These 60 AI automation examples each describe one job: what starts it, the steps, which steps run on rules, which need a model and which stay with a person, where people approve and what to measure. Filter by function or industry to find the ones that match your team.
Most pages about AI agents stay abstract. These stay concrete: named steps, named systems and a named person on each decision.
Every entry includes
The 60 entries run across eight functions and three industries we serve: property management, logistics and professional services. Larger programs are described as blueprints.
Pick a function, an industry or both. Each combination has its own URL, so you can share a filtered view.
60 use cases
Payables, receivables, reconciliation, close and billing.
Finance · Logistics
An agent reads each carrier invoice, finds the load and signed rate confirmation in your TMS, and checks line haul, fuel and accessorials against what was agreed. Clean invoices go to payment approval. Mismatches reach an auditor with the difference spelled out. Built for freight brokers and 3PLs that pay carriers every week.
6 steps · McLeod, Turvo, Gmail
Finance
Each supplier invoice is compared with its purchase order and goods receipt before anyone approves it. Quantities, prices and totals that agree within your tolerance move on automatically. Everything else lands in a short review queue with the mismatch highlighted. Suited to finance teams keying invoices against POs in an ERP.
6 steps · NetSuite, SAP, Sage Intacct
Finance
For non-PO invoices, a model proposes the GL account, department and cost center from the vendor, the line description and how similar invoices were coded before. Rules apply your coding policy first, and an approver confirms low-confidence picks. Fits teams where coding is the slowest step in accounts payable.
6 steps · QuickBooks, Xero, NetSuite
Finance
Before each payment run, the system checks every invoice for duplicates and every vendor record for changed bank details. Suspicious items are held and sent to a named person for a call-back to a number already on file. A control for AP teams who want payment fraud and double payments stopped earlier.
6 steps · NetSuite, QuickBooks, Gmail
Finance
Bank feed lines are matched to invoices, bills and journal entries by rules first, then by a model for the leftovers. Proposed matches are posted once confirmed, and unexplained items are listed with a suggested cause. Meant for accounting teams that spend the first days of each month clearing a bank rec.
6 steps · QuickBooks, Xero, NetSuite
Finance
When an invoice passes its due date, the system checks for open disputes, picks the right contact and sends a reminder in the tone your policy sets for that account. Replies are read and logged. Collectors spend their time on the accounts that need a call. For teams chasing payments from spreadsheets.
6 steps · QuickBooks, NetSuite, HubSpot
Finance
At close, the system collects received-not-invoiced items, unbilled work and recurring expenses, calculates each accrual with its source, and drafts the journal entries. The accountant reviews a schedule instead of building one from scratch. For controllers who rebuild the same accrual workbook every month.
6 steps · NetSuite, Sage Intacct, Google Sheets
Finance
Receipts are read, matched to claim lines and tested against your travel and expense policy. Compliant claims go straight to manager approval. Claims with a missing receipt, an over-limit meal or a duplicated item come back to the employee with a specific fix. For finance teams reviewing claims by hand.
6 steps · Expensify, Xero, Gmail
Finance · Property management
Contractor invoices are captured from email, matched to the work order and property, and checked against agreed rates or a not-to-exceed amount. Approved invoices post as bills against the right property. Built for property managers whose maintenance invoices arrive without a clear work order number.
6 steps · AppFolio, Buildium, Yardi
Finance · Property management
After month-end, the system pulls income, expenses and reserves for each property, builds the owner package and drafts a short written summary of occupancy, maintenance spend and notable items. A property accountant reviews each package before it is sent. For managers who assemble statements from exports.
6 steps · AppFolio, Yardi, Buildium
Finance · Professional services
Approved time and expenses are grouped by client and matter, priced at the right rate, cleaned up for narrative quality and assembled into a draft invoice. The billing manager reviews drafts, not raw time. For law, accounting and consulting practices that bill on the 1st and spend days getting there.
6 steps · Clio, QuickBooks, Xero
Finance
Payments arrive with remittance advice in emails, PDFs and portal downloads. The system reads each one, matches it to open invoices and posts the application. Short pays, overpayments and unknown payers are queued with a suggested explanation. Aimed at accounts receivable teams that apply cash by hand.
6 steps · NetSuite, QuickBooks, Gmail
Intake, dispatch, vendors, inventory and day-to-day coordination.
Operations · Logistics
Delivery documents come in from drivers and carriers as photos, scans and emails. The system reads each proof of delivery and bill of lading, checks it against the load, and closes the load once it is complete and clean. Missing or exception-marked documents are chased automatically. For brokers and 3PLs waiting on paperwork to bill.
6 steps · McLeod, Turvo, Gmail
Operations · Logistics
An agent answers shipper check calls and emails with the latest tracking status from your TMS and carrier updates, and escalates late or exception loads to a person. Customers get an answer in minutes and dispatchers get fewer interruptions. For brokers handling many repeat status requests every day.
6 steps · McLeod, Turvo, Outlook
Operations · Logistics
New carriers submit authority, insurance, W-9 and payment details. The system reads each document, checks it against your onboarding rules and the public registry data you rely on, and presents a complete or incomplete file to your carrier team. Fits brokers who onboard carriers by chasing attachments.
6 steps · Gmail, Google Drive, McLeod
Operations · Logistics
Shippers send load tenders as emails, PDFs and spreadsheets. An agent reads each one, checks addresses and dates, and creates the load in the TMS as a draft for the planner to confirm. For logistics teams keying orders by hand from a shared inbox.
6 steps · Outlook, McLeod, Turvo
Operations · Property management
Requests arrive by phone, text, email and the resident portal. The system identifies the unit, asks follow-up questions, collects photos and access windows, opens the work order and offers it to the right vendor. For property managers whose staff retype requests into the system each day.
6 steps · AppFolio, Buildium, Yardi
Operations · Property management
A voice agent answers calls outside office hours, asks the questions your emergency rules require and decides whether to page the on-call manager, dispatch an approved vendor or log the request for morning. Residents reach someone quickly and the on-call person stops being woken for dripping taps.
6 steps · AppFolio, Twilio, Slack
Operations · Property management
When a move-out is confirmed, the system creates the turnover checklist, books cleaners, painters and repair vendors in the right order, and keeps the move-in date in view. Delays are flagged to the manager early. For property teams juggling several turns at once.
6 steps · AppFolio, Yardi, Google Calendar
Operations · Property management
Pay stubs, IDs, bank statements and references are collected, read and checked for legibility and completeness, then matched to the application. Leasing staff see a file with gaps listed. Approval stays with your team and your written screening criteria. For managers who spend hours chasing missing documents.
6 steps · AppFolio, Buildium, Google Drive
Operations
A new supplier fills in one form. The system collects W-9 or tax forms, insurance and bank details, checks each against your policy, requests what is missing and creates the vendor record once a person approves. For procurement and finance teams that onboard suppliers over email.
6 steps · NetSuite, Coupa, DocuSign
Operations
When stock falls below a reorder point, the system calculates the quantity, picks the supplier and price from your agreements and drafts a purchase order for a buyer to approve. For distributors and retailers whose reordering depends on one person's spreadsheet.
6 steps · NetSuite, Shopify, Google Sheets
Operations
Every email to a shared mailbox is read, classified, matched to a customer or case and routed to the right queue with its attachments. Duplicates and noise are filtered out. For teams where one person triages the inbox first thing every morning.
6 steps · Gmail, Outlook, Zendesk
Hiring, onboarding, policy questions and offboarding.
HR
Applications are read against the must-have criteria the hiring manager wrote down, and each candidate gets a short, sourced summary of what the resume shows. Recruiters see a sorted queue with reasons and decide who moves on. For teams that receive more applications than they can read.
6 steps · Greenhouse, Lever, Gmail
HR
Once a recruiter advances a candidate, the system finds times that suit the interview panel, offers the candidate options, books the rooms and links, and moves the rest when someone cancels. For recruiting teams losing candidates in email threads over availability.
6 steps · Google Calendar, Greenhouse, Gmail
HR
Accepting an offer starts a checklist that collects paperwork, orders equipment, requests access, schedules the first week and reminds the manager of their tasks. HR sees what is blocked. For growing companies where onboarding lives in a spreadsheet and a few memories.
6 steps · BambooHR, Workday, Google Workspace
HR
An assistant answers questions about leave, expenses, benefits and conduct from your current policy documents, quotes the passage it relied on and sends anything unclear or personal to HR. For HR teams answering the same questions in chat all day.
6 steps · Slack, Microsoft Teams, Confluence
HR
A resignation or termination record starts a timed checklist: access removal, equipment return, final pay inputs, knowledge handover and exit paperwork. Each owner gets their task and nothing is forgotten. For companies where the leaver's accounts stay active for weeks.
6 steps · BambooHR, Okta, Google Workspace
HR
Free-text survey comments are grouped into themes, counted by team and quoted so leaders can see what people said in their own words. Small groups are suppressed to protect anonymity. For HR teams reading thousands of comments before the leadership readout.
6 steps · Google Sheets, Notion, Slack
Tickets, calls, inquiries and customer follow-up.
Support
Each ticket is classified by topic, urgency and sentiment, matched to the customer's plan and history, and sent to the right queue with a suggested priority. Agents start with context instead of a blank ticket. For support teams where a lead sorts the queue by hand.
6 steps · Zendesk, Intercom, Salesforce
Support
For each ticket the system drafts a reply grounded in your help center articles and similar solved tickets, cites its sources and leaves the agent to edit and send. Simple, well-covered questions can be answered automatically once you decide to allow it. For teams with a large help center and slow replies.
6 steps · Zendesk, Freshdesk, Intercom
Support
A voice agent answers every call, handles routine questions from your approved information, books or moves appointments in your calendar and hands urgent or complicated calls to a person with a summary. For service businesses that lose callers to voicemail.
6 steps · Google Calendar, HubSpot, Twilio
Support
The system watches open conversations for repeated contact, sharp changes in tone, mentions of canceling or a competitor, and blown SLAs, then alerts the account owner with the evidence. For support and success teams that learn about unhappy customers too late.
6 steps · Zendesk, Salesforce, Slack
Support · Property management
Inquiries from listing sites, your website and email get an answer within minutes from current availability, pricing and policies. Prospects book a showing into an agent's calendar, and each conversation is logged against the lead. For leasing teams whose replies arrive the next morning.
6 steps · AppFolio, Buildium, Zillow
Support · Logistics
When a shipper reports damaged or missing freight, the system collects the details and evidence, checks the load and delivery documents, and opens a claim file with the right deadlines. A claims specialist handles the decision and the carrier conversation. For brokers who gather claim evidence by email.
6 steps · Outlook, McLeod, Google Drive
Research, routing, follow-up, pipeline and quoting.
Sales
For each target account, the system gathers firmographics, recent news, hiring and technology signals, then writes a short note on why the account fits and who to contact, with sources linked. Reps start from a brief instead of a blank tab. For sales teams doing research between calls.
6 steps · Salesforce, HubSpot, Apollo
Sales
Form fills, demo requests and chat are matched to existing accounts, enriched, scored against fit and intent rules and routed to an owner with an alert, all in minutes. Leads not worked within your SLA are reassigned. For revenue teams where inbound sits in a queue.
6 steps · HubSpot, Salesforce, Chili Piper
Sales
After each call, the transcript becomes a follow-up email draft and a set of proposed CRM updates: next step, close date, stakeholders and qualification fields. The rep approves both. For sales teams whose CRM is accurate only on the day of the forecast call.
6 steps · Gong, Salesforce, HubSpot
Sales
Each day the system checks open deals for stale dates, missing next steps, silent champions and competitor mentions, then sends the manager a short list with the evidence. Forecast reviews start from checked data. For sales managers who find out a deal is stuck in the last week of the quarter.
6 steps · Salesforce, HubSpot, Clari
Sales · Logistics
Rate requests arrive by email in many formats. The system reads the lane, equipment and dates, pulls contract rates and recent market data you already hold, and drafts a quote for a rep to adjust and send. For brokers where reps quote from memory and spreadsheets.
6 steps · Outlook, McLeod, Salesforce
Sales · Professional services
From a brief or a call summary, the system finds the most relevant past proposals, case descriptions and team bios, assembles a first draft in your template and flags every claim that needs checking. For firms where each proposal starts by copying an old one.
6 steps · Google Drive, SharePoint, Salesforce
Drafting, repurposing, campaign checks and reporting.
Marketing
Given a structured brief, the system drafts an article, page or email from your product docs, call transcripts and style guide, cites the sources it used and runs claim checks. An editor shapes the draft and publishes it. For content teams that spend most of their time on first drafts.
6 steps · Notion, Asana, WordPress
Marketing
After a webinar or podcast, the system transcribes it, drafts a summary, key takeaways, social posts and an email, and attaches timestamps so editors can verify each quote. For marketing teams that record events and never reuse them.
6 steps · Zoom, Google Drive, HubSpot
Marketing
Every campaign is tested before launch for broken links, missing tracking parameters, wrong audience segments, subject-line issues and unsubscribe handling. The owner receives a pass or a short fix list. For teams where one wrong send is too many.
6 steps · HubSpot, Mailchimp, Klaviyo
Marketing
The system watches the competitor pages, pricing pages, release notes and job posts you choose, detects what changed and writes a short weekly brief with links. Product marketing reads one page instead of twelve tabs. For teams that find out about a competitor launch from a customer.
6 steps · Notion, Slack, Google Sheets
Marketing · Professional services
An interview recording becomes a structured case study draft with the client's own words, a timeline and a list of every claim to verify. The client and your risk team approve before anything is published. For firms with strong work and few published stories.
6 steps · Zoom, Google Drive, Notion
Helpdesk, access, evidence for audits and monitoring.
IT
Requests from Slack, email and the portal are classified, matched to the user and device, and either resolved by a scripted fix such as a password reset or routed to the right technician with context. For small IT teams buried in repeat requests.
6 steps · Jira Service Management, ServiceNow, Slack
IT
Joiner, mover and leaver events in the HR system trigger access changes: groups, licenses and app accounts are added or removed according to a role matrix, with approvals for anything unusual. For IT teams provisioning by ticket and checklist.
6 steps · Okta, Microsoft Entra ID, BambooHR
IT
Before each access review, the system pulls who has access to which systems, flags leavers, dormant accounts and changes since last time, and sends each reviewer a short list to confirm. The evidence is stored for the auditor. For IT and compliance teams assembling spreadsheets for every review.
6 steps · Okta, Microsoft Entra ID, Google Sheets
IT
When an alert fires, the system gathers context such as the user, device, recent logins and related alerts, writes a short summary and a suggested next check, and opens a ticket for the analyst. It does not take response actions on its own. For small security teams reading raw alerts.
6 steps · Splunk, Microsoft Entra ID, Jira
IT
Failed runs in your workflows and integrations are collected in one place, grouped by cause, retried where safe and turned into tickets that name the system, the record and the likely fix. For teams who learn that a sync broke when a user complains.
6 steps · n8n, Jira, Slack
Contracts, questionnaires, intake checks and records.
Legal and compliance
Contracts are read and the terms you track, such as renewal dates, notice periods, payment terms and key obligations, are extracted with a link to the clause. Uncertain fields go to a reviewer. Reminders fire before notice deadlines. For teams that find out about an auto-renewal after it renews.
6 steps · Ironclad, DocuSign, Google Drive
Legal and compliance
An incoming NDA is compared with your standard positions: term, definition of confidential information, residuals, governing law and more. Acceptable ones are returned with a short note. Deviations are marked with your fallback wording for a lawyer to decide. For legal teams reviewing the same document all week.
6 steps · Ironclad, DocuSign, Gmail
Legal and compliance
Customer security questionnaires are matched against your library of approved answers and policy documents. The system fills what it can with citations and routes new or uncertain questions to the right owner. For teams that spend days answering the same questions for each prospect.
6 steps · Google Sheets, Confluence, Notion
Legal and compliance · Professional services
New clients are sent a checklist for identity, ownership and source-of-funds documents. The system reads what arrives, checks it is complete and consistent, runs the screening you use and gives the compliance officer a file ready to review. For firms that gather KYC by email.
6 steps · Clio, DocuSign, Gmail
Legal and compliance · Professional services
When a new matter is opened, the system extracts the parties and related names, searches your client and matter records, and lists possible conflicts with the match reasoning. A lawyer clears or escalates each one. For firms where conflict checks wait on a person with the database access.
6 steps · Clio, NetDocuments, iManage
Legal and compliance · Property management
Leases and amendments are read and the terms you track, such as rent, escalations, renewal options, CAM and recovery clauses and notice dates, are extracted with a link back to the clause. Uncertain fields go to a reviewer before anything is written to your records.
6 steps · Yardi, AppFolio, Google Drive
Legal and compliance
When a policy is issued or training is due, the system assigns it to the right people, reminds those who have not finished, escalates to managers on a schedule and produces a completion report. For compliance teams chasing people one email at a time.
6 steps · BambooHR, Slack, Google Workspace
Legal and compliance
When a person asks for their data, the system logs the request, verifies who is asking, searches the systems you list, gathers the matching records and prepares a package with redactions marked for review. Privacy staff decide what is released. For teams that run these requests by spreadsheet and deadline panic.
6 steps · Gmail, Zendesk, Salesforce
Legal and compliance · Professional services
From a new matter's intake details, the system selects the right template, fills in scope, fees, parties and terms, and highlights any non-standard clause. A partner reviews and sends. For firms where each engagement letter starts as an edited copy of the last one.
6 steps · Clio, DocuSign, SharePoint
A good first use case has a clear owner, a checkable result and a cheap failure. These eight tend to qualify.
| Function | Use case | Why it works as a first one |
|---|---|---|
| Finance | Run a three-way match on purchase invoices | High volume, clear rules, and every result can be checked against a document. |
| Support | Triage and route support tickets on arrival | A wrong label is visible and costs one click to fix, so it is cheap to test. |
| Sales | Score and route inbound leads while the buyer is still on the site | Speed to reply matters, and the routing rules already exist in someone's head. |
| Operations | Sort a shared inbox into the right work queues | Every team has one inbox like it, and a re-routed message does little harm. |
| HR | Run new-hire onboarding tasks from offer to day 30 | Mostly rules and reminders, with documents and legal checks left to HR. |
| Legal and compliance | Extract renewal dates and obligations from contracts | Read-only work, and a reviewer checks every field the model is unsure about. |
| IT | Triage IT helpdesk requests and fix the routine ones | Repeat requests dominate, and self-service actions can be limited to a short approved list. |
| Marketing | Check email campaigns against a QA checklist before they send | Most checks are rules, and a missed error is expensive enough to justify the effort. |
We usually do not start with anything that moves money or sends messages on its own. Begin where a wrong answer is visible and cheap to fix, then widen the permissions as the numbers justify it. The way we work follows the same order.
Matching supplier invoices to purchase orders, sorting support tickets into queues, routing inbound leads, pulling renewal dates out of contracts, and running onboarding checklists are typical. The library above holds 60 of them, each broken into steps with the tool, the trigger and the approvals spelled out.
A workflow follows steps written in advance. An agent chooses among tools and steps to reach a goal. Most useful business systems mix both: rules for the fixed steps, a model where something has to be read or drafted, and a person for decisions. Every step in these examples is tagged that way, so you can see how much is agent behavior and how much is plain automation.
No. The KPIs listed are what to measure, not what any client achieved. Savings depend on your volumes, your current handling time and your error rate, which is why a workflow audit measures a baseline first. The sample audit shows the format.
Yes. The entries are a shared vocabulary, not a menu. Most projects combine two or three of them, or adapt one to a system we have not listed. Tell us the job and the tools involved and we will say whether it is a good candidate.
A 30-minute call with an engineer. You will leave knowing what a system could do for that workflow and what it would take to build.
What happens next
Strategy call
We learn how the workflow runs today and what a good outcome would be.
Workflow audit
We map the process and measure where a system would save the most time.
Proposal
A written scope, timeline and fixed price for your first system. No obligation to build.
Scenox Studios AI assistant