One job, done the same way every time
Think of the tasks in your business that repeat every day and follow the same rules. Answering "are you open" on WhatsApp. Typing a supplier's price list into a spreadsheet. Checking that a certificate has the right batch number. Posting on social media. Writing the weekly numbers down.
An AI employee is software that does one of those jobs for you. It is not a general robot and it does not run your company. It has a job description, a list of facts it may use, and a rule for what to do when it is unsure: pass the case to you.
That narrow scope is what makes it reliable. A receptionist that only answers from your approved list of facts cannot invent a price. A document checker that only compares lines against a standard cannot approve something by mistake.
The kinds of AI employees that exist today
The jobs split into a few families. The names differ from company to company, but the work is the same.
| Family | What the employee does | Typical owner |
|---|---|---|
| Customer-facing | Answers WhatsApp or phone calls, books appointments, follows up on quotations | Shops, clinics, service companies |
| Marketing | Writes answer pages and articles, posts on social media, tracks what brings customers | Any business that wants to be found |
| Trade and operations | Collects supplier prices, compares them, prepares quotation, PO, invoice and packing list | Traders, importers, wholesalers |
| Documents | Reads scanned certificates and invoices, checks them line by line, builds a ledger or a database | Importers, distributors, offices |
| Reporting | Sends a short weekly report with visitors, enquiries and sales, and three steps for next week | Owners who want numbers without a meeting |
Our own list of employees, with what each package includes, is on the services page. The point here is the pattern: one repeated job, done from your facts, with a person at the end of the line.
What it cannot do
Being clear about limits is the fastest way to decide whether an AI employee fits your business.
- It cannot make a judgement call for you. It can prepare the comparison; you choose the supplier.
- It cannot know facts you did not give it. If your delivery times change and nobody updates the list, it answers with the old times.
- It cannot give medical, legal or financial advice, and a well-built one refuses to try.
- It cannot replace a relationship. Your best customers still want you on the phone sometimes.
Anything that needs taste, negotiation or responsibility stays human. Everything that is "the same again, please" is a candidate.
How one is set up
The process is short, and it is the same for a receptionist, a trade manager or a document checker.
- One session to understand your business. You talk, we write down the facts: your services, your prices or price rules, your opening hours, the questions you get, the documents you handle.
- Build and test on your own data. The employee is set up with your facts and tested with your real messages, your real price lists or your real certificates until the output sounds like your business.
- Go live with a hand-over rule. Every employee knows when to stop and pass the case to you, so the first weeks are safe.
- Adjust from the first real cases. A new question appears, a price changes, a supplier sends a new format. You tell us, or you edit a line, and the employee uses it from the next case on.
The owner's time is mostly the first session, usually about an hour, and then a few minutes a week.
What it costs, and how to think about it
AI employees are priced as a setup fee, paid once to build and test the employee, plus a monthly fee for the running work: hosting, updates, reports. Some, like a translator or a proposal writer, are priced per job instead. The current figures are on the services page, so they are not repeated here.
The useful comparison is not with a salary but with the work that does not get done today: the message answered the next morning, the price list typed in late, the follow-up that never went out. An AI employee is worth having when one of those gaps costs you customers every week.
Where to start
Start with the job that is most repeated and most annoying, not the most impressive one. For most shops and clinics that is the WhatsApp inbox. For traders it is the price comparison or the paperwork. One employee, running well for a month, tells you more than any plan.
If you want to know which job in your business fits first, message us on WhatsApp and describe your week in three lines.