Our process
What actually happens when you hire an AI Employee
No black box. A role is working within days of its induction, and better every week after it. This page walks through what happens from the morning it starts: what we do, what the business holds, and where a person stays in control.
Working within days, better every week
The role reads what it is given access to and goes live a few days after the scope document is received, with every output checked. What changes over the first month is the gate: as the corrections stop coming, write access follows and fewer things wait for a person. For larger organisations the four consulting parts come first; that twelve week plan is on the consulting page.
Position description
Written with you before day one: the objectives, the KPIs, the systems the role reaches and the actions that need a person to sign off. The role starts only once you have signed it.
Reads everything, day one
Read access first, to exactly what the position description names. In its first hours it reads the policies, the contracts and years of correspondence, so it starts with the context a long serving employee would have.
Working, every output checked
Picking up its own next task every thirty minutes from the first afternoon. Everything it produces goes to a person before it goes anywhere. Correct it once and the correction sticks.
Gate loosens
As the corrections stop coming, write access follows, gate by gate, and fewer things wait for a person. Reviews continue for as long as the role runs, and it gets better every month it is held.
The position description is yours, and the role starts only once you sign it. A role can be stood down on the notice in the agreement.
Position description
Written with you before day one: the objectives, the KPIs, the systems the role reaches and the actions that need a person to sign off. The role starts only once you have signed it.
Reads everything, day one
Read access first, to exactly what the position description names. In its first hours it reads the policies, the contracts and years of correspondence, so it starts with the context a long serving employee would have.
Working, every output checked
Picking up its own next task every thirty minutes from the first afternoon. Everything it produces goes to a person before it goes anywhere. Correct it once and the correction sticks.
Gate loosens
As the corrections stop coming, write access follows, gate by gate, and fewer things wait for a person. Reviews continue for as long as the role runs, and it gets better every month it is held.
The same question, asked twice
A generic chatbot answers from whatever it absorbed in training. An AI Employee read your documents in its first days and answers from what it found there. Here is the difference, side by side.
Example · sample data.
Confident tone, no source, and it never saw your policy. If it doesn't know, it guesses.
Cites the document it read. If nothing matches, it says "no record found" instead of guessing, and it can only open what its position description names.
What a role leaves behind
A chat window on its own does not change how a team works. Inside its remit an AI Employee builds the ordinary screens the job needs, so using it is just part of the job. The four roles we place most often, and what each sets up, are on the AI Employees page.
Dashboards
The numbers your team checks daily, assembled by a Data Analyst from your systems instead of by hand each week.
Approval queues
The sign-off gate as a screen: anything a role drafts waits here for a person to approve, edit or reject before it goes anywhere.
Internal apps
Small, purpose-built tools for specific jobs (quoting, intake, scheduling) that a Sales Coordinator or Systems Analyst sets up inside its role.
Reporting
Reports that assemble themselves on schedule, so the end-of-month scramble goes away.
One invoice, one morning
An illustrative morning for an Accounts Payable Officer AI Employee. The details differ for every business, but the shape of the work does not.
Written with you before the role starts: what it owns, which systems it reaches, and the one rule that never moves. Nothing is paid without a person.
- · Owns: supplier invoices, matching, reconciliation
- · Reaches: the accounts inbox, Xero, the PO register
- · Never alone: paying, or changing a bank detail
- · Reports to: the finance manager, in Teams
The role reads it, matches it to the purchase order, drafts the bill in your accounting software and notes the one thing that does not line up.
Nothing posts on its own. The drafted bill waits in the channel with the original invoice alongside, and a person approves, fixes or rejects it.
The decision log records what was done, when, and on whose approval, before anyone asks for it. When a supplier changes their invoice format, the role is corrected once and the correction sticks.
- Bill drafted by AP-01, 7:02
- Approved by m.reyes, 9:10
- Posted to Xero, 9:11
Your data stays yours
A role reading your documents only works if that data is handled properly. These are the questions owners ask us, with the short answers. The full position, and the standards we build to, is on the ethics and governance page.
- Is your data used to train AI models?
- No. Client data is excluded from model training under the platform's commercial terms. The role reads your documents to do its job, and nothing you store is used to train anyone's models.
- Who can see what?
- The role can reach only what its position description names, and read access comes before anything that writes. Your people keep their existing permissions.
- Where does it all run?
- AI Employees run on Legare's secure cloud platform. Credentials sit in managed secrets, never in a prompt.
- What gets logged?
- Every action, with the person who approved it and when, in a decision log you can hand to an auditor. Useful for both audits and disputes.
- What happens if you stop working with us?
- A role can be stood down on the notice in the agreement. The position descriptions, the decision log and everything the role built in your systems stay with you.
A first call is free and commits you to nothing. If we do not think a role stacks up for you, we will say so.