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Illustrative workflow

Document

A supplier invoice PDF: INV-1042 from Example Supplies, for 10 units at €40 each.

Extracted fields

Supplier: Example Supplies · Invoice: INV-1042 · Net: €400 · VAT: €76 · Total: €476.

Validation

Check the total and purchase order, and flag missing supplier details or duplicate invoice numbers for review.

Destination

Create a draft supplier bill in your accounting system once the checks pass; your team reviews any exceptions.

Illustrative workflow

Incoming message

“Can you change the delivery address for order 1842 before it ships?”

Classification

Recognize an order-change request and match it to the customer and order.

Task creation

Create a task for the fulfilment team to check shipment status and confirm the new address.

Suggested reply

“We’ve received your request for order 1842. We’ll confirm whether the address can still be changed.” Your team reviews and sends it.

Illustrative workflow

Routing

A €2,400 purchase request goes to the department manager, then finance, according to your approval rules.

Reminders

If no one responds within two working days, remind the approver and notify the designated backup.

Exceptions

Missing quotes or over-budget requests go back for clarification. Rejections stop the purchase; decisions and timestamps stay with the request.

Illustrative workflow

Question

“What do I need to claim travel expenses?”

Answer

“Attach itemized receipts, include the trip purpose, and submit within 30 days of returning.”

Supporting source

Illustrative source: Travel & Expenses Policy, section 3, “Submitting a claim”. In your workflow, the answer links to the original document your employee has permission to access.

When information is missing

If no reliable source is found, the assistant says so and directs the employee to the policy owner.

Illustrative workflow

Connected systems

Your CRM and accounting system, for example HubSpot and Xero.

Records synchronized

An approved CRM deal creates a draft invoice and matches the customer by a stored ID, carrying across billing details, line items, and the deal reference.

Return update

When accounting records a payment, the invoice status and payment date update in the CRM.

Exceptions

Duplicate customers or conflicting billing details are flagged for review before records are changed.

Illustrative workflow

Source data

Combine CRM sales, accounting invoices, and project time entries each night.

Dashboard

See revenue, unpaid invoices, and hours by project in one view, with a last-updated time and links to the underlying records.

Scheduled summary

Every Monday at 08:00, send a summary such as: “€24,000 invoiced last week; €3,200 overdue; two projects above planned hours.”

Data checks

Flag missing or stale data so incomplete figures are not presented as a complete report.