AI Employees · what agents build
What an AI Employee builds inside its role
Each AI Employee has a name, a written position description and a seat in your Teams or Slack. What it builds sits inside that remit: work it starts on its own where the role calls for it, and work someone in the business asks for. Four roles, what each sets up, and a working example of each on sample data. For what an AI Employee is and the roles on the bench, see the AI Employees page.
What agents build
Four roles, and what each one sets up
Inside its role an AI Employee builds the systems the job needs: on its own initiative where the work sits in the efficiency scope of its position description, or when someone in the business asks in Teams or Slack. These are the four roles we place most often, what each sets up, and a working example of each on sample data.
Role 01 · Sales Coordinator AI Employee
Quoting and proposals
Works from your price book, your terms and the job details already sitting in your systems, and assembles a consistent, accurate quote or proposal for a person to check and send. Quoting is one of the first things the role takes on, because it sits squarely in the efficiency scope of the job.
Works with. Xero, common CRMs and job management systems, Google Workspace and Microsoft 365, with the system access its position description grants.
What it sets up
- The pricing rules you already apply by hand: margins, options, inclusions, applied the same way every time
- A structured intake, or a feed straight off the CRM or job system, so quotes assemble from records you already keep with no retyping
- Your proposal format, and any other format you ask for in Teams or Slack the way you would ask a colleague
- The order that follows: invoice, stock allocation and freight booking written from one entry and reconciled
What it fixes
Slow turnaround, inconsistent pricing and quotes that depend on one person being available. If a quote takes days because it waits for whoever knows the pricing, work is lost to faster competitors. The Sales Coordinator keeps the turnaround predictable and removes the retyping that causes pricing errors. Every quote still waits for a person to approve it before it reaches the customer.
Working example · Sales Coordinator
One entry instead of four systems
The order is typed once. The Sales Coordinator writes the invoice, the stock allocation and the freight booking from it, reconciles the three, and holds everything until a person signs off.
Try it: create the order, then sign off what the Sales Coordinator prepared.
One entry, three systems
The order is entered once and fanned out. A person releases it, software does the typing
New order
- Customer
- Sample customer 12
- Item
- Bracket kit, galvanised
- Quantity
- 40
- Value
- $1,860.00
- Ship
- Thursday
Accounting
No invoice yet
Written from the one entry
Waiting
Inventory
No allocation yet
Written from the one entry
Waiting
Freight
No booking yet
Written from the one entry
Waiting
Reconciliation: runs once the systems are written
The order is typed once, here. The three systems on the right get written for you.
Role 02 · Accounts Payable Officer AI Employee
Invoices and admin
Captures supplier invoices, matches them to purchase orders, prepares the reconciliation and works through expense claims, and puts every payment in front of a person to approve. This is the repetitive, rule-based computer work owners most often lose their evenings to, and it sits at the centre of the role.
Works with. Xero and the other systems Australian businesses already use, with credentials held in managed secrets and your data excluded from model training under the platform's commercial terms. What it can reach is written into its position description. More on the FAQ page.
What it sets up
- Incoming invoices captured, categorised, matched to the purchase order and entered as draft bills
- Your own invoices raised from where the work is recorded, sent on schedule and followed up when overdue
- Data entry between systems, supplier and customer follow-up, document routing, expense claim checks, recurring finance reporting
- A spending cap it applies as a proposal is built, so a breach is caught on the day rather than at month end
What it fixes
Evenings spent on bills and claims, payments that wait on whoever has the login, and duplicates and mismatches that surface at reconciliation. The Accounts Payable Officer prepares the work and moves it between systems; you approve what goes out and what gets paid. Nothing is paid without a person.
Working example · Accounts Payable Officer
A budget the system enforces
Spending proposals roll up against rules that are on screen and checked live. The Accounts Payable Officer applies the cap as the proposal is built, so a breach blocks submission on the day and a person approves what passes.
Try it: include the van and watch the cap the Accounts Payable Officer applies.
A budget the system holds
Managers propose, the rollup checks every rule live, and a breach blocks submission
Proposals · Q3 capital and subscriptions
Rules the system enforces
- Quarter capped at $120,000$67,300 rolled up
- Software capped at $30,000 of the quarter$14,800 rolled up
- Single items over $25,000 need director sign-off1 item held for sign-off
Rollup
$67,300 of $120,000
Within budget. Items over the sign-off limit go to a director before anything is committed.
Role 03 · Systems Analyst AI Employee
CRM and accounting
Sits across the systems your business already runs on, so a record entered once turns up everywhere it is needed. The symptom it clears: the CRM, the accounting file and the job sheets each hold a slightly different version of the truth, and someone spends hours each week retyping between them.
Works with. Xero, common CRMs, Google Workspace and Microsoft 365. The process audit maps what is in use, what must stay and what must connect, and that becomes the role's position description before it starts.
What it sets up
- Contacts, invoices and jobs synced between platforms, with one agreed place where each record is entered
- An action in one system triggered by an event in another, or an interface that sits over several tools at once
- A watch on the operational signals across those systems, flagging what needs a decision from a person
- The clean data the other roles work from: the Data Analyst's dashboards, the Accounts Payable Officer's matching, the Sales Coordinator's quotes
What it fixes
Duplicate data entry, records that disagree with each other, and reports that take hours because the numbers live in three tools. Every other role is weaker when information is trapped in separate places.
You usually do not need to replace anything. The Systems Analyst starts with the existing stack, finds the friction inside its remit, and proposes a new system only where the business needs one. Any change to a live record follows the rules in its position description, with a person approving anything consequential.
Working example · Systems Analyst
Found on the day, not at month end
A job running long, a delivery that never scanned, stock quietly hitting zero. The Systems Analyst watches the signals across the systems it keeps in step and flags what needs a decision from a person.
Try it: open an alert to see the signal the Systems Analyst acted on.
Found today, not at month end
Rules watch the operational signals and flag what needs a decision on the day
The signal behind the flag
- MonOn hand 96 · Job 214 drew 30
- TueOn hand 66 · Job 219 drew 48
- Today 10:42On hand 0 · no purchase order open
- Open demandJobs 221 and 224 need 55 this week
The reorder never happened because usage doubled inside one week. The flag fires on the zero crossing, with the open demand attached, so purchasing knows the size of the hole and not just that one exists.
None of these are financial reports. A job clock, a carrier feed and a stock ledger, each with a rule watching it. The month-end report would have found all three in five weeks.
Role 04 · Data Analyst AI Employee
Reporting and dashboards
Assembles the recurring reports and the dashboards from the systems where the data already lives, and keeps them current. The problem it takes on is familiar: reporting that eats hours every week because someone has to pull numbers out of three tools and stitch them together in a spreadsheet.
Works with. Whatever holds the numbers: Xero, the CRM, the job system, the point of sale, Google Workspace and Microsoft 365.
What it sets up
- A dashboard built from the systems that already hold the numbers, kept to the handful that drive decisions
- Recurring reports generated and sent on schedule, with the live position on the dashboard in between
- Any other cut of the numbers you ask for in Teams or Slack, with a person reviewing anything that goes to the board, the bank or the wider team
- Financial, operational, workflow, turnaround, stock and team measures, whatever your systems record
What it fixes
The Monday morning spreadsheet. The Data Analyst reads the source systems directly, so the report assembles itself each week or month. Where a report sits in the efficiency scope of the role, it sets it up on its own. This usually depends on the systems being in step first, which is the Systems Analyst's remit above; once the data flows, the reporting is straightforward.
Working example · Data Analyst
Four stores, one Monday morning screen
An executive view the Data Analyst assembles for a retail group on sample data: sales by store, the SKUs doing the work, stock that is about to run out, and margin by category.
Try it: switch stores and check the low-stock flags the Data Analyst surfaced.
The week's trading on one screen
Four stores reporting into one executive view, updated from the store systems
Sales this week
$72,370
vs last week
+1.9%
Gross margin
41%
Stock lines low
2
Sales by store
Click a store to filter the screen to it.
Margin by category
- Kitchenware46% on $19,310
- Small appliances33% on $26,350
- Home audio40% on $16,910
- Seasonal & gifts52% on $9,800
Bar length is category sales; the figure is its margin.
Top SKUs
| SKU | Item | Units | Sales |
|---|---|---|---|
| SA-118 | Benchtop blender 1.2 L | 77 | $9,860 |
| KW-204 | Stone frypan 28 cm | 121 | $8,330 |
| HA-310 | Bookshelf speaker pair | 27 | $5,110 |
| SE-402 | Scented candle trio | 129 | $5,030 |
| HA-322 | Soundbar compact | 15 | $3,300 |
Stock on hand
| Line | On hand | Reorder at | Status |
|---|---|---|---|
| Stone frypan 28 cm | 86 | 55 | OK |
| Benchtop blender 1.2 L | 35 | 36 | Low stock |
| Bookshelf speaker pair | 12 | 14 | Low stock |
| Scented candle trio | 89 | 65 | OK |
| Espresso grinder | 11 | 8 | OK |
| Chef's knife 20 cm | 17 | 10 | OK |
| Soundbar compact | 11 | 10 | OK |
The owner's Monday morning without the spreadsheet: every figure here is assembled from the store systems overnight, and the low-stock flags are the reorder list.
Beyond the four
Any role builds inside its remit
The four above are the roles we place most often. The same mechanic holds for every role on the bench: a position description, work set up inside it, and a person at the gate. Here is a Procurement Officer doing the same thing with supplier feeds.
Working example · Procurement Officer
The cheapest listed price is not the cheapest
A Procurement Officer AI Employee runs one search across several supplier feeds, merges the same item where two feeds carry it, and compares on landed cost. It keeps the comparison current inside its own remit, and a person approves any order that follows.
Try it: switch searches and see what the Procurement Officer compares on.
One search, every feed
Three supplier feeds searched at once, duplicates merged, compared on landed cost
| Feed | SKU | Listed per box | Freight | Landed per box | |
|---|---|---|---|---|---|
| Feed A | HXB-10-100 | $92.50 | $0.00(Free over $75) | $92.50 | |
| Feed B | ST-HX10C | $84.00lowest listed | $18.50(Order below feed minimum) | $102.50 | Same item · FTX-M10 |
| Feed C | C-88412 | $86.20 | $9.00(Flat rate) | $95.20 | Same item · FTX-M10 |
Listings tagged with the same manufacturer code are one item appearing in more than one feed. The comparison treats them as one product with two prices, not two products.
Feed B shows the lowest listed price at $84.00, but its freight under the order minimum takes it to $102.50 landed. Feed A is $8.50 dearer on the sticker and the cheapest to actually buy.
Thirty minutes, one conversation
Tell us the role you would otherwise hire for. We will show you one working against your own process, tell you what the position description would say, and what it would cost, in writing, before anything starts.