What it does
An AI Employee extracts the fields you map from incoming files or messages and enters them into the CRM, sheet, or connected tool, flagging anything it is not sure about.
AI Workforce / Operations
Operations
Data Entry
WHEN FORMS AND FILES ARRIVE
The problem
People copy fields from PDFs and emails into the CRM by hand. It is slow, and the typos show up later as bad jobs.
Trigger
Starts when forms and files arrive.
Tools and systems
Connections depend on your deployment. Native where available, otherwise through Zapier, an API, or another connection you already use.
- CRM
- Google Sheets
- Excel
- Zapier-connected tools
What it reads
- Messages in the connected inbox
- CRM records, notes, and fields you map
- Rows and columns you map in Google Sheets
- Rows and columns you map in Excel
- Records passed through Zapier from tools in this deployment
Actions it can take
- Reply or reach out on the connected channels you allow
- Create or update CRM records with the fields you map
- Read and update mapped spreadsheet rows
- Hand a next step to a Zapier-connected tool in this deployment
- Hand off to a person when the request is outside the playbook
Human controls
- You map source fields to destination fields.
- Confidence thresholds decide what can auto-write.
- A person handles unreadable or conflicting documents.
Workflow steps
- 1A form, email, or document arrives in a watched inbox or folder.
- 2The AI Employee extracts the mapped fields.
- 3Low-confidence values are highlighted instead of guessed.
- 4Approved rows are written to the destination system.
- 5Exceptions wait in a review queue.
Example use case
Application PDFs land in a shared inbox. Name, address, service type, and requested date are written into the CRM. Two files with unreadable dates sit in Slack for a coordinator to fill.
Often handled by your AI Operations Employee, as part of the broader AI Workforce.
How to customize
This job is configured around your knowledge, hours, approval rules, and the systems in this deployment. Connections depend on the deployment. Native where available, otherwise through Zapier, an API, or another connection you already use.
Related work
Sales Meeting Prep
Pulls the CRM history, last emails, and open questions into a prep note so your rep walks in ready.
CRM Updates
Writes the outcome of calls, texts, and emails back into the CRM so the record matches what actually happened.
Order Status
Looks up where an order or job stands and tells the customer, instead of making them wait for someone to check a screen.
See What an AI Workforce Could Do for Your Business
Walk through the work your team is already doing, then see which jobs an AI Employee could take on.