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Use Cases

Use cases illustration

Find Your Competitive Edge

Use Cases = Real-World Automations That Drive Results

AI agents automate business processes through specific, repeatable patterns. Each use case shows you:

  • The automation step-by-step - Exactly what happens from start to finish
  • Where it fits - Which business processes benefit most from automation
  • Complexity level - Whether it’s a foundational automation or advanced integration
  • Implementation approach - How businesses actually deploy these solutions

Why this matters: Instead of abstract features, you see concrete automations you can implement. Start with foundational automations that solve immediate problems, then build towards advanced automations that create competitive advantages.

Two types of automations:

  • Foundational Automations - Essential processes that improve daily operations (single-step or simple multi-step, quick to implement)
  • Advanced Automations - Complex processes that differentiate your business (multi-system integrations, intelligent decision-making, end-to-end automation)

The progression: Most businesses start with 2-3 foundational automations to build confidence and demonstrate value. Once these run smoothly, they expand to advanced automations that create sustainable competitive advantages.

Foundational Automations

Essential processes that improve daily operations:

Email Management

The Process:

  1. Monitor inbox for incoming messages
  2. Classify by type (customer inquiry, vendor, internal, spam)
  3. Route to appropriate person or department
  4. Flag urgent items for immediate attention
  5. Auto-respond with acknowledgment when appropriate

Best for: Businesses receiving 50+ emails daily across shared inboxes

Implementation: Days to weeks, integrates with existing email systems

Document Processing

The Process:

  1. Receive documents (invoices, contracts, forms, receipts)
  2. Extract key data fields (dates, amounts, names, terms)
  3. Validate extracted data against expected formats
  4. Enter data into business systems (accounting, CRM, ERP)
  5. Flag exceptions for human review

Best for: Businesses processing repetitive documents with consistent formats

Implementation: Weeks, requires sample documents for training

Customer Response

The Process:

  1. Monitor customer communication channels (email, chat, form submissions)
  2. Analyze inquiry type and urgency
  3. Respond immediately to common questions using knowledge base
  4. Route complex inquiries to appropriate team member
  5. Track response times and customer satisfaction

Best for: Businesses with high volume of routine customer inquiries

Implementation: Weeks to months, requires knowledge base setup

Advanced Automations

Complex processes that create competitive advantage:

End-to-End Customer Onboarding

The Process:

  1. Receive new customer signup or contract
  2. Create accounts across multiple business systems (CRM, billing, project management)
  3. Generate personalized welcome materials based on customer type
  4. Schedule onboarding calls and assign account manager
  5. Set up automated check-ins and milestone tracking
  6. Monitor progress and flag at-risk customers

Best for: Service businesses onboarding multiple new customers monthly

Implementation: Months, requires integration across multiple systems

Automated Compliance Reporting

The Process:

  1. Collect data from multiple operational systems
  2. Validate data completeness and accuracy
  3. Apply industry-specific compliance rules
  4. Generate required reports in mandated formats
  5. Route for internal review and approval
  6. Submit to regulatory bodies automatically
  7. Maintain audit trail and documentation

Best for: Regulated industries with recurring reporting requirements

Implementation: Months, requires deep compliance expertise

Intelligent Lead Management

The Process:

  1. Capture leads from multiple sources (web forms, events, referrals)
  2. Enrich lead data from public sources and databases
  3. Score leads based on fit and buying signals
  4. Route high-value leads to appropriate sales team member
  5. Nurture lower-priority leads with personalized content
  6. Track engagement and adjust scoring dynamically
  7. Alert sales team when leads show buying intent

Best for: B2B companies managing complex sales processes

Implementation: Months, requires marketing and sales system integration

By Industry

Industry-specific automations being implemented today:

Healthcare

Common Automations:

  • Appointment scheduling and reminder automation
  • Insurance verification and pre-authorization
  • Patient intake form processing
  • Medical record data extraction
  • Prescription refill request handling

Complexity Range: Foundational to Advanced

Key Consideration: HIPAA compliance requirements

Legal

Common Automations:

  • Contract clause extraction and analysis
  • Legal research and case law compilation
  • Document redlining and comparison
  • Client intake and conflict checking
  • Billing and time entry validation

Complexity Range: Foundational to Advanced

Key Consideration: Confidentiality and ethical compliance

Professional Services

Common Automations:

  • Proposal and RFP response generation
  • Project status reporting
  • Resource allocation and scheduling
  • Client communication management
  • Time tracking and expense processing

Complexity Range: Foundational to Advanced

Key Consideration: Client-specific customization needs

E-commerce

Common Automations:

  • Customer service inquiry handling
  • Order status and tracking updates
  • Return and refund processing
  • Product description generation
  • Inventory monitoring and reordering

Complexity Range: Foundational to Advanced

Key Consideration: Integration with e-commerce platform

Implementation Examples

How businesses approach automation at different scales:

Small Business (1-50 employees)

Typical Starting Points:

  • Email management and customer response automations
  • Document processing for invoices and contracts
  • Appointment scheduling and calendar management
  • Basic CRM data entry and updates

Common Progression:

  1. Start with one high-volume, repetitive task
  2. Expand to 2-3 foundational automations
  3. Move to advanced automations as team grows comfortable
  4. Focus on automations that allow small team to handle larger workload

Implementation Approach:

  • Quick wins first (weeks not months)
  • Leverage existing tools and systems
  • Minimal custom development
  • Emphasis on ease of use and maintenance

Medium Business (50-500 employees)

Typical Starting Points:

  • End-to-end process automation (onboarding, reporting)
  • Multi-system integrations across departments
  • Compliance and regulatory reporting
  • Complex customer journey automation

Common Progression:

  1. Audit high-impact processes across departments
  2. Implement foundational automations department by department
  3. Connect automations across systems for end-to-end processes
  4. Build advanced automations that create competitive differentiation

Implementation Approach:

  • Longer implementation timelines (months)
  • Cross-functional team involvement
  • Custom integration development often required
  • Focus on scalability and process standardization

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