Medium risk
Lead Response Assistant
Problem: Leads arrive by email/form/phone but response is slow, inconsistent or missed.
Before: Staff manually check CRM, write replies from scratch, forget follow-ups.
After: AI reads new enquiry, checks CRM context, drafts a personalised reply, queues for staff approval, creates follow-up task.
Systems: CRM (HubSpot/Pipedrive/Salesforce), email, lead forms
Access: Draft-only — AI prepares, staff approve before send
Setup: $15,000–$30,000 + GST
Monthly: Managed AI Ops from $2,500/month
Not suitable for: High-stakes sales requiring complex negotiation; regulated financial product advice
Check lead workflow fit
Medium risk
Inbox Triage Assistant
Problem: High-volume inbox with mixed email types — enquiries, orders, support, spam. Staff spend hours sorting.
Before: Staff manually read and sort every email, miss urgent items, respond slowly.
After: AI classifies every inbound email by intent and urgency, drafts routing suggestions, flags priorities.
Systems: Microsoft 365, Google Workspace, email
Access: Read-only for classification, draft-only for responses
Setup: $12,500–$20,000 + GST
Monthly: Managed AI Ops from $2,500/month
Not suitable for: Inboxes with highly sensitive personal data without data classification first
Check inbox workflow fit
Low risk
Internal Knowledge Assistant
Problem: Staff waste time searching PDFs, procedures, policies and scattered documentation.
Before: Questions go to senior staff or sit unanswered. SOPs sit unread.
After: Staff ask questions, AI searches approved documents only, answers with source references, escalates when unsure.
Systems: SharePoint, Google Drive, Notion, intranet, document stores
Access: Read-only — search approved documents only
Setup: $12,500–$20,000 + GST
Monthly: Maintain — $750–$1,500/month + GST
Not suitable for: Businesses without documented procedures; legal or medical advice
Check knowledge-base fit
Medium risk
Document Processing Assistant
Problem: Invoices, forms, contracts and PDFs arrive constantly. Staff manually extract and enter data.
Before: Staff open each document, copy key fields, type into other systems, miss details.
After: Documents arrive → AI extracts key fields → flags missing info → prepares structured record → waits for human check before system updates.
Systems: Xero, MYOB, QuickBooks, SharePoint, email, document stores
Access: Draft-only — AI extracts, staff verify before updates
Setup: $15,000–$30,000 + GST
Monthly: Managed AI Ops from $2,500/month
Not suitable for: Legal documents requiring professional interpretation; handwritten documents without OCR prep
Check document workflow fit
Medium risk
Quote Drafting Assistant
Problem: Quote requests arrive but drafting is slow, inconsistent and pulls staff away from billable work.
Before: Staff manually pull product data, calculate pricing, format quotes, wait for approval.
After: Quote request received → AI pulls product/service data, pricing rules and customer context → drafts quote → queues staff approval before sending.
Systems: CRM, product catalogue, pricing sheets, Xero/MYOB
Access: Draft-only — AI drafts, staff approve before sending
Setup: $15,000–$25,000 + GST
Monthly: Managed AI Ops from $2,500/month
Not suitable for: Highly customised quotes with complex negotiation; regulated financial quotes
Check quote workflow fit
Medium risk
CRM Follow-up Assistant
Problem: Sales pipeline decays because follow-ups are missed, leads go cold, next steps get lost.
Before: Sales reps manually review pipeline, forget stale leads, lose track of next actions.
After: AI reviews CRM pipeline daily → drafts follow-up actions for stale leads → prepares next-step summaries → queues for sales rep approval.
Systems: Pipedrive, HubSpot, Salesforce, email
Access: Draft-only — AI suggests, sales rep approves
Setup: $15,000–$25,000 + GST
Monthly: Managed AI Ops from $2,500/month
Not suitable for: Businesses without a CRM; enterprise sales with complex multi-stakeholder deals
Check CRM workflow fit
Low risk
Review Response Assistant
Problem: Google, Facebook and industry reviews need timely, brand-safe responses but nobody has time.
Before: Reviews sit unanswered, or staff write inconsistent responses under pressure.
After: New review detected → AI drafts brand-safe response → queues for owner approval → posts only after human sign-off.
Systems: Google Business Profile, Facebook, industry review platforms
Access: Draft-only — AI drafts, owner approves before posting
Setup: $7,500–$15,000 + GST
Monthly: Maintain — $750–$1,500/month + GST
Not suitable for: High-risk industries where review responses have regulatory implications
Check review workflow fit
Low risk
Meeting-to-Actions Assistant
Problem: Meetings end without clear owners, tasks and deadlines. Action items get forgotten.
Before: Notes sit in notebooks or unread documents. Nobody follows up.
After: Meeting transcript/notes provided → AI extracts owners, tasks, deadlines → drafts action list → queues for manager review.
Systems: Microsoft Teams, Zoom transcripts, Google Docs, Notion
Access: Read-only — AI reads meeting notes, drafts action items
Setup: $7,500–$15,000 + GST
Monthly: Maintain — $750–$1,500/month + GST
Not suitable for: Confidential board or executive meetings without data classification
Check meeting workflow fit
Medium risk
Missed-Call Recovery Workflow
Problem: Missed calls from customers and prospects go unrecovered — lost revenue and poor experience.
Before: Missed call logged if you're lucky. No follow-up. Customer goes to competitor.
After: Missed call detected → AI checks CRM context → drafts follow-up message → creates task → notifies owner.
Systems: Phone system (Twilio, JustCall), CRM, email/SMS
Access: Draft-only — AI drafts follow-up, staff review before send
Setup: $15,000–$25,000 + GST
Monthly: Managed AI Ops from $2,500/month
Not suitable for: Emergency or critical service lines where delays could cause harm
Check missed-call workflow fit
Medium risk
Monthly Reporting Assistant
Problem: Monthly reporting takes days of manual data pulling, spreadsheet work and formatting.
Before: Staff export data from multiple systems, manually compile, format, write commentary, check for errors.
After: AI pulls data from approved systems → generates structured monthly report → drafts commentary → queues for manager review.
Systems: Xero, MYOB, CRM, spreadsheets, analytics dashboards
Access: Read-only — AI reads data, drafts report, never writes back
Setup: $12,500–$25,000 + GST
Monthly: Managed AI Ops from $2,500/month
Not suitable for: Statutory financial reporting; ASX or regulatory filings
Check reporting workflow fit
