What it does
An AI Employee reads defined document types, extracts the fields you map, flags missing items, and routes the packet to the next step.
AI Workforce / Operations
Operations
Document Processing
WHEN A DOCUMENT ARRIVES
The problem
Documents sit in inboxes until someone opens them, types the totals, and forwards the file. Work waits on that person.
Trigger
Starts when a document arrives.
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
- Slack
- 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
- Internal alerts and threads you route to Slack
- 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
- Notify the team in Slack with a summary
- 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 define document types and required fields.
- Totals, signatures, and legal terms can require a person.
- Original files are kept. The AI does not silently alter them.
Workflow steps
- 1A document arrives by email or a connected folder.
- 2The type is identified (invoice, application, contract, other).
- 3Mapped fields are extracted and checked against your rules.
- 4Complete packets move to the next system or owner.
- 5Incomplete packets bounce back with a request for the missing piece.
Example use case
A vendor invoice PDF hits accounting. The AI Employee pulls vendor name, amount, due date, and PO if present, then logs a row in the sheet and notifies Slack if the amount is over the review threshold.
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.