AI agent Administration
The colleague your admin team has wanted for years.
Most administrative tasks involve office software and are largely repetitive: quotes, invoices, supplier orders, expense records, requests for documents, email. Today this work can be delegated to systems that do it without effort or volume limits. The administrative agent works alongside your team and takes these tasks off their hands, adapting to your business process, not the other way round.
The problem, in your own words
If you handle the paperwork, this will sound familiar.
- You spend hours on quotes, invoices, expenses and administrative email: repetitive tasks that have to be done but do not grow the business.
- Administration is always firefighting. Something urgent always comes in, while the important things — getting paid on time, keeping accounts up to date — get left for “when there’s a moment”.
- When volume rises, there are not enough hands. You either hire or something gets left undone: an invoice issued late, an overdue payment nobody follows up, misplaced documents.
From start to finish
A task is not left half done: it comes in, gets processed and is recorded, without anyone having to push it along.
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Quote
Prepared using your rates and terms, ready to review and send.
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Invoice
When the customer accepts, it turns the quote into an invoice.
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Payment
Follows up with reminders for overdue payments that nobody is chasing.
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Filing
Sorts and files the document and requests anything missing.
This is one example: the same process works for an expense recorded from a photo, a supplier order or an administrative email.
What it does
- Prepares quotes and invoices using your rates and terms.
- Creates supplier orders.
- Records expenses and incoming invoices.
- Sorts and files incoming documents and requests anything missing.
- Handles administrative email: answers routine questions and escalates anything that needs a decision.
Not just working alone: working as a team
It can work alone or with the other agents: when the sales agent closes a deal, the administrative agent prepares the quote; when customer service records an order, the administrative agent processes it. Each does its part, just as your team would.
- Sales closes a deal administration prepares the quote and invoice
- Customer service records an order administration processes it
- And on its own the same paperwork, from start to finish
Administration that keeps up: your team stops firefighting and can focus on other tasks, multiplying the company’s operational capacity.
Frequently asked questions
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Can it prepare quotes and invoices using my rates?
Yes. It works from your rates and terms: it prepares the quote or invoice with your prices, line items and format, ready to review and send. It adapts to the way you invoice, not the other way round.
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Can it record expenses from a photo of a receipt?
Yes. From a photo of the receipt or the incoming invoice file, it extracts, categorises and records the data. The expense is recorded straight away, without typing amounts or saving up paperwork for the end of the month.
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Does it request missing documents from customers or suppliers?
Yes. It sorts and files incoming documents, identifies what is missing — a delivery note, an invoice, a detail — and requests it from the right person. It stops being something someone has to remember to do.
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Can I start with a single task, such as invoicing?
Yes, that is the usual way to start: we automate one specific task first — just invoicing, for example — and once it fits your daily work, extend it to the rest of the paperwork. You start with a task and grow into a role, without a large project all at once.
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Does it work with the other agents (sales, customer service)?
Yes. It can work alone or with the other agents: when sales closes a deal, the administrative agent prepares the quote; when customer service records an order, the administrative agent processes it. Each does its part, just as your team would.
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Does it connect to my accounting software?
It depends on your software, so we assess it case by case during setup: every business handles its accounts differently, and we do not promise a fixed list of connections. What it always does is leave the work completed and organised — quotes, invoices, categorised expenses, filed documents — ready for your accounts, whether or not it connects automatically.
If your admin team is always firefighting, let’s talk.
Book an initial meeting