Sanne · Project Status Assistant
Operations · Example application
Automate project status reporting with AI
Collects status, deadlines, blockers and updates, and drafts a status report.
Connects to
Microsoft 365Automate operations with AI: less chasing
In operations, a lot of work falls between systems: a work order that is incomplete, a supplier that has not delivered, a shared inbox nobody owns. It is work nobody plans, and it still takes time every day.
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ISO 9001 & 27001500 projects delivered
12 AI employees for operations
An AI employee for operations keeps track of those loose ends. It fills gaps, asks questions, sorts and flags at the moment something can still be done. Replanning, admissions and interpretation stay with the people who have the overview.
- Microsoft 365
Kees · Work Order Processor
Operations · Custom implementation
Automate work order processing with AI
Turns engineers' work orders into billable lines and flags what is incomplete.
Connects toExactAFAS
Databases
Mirjam · Shop Floor Sync
Operations · Example application
Automate production planning with AI
Keeps the shop floor schedule and the office schedule in line, and reports differences to both sides.
Connects toDatabasesAPIsExact
Ronald · Fault Report Coordinator
Operations · Custom implementation
Route fault reports automatically with AI
Takes in fault and maintenance reports, sets the urgency and assigns them to the right engineer or supplier.
Connects toDatabases
Esther · Supplier Chaser
Operations · Example application
Automate supplier follow-up with AI
Tracks supplier commitments and checks in on anything at risk of running late.
Connects toExactDatabases
Dennis · Inbox Triage
Operations · Custom implementation
Sort a shared inbox automatically with AI
Sorts a shared inbox, answers what is clear-cut and passes the rest to the right person.
Connects toMicrosoft 365
Henk · Enrolment Assistant
Operations · Example application
Check enrolments automatically with AI
Processes applications and enrolments, checks them for completeness and keeps applicants informed.
Connects toMicrosoft 365Databases
Ingrid · Report Builder
Operations · Custom implementation
Automate management reporting with AI
Compiles recurring reports from your own systems and points out what has changed.
Connects toExactMicrosoft 365Databases
Marloes · Executive Assistant
Operations · Example application
AI assistant for your diary, inbox and meetings
Schedules meetings, pre-sorts email, prepares meetings and follows up action points.
Connects toMicrosoft 365
Wouter · Document Processor
Operations · Example application
AI document processing: extract data from PDFs
Reads data from PDFs, scans and forms, puts it into your systems and passes on anything it is unsure about.
Connects toExactAFAS
Jesse · Data Analyst
Operations · Example application
AI data analysis: ask questions about your figures
Answers questions about your figures in plain language, from your own systems, and flags what stands out.
Connects toPower BIExactMicrosoft 365
Gijs · Job Preparation Assistant
Operations · Example application
Automate job preparation with AI
Turns a quote and order into a job pack with materials, a schedule and what is still missing.
Connects toExactDatabases
Also relevant for operations
These AI employees sit with another department, but touch the same work.
Where does AI in operations deliver the most?
AI in operations delivers the most with work that gets stuck between systems and people: chasing suppliers, reading PDFs and work orders, sorting a shared inbox and keeping project status up to date. Your planner and team leaders still decide on priorities and exceptions. The AI employee makes sure they have the right information in time.
An example from the supply chain. A supplier doesn't confirm an order, or a delivery slips by a week. Usually you only find out when the warehouse calls. The supplier follow-up employee keeps track of the promise and chases it before the date passes. Meanwhile, packing slips, certificates and consignment notes go through the document data extraction employee, which puts the data into the right system. Once several of these agents are running, you want an overview: see a dashboard in which every AI agent has a task, limits and a log.
AI in the supply chain is mainly about following up agreements: an AI agent checks whether suppliers, carriers and systems do what was agreed, and flags a deviation before it becomes a problem. How such a colleague works is explained in what an AI employee is.
What we would not start with: forecasts on data that isn't right. A clever model on wrong stock figures mostly produces confident nonsense. Get the basics right first. Where you are better off starting is what we work out in the AI Opportunity Audit.
Task by task
This is the starting point for each task. Exactly where the line sits for your team, we agree together during setup.
- Automate project status reporting with AISanne · AI employee Project Status Assistant
Runs automaticallyPulls status, deadlines and blockers from your project tools and prepares a draft report.
A person decidesFinishing the report and approving it before it is shared.
- Automate work order processing with AIKees · AI employee Work Order Processor
Runs automaticallyCompletes work orders from the schedule and materials used, makes them billable and asks for what is missing.
A person decidesThe engineer fills in what is missing. What gets billed when in doubt is decided by the office.
- Automate production planning with AIMirjam · AI employee Shop Floor Sync
Runs automaticallyCompares the schedule with progress on the shop floor and tells both sides about deviations.
A person decidesReplanning. It affects lead times and customer commitments, so it stays with the planner.
- Route fault reports automatically with AIRonald · AI employee Fault Report Coordinator
Runs automaticallyTakes in reports, asks follow-up questions, sets urgency according to your rules and assigns them.
A person decidesReports involving immediate danger go straight to a person. Whether it calls someone out itself is set per urgency level.
- Automate supplier follow-up with AIEsther · AI employee Supplier Chaser
Runs automaticallyTracks supplier commitments and checks in before the date passes.
A person decidesEscalation, and anything that looks like a claim.
- Sort a shared inbox automatically with AIDennis · AI employee Inbox Triage
Runs automaticallySorts messages, answers standard questions and assigns the rest with a short summary.
A person decidesAnything that calls for judgement. When in doubt, a message goes to a named person.
- Check enrolments automatically with AIHenk · AI employee Enrolment Assistant
Runs automaticallyChecks enrolments for completeness, requests missing documents and assigns places within capacity.
A person decidesAdmission and selection. Those are decisions about people.
- Automate management reporting with AIIngrid · AI employee Report Builder
Runs automaticallyPulls the figures, calculates them the same way as last period and puts them in your existing format.
A person decidesInterpretation and conclusions. They need knowledge of what happened that month.
- AI assistant for your diary, inbox and meetingsMarloes · AI employee Executive Assistant
Runs automaticallyPre-sorts email, schedules meetings within your rules, gathers meeting papers and follows up action points.
A person decidesWhat is sent in your name. Emails with substance are prepared as drafts.
- AI document processing: extract data from PDFsWouter · AI employee Document Processor
Runs automaticallyReads data from PDFs, scans and forms, checks it and puts it into the right system.
A person decidesBorderline cases. Anything it is unsure about goes to a colleague with the document attached.
- AI data analysis: ask questions about your figuresJesse · AI employee Data Analyst
Runs automaticallyAnswers questions about your figures from your own sources, with the calculation attached, and flags anomalies.
A person decidesInterpretation and what you do about it. You agree the definitions of your figures yourself.
- Automate job preparation with AIGijs · AI employee Job Preparation Assistant
Runs automaticallyTurns a quote and order into a job pack with a materials list, a proposed schedule and open questions.
A person decidesThe technical judgement, ordering beyond the proposal and releasing the work.
You stay in control.
Not every decision should be made automatically. For each workflow, we set out:
- What can happen automatically.
- What is put forward for approval first.
- When a person is brought in.
- What information is stored.
- How actions are logged.
Integrations
The AI employees on this page work with these packages, among others. Is your system not listed? We can connect any system, even if there is no standard integration.
- Microsoft 365 integrationOffice platform with Outlook, Teams, SharePoint and OneDrive, with Entra ID for accounts and access.
- Exact Online API: connecting your CRM, online shop or AICloud accounting and ERP software from the Dutch company Exact, widely used by SMEs and their accountants.
- Connect AFAS to your other systemsDutch ERP and HR suite from AFAS that brings HR and payroll, finance, sales, purchasing and projects together in one environment.
- Google Workspace integrationGoogle's office suite with Gmail, Calendar and Drive, plus user and group management.
- Connect HubSpot to your other systemsCRM platform for marketing, sales and customer service, with contacts, deals and tickets in one place.
- Business Central integrationMicrosoft's ERP for growing and mid-sized organisations: finance, purchasing, sales, stock and projects in one system.
- Connect Salesforce to your other systemsCRM platform for sales and service that you can configure extensively with custom objects, rules and automation.
- Power BI integration with your systemsMicrosoft Power BI: reports and dashboards on data from your accounting, CRM, HR system and other sources.
Frequently asked questions
Which operational tasks can you automate with AI?
Tasks with a fixed pattern that currently fall between people and systems: making work orders billable, taking in and assigning fault reports, holding suppliers to their commitments, sorting a shared inbox, reading documents, preparing job packs, checking enrolments, compiling recurring reports and answering questions about your figures. A manager's diary and email are part of it too.
What is the difference between AI in operations and ordinary automation?
Ordinary automation follows fixed rules and stops at every exception. AI in operations can also read unstructured information, such as an email from a supplier or a scanned packing slip, and link a next step to it. Exceptions still go to a person.
Does an AI employee change the schedule itself?
No. It shows where the schedule and reality diverge and works out what that means. Replanning affects lead times and customer commitments, so that decision stays with the planner.
What happens to reports outside office hours?
The Fault Report Coordinator can take them in, ask follow-up questions and set the urgency according to your rules. Whether it also calls someone out is something you choose per urgency level. Reports involving immediate danger always go straight to a person.
Does this work with our ERP and our planning?
Yes, through the API or directly on the database. Often the gain is in connecting the side that currently sits apart, such as the shop floor, the engineer's app or the shared inbox.
Where do you start with automation in operations?
With the work that slips most often and follows a fixed pattern. That differs per organisation. If you do not yet know where most time is lost, the AI Opportunity Audit maps that out first.
Guides and services
Staff shortage: how do you cover the work without hiring more people?Hiring, outsourcing, a virtual assistant or an AI employee: what suits which kind of work.Hire a receptionist, use an answering service or let AI answer?A telephone answering service, someone at the front desk or an AI that picks up: what each can and can't do.AI for installation companiesWork orders, engineer scheduling and quotes, in the software you already useAI for car leasingLease applications, document checks and contracts, around your leasing systemAI Opportunity AuditKnow where the opportunity is before anything gets builtWhat does an AI employee cost?What drives the price, with an estimate for your situationAI implementationThe foundation first, then the first process, then expandAI automationWhat we automate, and where a person keeps deciding
How to put this to work
- 1A 30-minute callTogether we look at your process and your systems, and which task is the best place to start.
- 2Set up on your rulesIntegrations with your own systems, and agreeing what may run automatically and what a person approves.
- 3Measure and adjustFirst alongside your team, only then on its own. We look at what it delivers and adjust.
More on AI employees
- What is an AI agent? Explanation, examples and when you need oneWhat an AI agent is, what it is allowed to do and what it costs.
- Automate business processes: what it means, how to start and examples by departmentWhich work to automate, per department and per industry.
- AI Opportunity AuditKnow where the opportunity is before anything gets built.
Insights
- AutomationAutomate business processes: what it means, how to start and examples by departmentWhat process automation is, which processes to automate, when you need AI and how to start in nine steps, with examples by department.Read the article
- AutomationAutomating job sheets and scheduling for installersJob sheet automation for installation companies: turn a completed job sheet into invoice lines without giving your engineers any extra work.Read the article
- AutomationPower Automate or an AI agent: which fits your process?When Power Automate is enough, where it stops, and how to choose step by step between a fixed flow and an AI agent.Read the article