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Automation Use Cases

This example demonstrates how AI-enabled automation can be used to streamline quoting for service-based businesses, using a system built and operated internally.

The challenge

Quoting often happens while on the move. Details are captured inconsistently, written down later, or re-entered manually, leading to delays, missed information, and inconsistent quotes.

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The Automation approach

​In this workflow:

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  • Job details are captured by voice

  • Voice input is automatically transcribed and structured into defined fields

  • Validation checks ensure required information is captured

  • Quotes are generated from structured data rather than free-text notes

  • Information flows directly into tracking and reporting systems without re-keying

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The outcome

​​Quoting becomes faster, more consistent, and easier to control. Information is captured once, structured correctly, and ready for reporting and follow-up without relying on memory or manual admin.

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Where this works best

​This type of automation is well suited to:

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  • Trades and field services

  • Project-based businesses

  • Any business quoting while away from a desk

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This example shows how AI enabled automation can be used to manage invoice approvals, classifications, and filing, using a system built and operated internally

The challenge

Invoices arriving by email are often manually reviewed, approved via ad-hoc messages, re-entered into spreadsheets or accounting software, and filed inconsistently. This creates delays, errors, and poor visibility over expenses.

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The Automation approach

​In this workflow:

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  • Supplier invoices arrive in a dedicated accounts inbox

  • Invoices are routed automatically to a Microsoft Teams channel for approval

  • Once approved, invoice content is read and classified using AI

  • Key data is entered into a structured financial spreadsheet

  • Expenses are allocated to the correct project or cost category

  • The invoice is filed automatically in SharePoint with a full audit trail

  • Data can also be passed into accounting software if required

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The outcome

Invoices are approved faster, classified consistently, and recorded accurately without manual re-entry. Financial data is structured, auditable, and ready for reporting across projects.

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Where this works best

This approach suits:

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  • SMBs with project-based expenses

  • Teams needing clear approval controls

  • Businesses wanting visibility without increasing admin​

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