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Business Automation · Use Cases

AI agents and modern apps in practice

From autonomous AI agents for typical SME processes to replacing old MS Access solutions.

Autonomous AI agentsSuccess stories

Autonomous AI agents

AI agents that actually take work off your plate

An AI agent runs a business process on its own: it reads emails, documents or voice notes, decides according to your rules, works directly in your systems – and brings people in wherever an approval is needed.

Operational & industrial

For operations, production and field service.

Operational & industrial

Covering shifts when someone is absent

When someone calls in sick, the agent finds a suitable replacement, reaches out and updates the schedule once the shift is confirmed.

  1. Trigger:An absence is reported
  2. AI agent:Checks availability, qualifications, working-time rules and location
  3. AI agent:Contacts suitable replacements
  4. Human:Replacement confirms the shift
  5. Outcome:Schedule is updated

Integrates with

  • Your line-of-business app
  • ERP
  • Microsoft Teams
  • Microsoft 365

Human in the loopOnly booked after confirmation

Operational & industrial

Digitizing paper forms and reports

The agent reads scanned forms and handwritten reports, extracts the relevant information and transfers it into the right business system.

  1. Trigger:A form or report is scanned
  2. AI agent:Reads printed and handwritten text
  3. AI agent:Extracts the relevant information
  4. System:Transfers the data into the business system
  5. Outcome:Data is available immediately

Integrates with

  • Your line-of-business app
  • ERP
  • Microsoft Teams
  • Microsoft 365

Operational & industrial

Voice-to-report for field workers

After a job, field workers simply record a voice note. The agent transcribes and structures it and turns it into a standardized report.

  1. Trigger:Voice note after a site visit, inspection or customer meeting
  2. AI agent:Transcribes the recording
  3. AI agent:Structures the content using your template
  4. System:Files the report in your system
  5. Outcome:Information available to the office right away

Integrates with

  • Your line-of-business app
  • ERP
  • Microsoft Teams
  • Microsoft 365

Document-to-ERP

From the inbox straight into the ERP – no retyping.

Document-to-ERPCore capability

Understanding unstructured documents

Emails, PDFs and attachments are classified and read automatically – the foundation for automating processes where someone used to read every single document.

  1. Trigger:Emails, PDFs and attachments arrive
  2. AI agent:Classifies each document
  3. AI agent:Extracts the relevant information
  4. System:Hands over to the right workflow and target system
  5. Outcome:Processed without anyone reading it manually

A horizontal capability

Document processing is not a single use case but a building block. It delivers its full value when combined with concrete processes, for example:

Integrates with

  • Your line-of-business app
  • ERP
  • Microsoft Teams
  • Microsoft 365

Document-to-ERP

Automated order intake

The agent reads orders from emails and attachments, checks availability, records the order in the ERP and sends the order confirmation.

  1. Trigger:Order arrives by email or as an attachment
  2. AI agent:Extracts products, quantities, delivery dates and customer details
  3. AI agent:Checks availability
  4. System:Records the order in the ERP
  5. Outcome:Order confirmation goes out to the customer

Integrates with

  • Your line-of-business app
  • ERP
  • Microsoft Teams
  • Microsoft 365

Sales & administration

Less admin work in sales, finance and HR.

Sales & administration

Monthly customer billing

At month end the agent collects the effort logged per customer, checks it against contract and rates and prepares the invoices. A person reviews every invoice before it goes out.

  1. Trigger:The month is closed
  2. AI agent:Collects the effort per customer
  3. AI agent:Checks against contract and rates
  4. AI agent:Prepares the invoices
  5. Human:A person reviews and approves
  6. Outcome:Invoices go out to customers

Integrates with

  • Your line-of-business app
  • ERP
  • Microsoft Teams
  • Microsoft 365

Human in the loopSent only after review

Sales & administration

Personalized technical quotes

From the customer request, the agent drafts a tailored quote based on product data, pricing rules, templates and internal guidelines. Sales reviews and approves it.

  1. Trigger:Customer request comes in
  2. AI agent:Pulls in product data, pricing rules and guidelines
  3. AI agent:Drafts the quote using your templates
  4. Human:Sales reviews and approves
  5. Outcome:Quote is sent to the customer

Integrates with

  • Your line-of-business app
  • ERP
  • Microsoft Teams
  • Microsoft 365

Human in the loopSent only after approval

Sales & administration

Internal HR assistant

Employees ask about policies, expenses, absences or benefits in plain language – and get an immediate answer that cites its source.

  1. Trigger:An employee asks a question
  2. AI agent:Checks the person's access permissions
  3. AI agent:Searches approved HR documents
  4. Outcome:Answers with a reference to the source
  5. Human · if needed:Exceptional cases go to the HR team

Guardrails

  • Every answer cites its source
  • Access permissions are respected
  • Clear escalation path to HR

Integrates with

  • Your line-of-business app
  • ERP
  • Microsoft Teams
  • Microsoft 365

FAQ

Frequently asked questions about AI agents and legacy replacement

An AI agent is software that carries out a business process on its own. It reads inputs such as emails, documents or voice notes, decides according to defined rules, works directly in your systems and involves people wherever an approval is needed. Workframe AG, based in Steinhausen (ZG), Switzerland, builds and runs such agents on its own Workframe Platform.

Yes. Critical steps such as sending a quote or an invoice are only carried out after an employee has approved them (human in the loop). Agents only work with the data and permissions you give them.

The AI agents run on the Workframe Platform. It is Swiss made, hosted in Switzerland and built on Microsoft 365. Agents only access your systems through the interfaces and with the permissions you grant them.

With Microsoft 365 – such as Outlook, Teams and SharePoint – as well as ERP, accounting and line-of-business systems. On-premises systems can be connected too, for example through a data gateway.

With a conversation about a specific process that costs you time today. Together we analyze the process, the systems involved and the potential – in a workshop if you like. Then we show you how an AI agent or a modern app can take the process over, and you decide how to proceed.

Yes. We analyze the existing solution, migrate the data and build a modern web and mobile app, for example on the Microsoft Power Platform with Dataverse or as custom software. Workframe has already replaced several MS Access solutions.

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