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AI Employees Five roles

Your nextemployeeisn’t human.

Each AI employee has a defined role, access to the systems that role needs, limits on what it may decide, and a person it reports to. Hire one for a single process, or several as a coordinated team.

ADM-0101

Administrative Employee

Clears the inbox, the paperwork and the data entry — every day, without a backlog.

Reads every incoming email and document, figures out what it is, pulls out the data, puts it where it belongs and closes the loop with the sender. Invoices, delivery notes, certificates, change requests, timesheets.

Typical tasks

  • Vendor invoices and three-way matching
  • Delivery notes and proof of delivery
  • Document filing and naming
  • Data entry into ERP and accounting
  • Status replies to customers and suppliers

Connects to systems like

Outlook / Gmail · SharePoint / Drive · ERP · Accounting

Hands to a human when

  • Amounts that don't match the PO
  • Unknown vendors or new bank details
  • Anything outside its approval limits
AP inbox · 14 processed todayExample · synthetic data
  • Cascade Freight LinesInvoice INV-20418Posted
  • Pinecrest PackagingDelivery note DN-7731Filed
  • Atlas FastenersInvoice AF-1190 · price changeNeeds approval
  • Midway Electric SupplyCredit memo CM-204Posted
  • Unknown senderBank detail change requestEscalated
  1. 01Email arrives
  2. 02Document read
  3. 03Data extracted
  4. 04Checked against ERP
  5. 05Posted
  6. 06Sender confirmed

The repetitive share of AP clerk, office manager and back-office admin work.

Map your admin workload

LCA-0302

Sales & Lead Conversion Employee

Contacts every lead in seconds, qualifies them and puts the appointment in your calendar.

The moment a lead comes in, it starts a natural conversation by text, WhatsApp or email, asks the questions your best salesperson would ask, checks real calendar availability and books the appointment. Then it logs everything in the CRM.

Typical tasks

  • First contact within seconds of a form fill
  • Qualification by your criteria
  • Booking, rescheduling and reminders
  • No-show and stalled-deal follow-up
  • CRM notes and pipeline stages

Connects to systems like

Web forms & ad platforms · SMS / WhatsApp / email · Google / Outlook Calendar · CRM

Hands to a human when

  • Large or unusual requests
  • Pricing negotiations
  • Unhappy or confused prospects
SMS · Lead L-2291Example · synthetic data

Hi Dana, this is the AI scheduling assistant for Harbor Mechanical. How many rooftop units are we talking about?

6 units across 3 buildings.

Our estimator can walk the roofs Tue 2:30 PM or Wed 10:00 AM. Which works?

Tuesday 2:30 works.

Booked · CRM updated · estimator briefed

  1. 01Lead arrives
  2. 02First message
  3. 03Qualifying conversation
  4. 04Calendar checked
  5. 05Appointment booked
  6. 06CRM updated

The follow-up and scheduling work that slows down SDRs, coordinators and owners.

See the Lead Conversion Agent

ORD-0203

Order Processing Employee

Turns emailed POs and order requests into clean ERP orders — and flags what needs a human.

Reads purchase orders in any format, matches every line to your catalog, checks pricing against contracts and stock against inventory, then drafts or releases the sales order and confirms it to the customer.

Typical tasks

  • PO intake from email, PDF and portals
  • SKU matching and unit conversion
  • Price and discount policy checks
  • Stock checks and order release
  • Order confirmations and backorder notices

Connects to systems like

Email · ERP · Product catalog / PIM · Inventory / WMS

Hands to a human when

  • Discounts beyond policy
  • Unknown or discontinued items
  • Credit holds and unusual quantities
PO 4471-B → SO-30917Example · synthetic data
SKUQtyPriceCheck
CU-0758-5024 coil$212.00OK
VLV-BL-10060 ea$18.75OK
INS-AF-075180 ea$4.10OK
PMP-CIR-1512 ea$38.9018% < list
FIT-EL-07540 pk$22.40OK

1 line waiting for sales manager approval

  1. 01PO received
  2. 02Lines extracted
  3. 03Catalog matched
  4. 04Price & stock checked
  5. 05Approval if needed
  6. 06Order released

The re-keying work of inside sales and customer service order desks.

Automate order entry

SUP-0404

Customer Support Employee

Answers “where's my order?” and every other routine request — with real data, not a script.

Handles routine customer questions by email, chat or text by looking up the actual order, shipment, appointment or invoice. Resolves what it can, opens tickets for what it can't, and hands angry customers to a person.

Typical tasks

  • Order and delivery status
  • Appointment changes
  • Invoice copies and payment questions
  • Warranty and service intake
  • Ticket triage and routing

Connects to systems like

Helpdesk · ERP / order system · Carrier tracking · Field service software

Hands to a human when

  • Complaints and refunds
  • Safety or legal issues
  • Customers who ask for a person
Support queue · this morningExample · synthetic data
Resolved by SUP-04
31
Handed to a person
4
  • Answered “Where is order SO-30881?” → tracking + ETA sent
  • Answered “Can I move my service visit to Friday?” → rebooked
  • Escalated “Third time this unit has failed.” → service manager
  1. 01Question arrives
  2. 02Customer identified
  3. 03Data looked up
  4. 04Answer sent
  5. 05Ticket updated
  6. 06Escalated if needed

First-line support volume that ties up customer service reps.

Talk about support volume

OPS-0005

Operations Coordinator

Runs the AI team: assigns work, watches deadlines and puts exceptions in front of the right person.

Every AI team has a coordinator. It distributes incoming work across agents, tracks every task to completion, handles hand-offs between agents, watches service levels and routes exceptions to the right human, with context.

Typical tasks

  • Task assignment across agents
  • Deadline and SLA monitoring
  • Hand-offs between agents
  • Exception routing and approvals
  • Daily shift reports

Connects to systems like

Task queue · Slack / Teams · All connected systems

Hands to a human when

  • Exceptions that need judgment
  • Repeated failures
  • Anything breaching a deadline
OPS-00 · Shift boardExample · synthetic data

In progress · 2

  • ORD-02 · Backorder notices
  • LCA-03 · No-show follow-up

With a human · 1

  • ADM-01 · Freight dispute $640

Done · 3

  • ADM-01 · INV-20418
  • ORD-02 · PO 4471-B
  • LCA-03 · Lead L-2291
  1. 01Work comes in
  2. 02Assigned to agent
  3. 03Progress tracked
  4. 04Hand-offs managed
  5. 05Exceptions escalated
  6. 06Report posted

The coordination overhead of making sure nothing falls through the cracks.

Build Your AI Team

One role is a tool. Five roles are a department.

The real gains come when AI employees work together. An order arrives, gets entered, triggers a credit check, a delivery confirmation and an invoice, without anyone passing it along.

How AI Teams work

Next step

Which role would you
hire first?

Tell us where the hours go. We'll tell you which AI employee pays for itself fastest, and what it would take to get it running in your systems.

Book a Discovery Call See the Lead Conversion Agent