and estimating
We have built this - read itDrafting the estimate from your catalogue, your rules, and years of quotes actually sent
Two days is normal, and about a fifth go stale before they go out
Configuration checks
Assessed, not yet published
Catching the combinations that do not work before they reach a customer
A wrong spec gets found in production rather than at quote
Tender and RFP response
Assessed, not yet published
First-pass answers assembled from what you have already answered
Every RFP restates the last five, and it still takes a week
Discount and margin review
Assessed, not yet published
Flagging what falls below the floor before it is promised
Margin erosion is discovered in the monthly report
Finance and cash
The cheapest systems to build and the fastest to show up in the bank, which is why they are often the right first project.
Same-day invoicing
We have built this - read itThe invoice goes out the day the job is marked complete
You invoice the week after the work, sometimes later
Collections and chasing
We have built this - read itThe right chase on the right invoice, in your voice, with humans flagged in
Cash sits in 60- and 90-day and one person chases when they can
Invoice and bill processing
Assessed, not yet published
Reading supplier documents and matching them without re-keying
Someone types numbers from a PDF into a system every week
Expense checks
Assessed, not yet published
First-pass review against your own policy, exceptions escalated
Expense approval is a rubber stamp until it very suddenly is not
Reconciliation
Assessed, not yet published
Matching what arrived against what was ordered and billed
Month end is a person with two screens and a spreadsheet
Operations and delivery
Usually the largest cost line and the least documented, because it is held together by people who have been there a long time.
Job dispatch and scheduling
We have built this - read itAssigning and tracking work on your zones, skills, and job history
One person is on the board from open to close and the day falls apart when they are sick
Client onboarding
We have built this - read itThe whole setup checklist: contracts, folders, access, kickoff
Delivery cannot start for three days after signature
Order entry
Assessed, not yet published
Reading orders out of email, PDFs, and portals into your system
Orders arrive in five formats and someone re-types all of them
Approval workflows
Assessed, not yet published
Routing decisions with the context attached, and chasing the ones that stall
Things wait on an approval nobody remembers is theirs
Status reporting
Assessed, not yet published
Assembling the update from tools that already hold every part of it
Hours a week go into building a report from four systems
Supplier communication
Assessed, not yet published
Chasing, confirming, and reconciling with suppliers and logistics
The founder is the supplier communication layer
People and knowledge
The work that makes senior people into a search engine, plus the retirement risk nobody wants to name.
Hiring screen
We have built this - read itScoring applicants against the actual role and the people who already do it well
First-pass screening has become a second job for managers
Floor and technical knowledge
We have built this - read itAnswers pulled from your SOPs and the answers those people have already given
The same forty questions land on the owner or the plant manager every week
Employee onboarding
Assessed, not yet published
Accounts, access, and the first-week path without someone shepherding it
New starters spend their first week waiting for access
Document classification and retrieval
Assessed, not yet published
Making years of contracts, specs, and correspondence answerable
Finding the right version is a person asking another person
Contract review support
Assessed, not yet published
First-pass flagging against your own positions, decision left to a human
Standard agreements still queue behind someone senior
Our latest projects
The ten most recent, written up with the numbers attached. They are not the only ten.
Manufacturing
Manufacturer
Customer support system
3 agents
Workload absorbed by the system
Hours to minutes
First reply time
Home Services
Home Services Company
Sales system
4h to 4min
Time to first callback
19% to 28%
Close rate on inbound
Distribution
B2B Distributor
Quoting system
2 days to 4h
Estimate turnaround
Professional Services
Professional Services Firm
Onboarding system
3 days to 40min
New client setup
Same week
Delivery start, previously the next
What not to automate first
A shorter list, and a more useful one. Every entry here has cost somebody a quarter.
| Leave it alone | Why |
|---|---|
| Decisions that are political | The system becomes the argument. Fix the disagreement first, or pick something else. |
| Processes nobody can describe | If three people describe it three ways, you are automating a guess. |
| Work with no usable history | Without past cases there is nothing to train on and nothing to test against. |
| High-risk decisions with no review step | One confident wrong output destroys trust permanently. Build the review first. |
| Anything chosen because AI is the current mandate | That is how a working system ends up attached to a cost line that was never the problem. |
| A broken process | Automating it makes it fail faster and more consistently. Removing a pointless approval is free. |
Which of these applies depends on your size
Find out what your most expensive operation is
The assessment covers the whole company: how you get customers, how you deliver, and how the place runs. You get it in writing, and you can build from it with or without us.