The jobs worth handing to AI first.
Taken from real job posts where small firms asked for help, sorted by type of business. Each comes with what we'd set up, and a person on your team still checks every result before it reaches a customer.
Pick the one closest to yours.
Each type has its own page with a six-week plan and a calculator, if you'd like the detail.
The jobs almost every firm can hand over first
What should changeHours back every week, faster replies to every enquiry, and money back from people who already know you.
- 01
Enquiries wait hours for a reply.
They land in three inboxes and a contact form, and whoever's free answers them. By the time someone does, the customer has asked two other firms.
What we set upEvery enquiry logged, sorted and answered in draft within minutes, with follow-ups chased until someone replies.
- 02
Old leads and past customers never hear from you again.
Last year's enquiries, no-shows and lapsed customers sit in your inbox, CRM and booking system. Nobody has time to go back to them.
What we set upA short, personal follow-up drafted from your own records for each of them, sent once a person approves the list.
- 03
Quotes and proposals take days.
Someone copies last year's proposal, retypes the client's details and hunts for the right prices.
What we set upDrafts built from your own templates, service list and pricing rules. Anything outside the rules goes to a person to approve.
- 04
The answer is in someone's head.
Prices, policies, past jobs and how-tos sit in folders and old emails. New staff ask the same person the same questions all week.
What we set upYour own documents made searchable, so staff ask in plain English and get the answer with a link to where it came from.
- 05
Monday morning goes on the report.
Figures come out of four tools and into a spreadsheet by hand, so the report shows up late and nobody trusts it.
What we set upOne page that fills itself in each week, with a line on what moved and what needs a look.
- 06
The content plan never happens.
Posts, articles and newsletters slip behind client work. When something does go out, it rarely sounds like you.
What we set upDrafts made from your own notes, case material and past posts, in your tone. A person edits and approves each one.
- 07
Ad money goes out, and no one can say what came back.
The agency report shows clicks. Your CRM shows enquiries. The two never meet.
What we set upTracking checked end to end and spend matched to leads or sales, with a daily check that flags waste early.
Accountants, tax advisers and law firms
What should changeDocuments in on time, routine coding off the bookkeepers' desks, and new clients set up without a chain of emails.
- 01
Chasing clients for missing documents.
Half of Monday goes on reminder emails, and the same clients need three of them.
What we set upReminders sent on a schedule from your job list, stopping as soon as the document arrives.
- 02
Coding transactions by hand.
Bookkeepers spend hours on entries that look the same every month.
What we set upRoutine transactions coded in Xero or QuickBooks, with anything uncertain sent to a person to decide.
- 03
Onboarding is a chain of emails.
Engagement letter, ID checks, document requests and set-up each happen by hand, in a different place.
What we set upOne intake form that sends the letter for signature, requests the documents and sets the client up in your practice software.
- 04
Documents start from the last one that looked similar.
Letters and agreements get rebuilt from old files, and client details are retyped from the matter or the practice system.
What we set upFirst drafts from your own precedents, filled in from the client file, for a qualified person to check.
- 05
Client, matter and finance data live in different systems.
Reports mean exporting three spreadsheets and stitching them together by hand.
What we set upOne weekly report that pulls from each system, so partners see work in progress and fees in one place.
“not to replace bookkeepers, but to automate the majority of transaction coding while escalating uncertain items”
Manufacturers, distributors and B2B sales teams
What should changeQuotes out faster, no deal forgotten, and one pipeline view on Monday that everyone trusts.
- 01
The CRM is a place to keep notes.
Deals sit in the wrong stage, and nobody can see what happens next.
What we set upDeals move on when a quote goes out or a reply comes in, and each one shows its next step and owner.
- 02
Deals go quiet and nobody notices.
A follow-up gets missed, the customer goes elsewhere, and no one can say where the pipeline leaks.
What we set upA daily list of stuck and overdue deals for whoever owns them, and a monthly view of where deals are lost.
- 03
Quotes start on paper, in inboxes and in spreadsheets.
Someone rekeys the request, looks up prices and builds the document by hand.
What we set upRequests pulled into one list and drafted from your price list and templates. A salesperson checks and sends.
- 04
The weekly sales report takes a morning.
Figures come from the CRM, the accounts and a spreadsheet, so it's late and argued over.
What we set upA summary that produces itself: pipeline, won, lost and why, in the inbox on Monday.
“today it's a note store, not a pipeline management tool”
Online shops on Shopify, WooCommerce and Amazon
What should changeThe inbox cleared faster, reports without Excel, and fuller product pages without writing each one by hand.
- 01
The same customer questions, every day.
Where's my order, can I return this, when is it back in stock. Weekends leave a pile for Monday.
What we set upReplies drafted from your own past answers and policies, for a person to check and send, with the odd one passed straight to you.
- 02
Monthly reporting is hours in Excel.
Sales, ad spend, refunds and fees come out of four places and into a spreadsheet by hand.
What we set upA report that fills itself in from Shopify, your ad accounts and your accounts software.
- 03
Listings are written one at a time.
Hundreds of products, thin descriptions, and keyword research nobody has time to use.
What we set upDescriptions drafted in batches from your product data and keyword lists, each approved before it goes live.
- 04
Orders and invoices don't reach the accounts.
The link between the shop and Xero, QuickBooks or Zoho stopped working, so someone fills the gap by hand.
What we set upThe connection rebuilt, with an alert to a named person whenever an order fails to come through.
“taking hours of manual Excel work each month”
Clinics, dental and aesthetics practices, pharmacies and care providers
What should changeFewer gaps in the diary, fewer unanswered messages, and less time chasing payments.
- 01
Front-desk admin follows every patient journey.
Enquiry, booking, forms, payment, reminders and follow-up each need someone to do something.
What we set upOne joined-up flow in your booking system, with reminders sent on time and gaps flagged to reception.
- 02
Calls and messages come in after hours.
Patients ask simple questions at night, and the ones who get no answer book elsewhere.
What we set upCommon questions answered from your own policies, with anything clinical or urgent passed to a person.
- 03
Lapsed patients are never asked back.
Recalls, follow-ups after treatment and no-shows depend on someone remembering.
What we set upRecall and follow-up messages drafted from your appointment records, sent after a person approves them.
- 04
Overdue payments get chased by hand.
Someone checks the list each week and writes the same polite emails.
What we set upReminders sent on a schedule from your payment records, stopping when the invoice is paid.
“reduce manual administrative workload and create consistent, reliable patient journeys”
Letting agents, estate agents and property managers
What should changeLeads answered while they're still looking, repairs tracked from the first message, and far less rekeying.
- 01
Portal leads arrive faster than anyone can qualify them.
Rightmove and Zoopla emails pile up, and slow replies lose tenants and vendors to the agent down the road.
What we set upEach lead answered in draft, sent a short qualifying form, and logged in your CRM with a viewing or valuation slot offered.
- 02
Maintenance requests arrive every way at once.
WhatsApps, emails and calls, with photos in one place and the address in another.
What we set upEach request logged with a reference, sorted by urgency, sent to the right contractor, and the tenant kept updated.
- 03
Paperwork is rekeyed between systems.
A new instruction or let means typing the same names, address and fee into the CRM, the agreement and the referencing site.
What we set upDetails entered once in your CRM and carried into the agreement, referencing and tenancy documents for a person to send.
- 04
Complaints are longer and sharper than they used to be.
Tenants now write them with AI, and each needs a careful, accurate answer.
What we set upDraft replies that check the facts against the tenancy and your records before a person sends them.
“tenant WhatsApps an issue, the AI asks smart follow-ups, logs the job with a reference number, notifies our team”
Recruitment and staffing agencies
What should changeConsultants start the day with a shortlist and spend it on calls, not searches.
- 01
Sourcing eats the morning.
Consultants search the same boards for every live role before they can start calling.
What we set upA daily shortlist for each live role, scored against your own criteria and waiting in your ATS or a sheet.
- 02
Screening and interview scheduling are back and forth.
CVs read one by one, then a chain of emails to find a time that suits everyone.
What we set upCVs summarised against the brief for a consultant to judge, and interview slots offered from the calendar.
- 03
Candidates and clients wait for updates.
Everyone wants to know where things stand, and the answer lives in the consultant's head.
What we set upStatus updates drafted from the ATS at each stage, for the consultant to send.
- 04
The ATS doesn't talk to anything.
Jobs get copied to the website by hand, and duplicate candidates pile up.
What we set upJobs published from the ATS to your site, and duplicates flagged before they spread.
“without hours of manual searching”
Marketing agencies, consultancies and other client-service firms
What should changeNew clients set up from one form, and month-end reports that take an hour, not a weekend.
- 01
Every new client means the same set-up by hand.
Folders, tasks, access requests and the kick-off email, all over again.
What we set upOne form that creates the folders, tasks and emails for each new client.
- 02
Client reports eat the end of the month.
Screenshots from five dashboards, then commentary written at night.
What we set upReports that pull from each client's ad and analytics accounts, with draft commentary for you to edit.
- 03
Project tools get tried and dropped.
Each new tool lasts a month before everyone drifts back to email.
What we set upOne set-up in the tool you already pay for, with the routine tasks created for you.
- 04
Data gets retyped between tools.
The same client details live in the CRM, the project tool and the invoices, typed in three times.
What we set upDetails entered once and passed on to the other tools automatically.
“tried Notion and ClickUp but haven't found a setup I like”
Cleaning, maintenance, installation and other firms with teams out on jobs
What should changeFewer jobs lost to missed calls, no retyping in the office, and more reviews.
- 01
Calls are missed while everyone's on a job.
The customer rings the next firm on Google instead of waiting.
What we set upA missed call gets a text back within a minute, and the enquiry lands in your system with a callback task.
- 02
Job sheets get retyped in the office.
Teams fill in paper or photos, and someone types it all into the accounts later.
What we set upA phone form on site that sends job details straight to your job and accounts software.
- 03
Quotes go out and nobody follows up.
The office is busy, so the quote sits until the customer forgets about it.
What we set upFollow-ups on open quotes on a schedule, stopping when the customer replies.
- 04
Reviews only happen when someone remembers.
Happy customers never get asked.
What we set upA review request after every finished job, and a heads-up to you about any bad one.
“field teams complete paper work orders, leaving office staff to manually enter job information into QuickBooks”
Recognise two or three of these? That's where your first plan starts.
Get a free auditWhat six weeks could look like.
Nine common kinds of business, and the plan we'd expect to write for each.
Example 1 of 9
An accountancy practice, 12 people
Where they startClients send paperwork by email, WhatsApp and the odd envelope. Two people lose most of Monday chasing what's missing and answering the same handful of questions.
What should changeMonday goes back to client work, and nobody types the same reply twice.
Runs inside the practice's own Microsoft 365. Nothing reaches a client without a person sending it.
- Week 1
Client email sorted by client and job, with draft replies to the common questions. A person reads and sends each one.
- Week 2
Chasers for missing documents drafted from the job list every Monday morning, checked before they go.
- Week 3
The monthly client update drafted from the partners' notes, for a partner to edit.
- Weeks 4 to 6
A checklist that onboards new clients. In week five the team builds the year-end reminder on their own.
Example 2 of 9
An online shop, 6 people
Where they startSells through Shopify and spends on Meta and Google ads. Customer email piles up over the weekend, product pages are thin, and it's unclear which ads pay for themselves.
What should changeThey can see which campaigns earn more than they cost, and weekend email is dealt with by Monday lunchtime.
Runs in their Shopify, Google Workspace and ad accounts.
- Week 1
Tracking checked end to end, so Shopify, Google Analytics, Meta and Google roughly agree on sales.
- Week 2
Customer email sorted, with drafts for the usual order, delivery and returns questions.
- Week 3
Product descriptions rewritten a batch at a time, each one approved by a person before it goes live.
- Weeks 4 to 6
A daily check on ad spend that flags a campaign costing more than it earns. If they'd rather not run the ads themselves, we take them on.
Example 3 of 9
A B2B distributor, 40 people
Where they startSales staff copy quote requests from the shared inbox into the system by hand and dig through old quotes for part numbers. The typing alone adds a day.
What should changeThe typing part of a quote takes minutes, and nothing sits in the inbox because someone was off.
Reads from their shared inbox, CRM and price list export. Nothing is written back to the ERP.
- Week 1
Quote requests pulled from the shared inbox into one list, with the customer, items and quantities filled in.
- Week 2
First-draft quotes laid out from your templates, with prices taken from the price list export, never made up. A salesperson checks and sends each one.
- Week 3
The CRM updated from email, so follow-ups don't depend on someone remembering.
- Weeks 4 to 6
A Monday report on quotes sent, won and still waiting. In week five the sales team builds its own follow-up reminder.
Example 4 of 9
A training company with a marketing team of one
Where they startOne marketer looks after the website, social, email and ads. The Friday report takes half a day, and the blog was last updated in spring.
What should changeFriday goes back to planning, and new pages get written without starting from a blank page.
Runs in their Google Workspace, Google Analytics and ad accounts.
- Week 1
The Friday report fills itself in from Google Analytics, the ad accounts and the bookings export.
- Week 2
Course pages checked for what Google and AI assistants see, with fixes listed in order of value.
- Week 3
Blog posts and social drafts made from the trainers' own notes, for the marketer to edit.
- Weeks 4 to 6
A scheduled check reads competitors' course pages each morning and emails what changed. By week six the marketer builds the next piece alone.
Example 5 of 9
A physio and sports clinic, 9 people
Where they startReception juggles the phone, WhatsApp and the booking system. Patients who miss a session or finish a block of treatment rarely hear from the clinic again.
What should changeFewer gaps in the diary, and reception spends the day on the patients in front of them.
Runs in their booking system and Google Workspace. Clinical notes stay out of every AI tool.
- Week 1
Enquiries from the website and WhatsApp answered in draft from the clinic's own prices and policies, with anything clinical passed to a physio.
- Week 2
Reminders and a rebooking link sent after each appointment, and to anyone who missed one.
- Week 3
A monthly list of patients who finished treatment without rebooking, with a short personal check-in drafted for each.
- Weeks 4 to 6
Overdue invoices chased on a schedule from the booking system's export. In week five reception builds the annual check-up recall themselves.
Example 6 of 9
A letting agency managing 300 homes, 14 people
Where they startPortal enquiries pile up over the weekend, repairs arrive by WhatsApp, text and email, and every new let means typing the same details into four places.
What should changeViewings booked while applicants are still looking, and no repair lost between inboxes.
Runs in their CRM, shared inbox and Google Workspace.
- Week 1
Rightmove and Zoopla enquiries answered in draft with viewing slots, and logged against the property.
- Week 2
Repair requests logged with a reference, sorted by urgency and sent to the right contractor, with the tenant kept updated.
- Week 3
Details from a new let carried from the CRM into the referencing request and tenancy agreement, for a person to check and send.
- Weeks 4 to 6
A weekly report on voids, arrears and open repairs. In week five the team builds the end-of-tenancy checklist themselves.
Example 7 of 9
A recruitment agency, 18 consultants
Where they startConsultants spend the morning searching boards for live roles, CVs are read one by one, and candidates chase for updates that live in someone's head.
What should changeMornings go on calls, not searches, and nobody has to ask where things stand.
Runs in their ATS, email and calendar. A consultant makes every decision about a candidate.
- Week 1
A daily shortlist for each live role, scored against the consultant's own criteria and waiting in the ATS.
- Week 2
CVs summarised against the job brief for a consultant to judge, with interview slots offered from the calendar.
- Week 3
Updates to candidates and clients drafted from the ATS at each stage, for the consultant to send.
- Weeks 4 to 6
Jobs published from the ATS to the website, and duplicate candidates flagged. In week five a consultant builds the follow-up for quiet candidates.
Example 8 of 9
A marketing agency, 11 people, 25 clients
Where they startEvery new client means the same set-up by hand, month-end reporting eats two days, and client details are typed into the CRM, the project tool and the invoices.
What should changeMonth end takes hours, not days, and new clients start the week they sign.
Runs in their Google Workspace, project tool and clients' ad accounts.
- Week 1
Client reports that pull from each client's ad and analytics accounts, with draft commentary for the account manager to edit.
- Week 2
One onboarding form that creates the folders, tasks, access requests and kick-off email.
- Week 3
Client details entered once and passed to the project tool and the invoicing software.
- Weeks 4 to 6
A weekly check that flags campaigns overspending or falling short. In week five the team builds the proposal template themselves.
Example 9 of 9
A commercial cleaning firm, 35 people, 6 vans
Where they startCalls are missed while the office is on the phone to crews, paper job sheets are retyped into QuickBooks, and quotes go out with no follow-up.
What should changeFewer jobs lost to missed calls, and the office stops retyping what the crews already wrote.
Runs in their phone system, job software and QuickBooks.
- Week 1
Missed calls get a text back within a minute, and the enquiry lands in the job system with a callback task.
- Week 2
A phone form on site that sends job details and photos straight to the job system and QuickBooks.
- Week 3
Follow-ups on open quotes on a schedule, stopping when the customer replies.
- Weeks 4 to 6
A review request after every finished job, and a weekly view of jobs, hours and margins. In week five the office builds the contract renewal reminder themselves.
Note These are illustrations, not client stories. Each shows the shape of a first plan for a common kind of business. Yours comes out of your audit.
Licences alone won't do it.
A ChatGPT or Claude licence for everyone isn't putting AI into the business.
It's a subscription. Your team still copies, chases and retypes the same way, only with a chat window open. Putting AI in means a job your team does every week now runs differently: built into your own systems, checked by a person, and written down so it outlasts whoever set it up.
A quick testThink of something you used AI for last week. Would it still have happened if nobody had opened a laptop that day? If not, that was a person working faster. If yes, that's AI in the business.
“Most firms are using generic AI tools rather than deeply integrated systems, meaning current use is largely supporting existing work rather than transforming operations.”
The Department for Business and Trade gave 1,000 staff Microsoft 365 Copilot for three months. Its evaluation “did not find evidence that time savings have led to improved productivity”.
For firms where the same jobs eat the same hours every week.
It suits teams of about 5 to 250 people on Google Workspace or Microsoft 365, and no one whose job is AI. You'll probably recognise one of these.
The owner who's still the bottleneck
Quotes, replies and the weekly figures all wait for you. You want the routine part off your desk without hiring for it.
A good first jobQuotes drafted from your own templates, ready for you to check
The operations or office manager
You hold the admin together with spreadsheets and copy and paste, and it all lands on you. Every new tool added a login and saved no one an hour.
A good first jobNew enquiries sorted and logged before anyone opens the inbox
The marketing team of one
You look after the website, the ads, the posts and the reports, with no time left to work out what's working. A team of one is fine: the sessions are with you.
A good first jobA Monday report that fills itself in from Google Analytics and your ad accounts
The business paying an agency
A report arrives every month and you're not sure what it bought. You'd like someone on your own staff to understand it.
A good first jobTracking checked, so you can see which spend brings in leads or sales
It fits when
- Someone does the same job by hand every week
- Whoever does that job can join two 90-minute sessions a week
- You want your own staff to understand and run what gets built
It doesn't fit when
- You need a custom app or software product written
- You want AI to replace staff
- Nobody can make two sessions a week for the next six weeks
Typical teamsAccountants and bookkeepers · Solicitors and consultancies · Recruiters · Online shops · B2B firms that quote · Training providers · Travel and hospitality · Charities
Start with a free audit.
Tell us what your team does by hand and where to look. Within three working days you'll get a one-page note: the first job we'd suggest, an estimate of the hours it would save each week, a six-week plan and the weekly price. If we need longer, we'll email to say so.
- 1
We read what you've told us, then look at your site, your ads and how enquiries reach you. If we need more, we email. A call is optional.
- 2
You get the note by email, written by the person who'd run your sessions. It's yours to keep.
- 3
If you go ahead, we agree a start date and rehearse the week before.