AI automation
Assess whether AI automation could improve a recurring business process enough to justify its cost and ongoing attention.
Invoice automation with financial control retained
A fictional construction and property business handles invoices across several teams. Repeated data entry and unclear approvals cause delays, and the finance lead is considering AI.
The business situation
Invoices arrive in a shared mailbox and need to be matched to the right supplier, project and approver. Formats vary, and unusual invoices often require someone who knows the history to explain them.
Some staff have started experimenting with public AI tools because they want to reduce manual work. The finance lead needs a supported approach that also considers supplier information and the business’s existing financial controls.
What the assessment would establish
I would work with the finance team to understand where effort and delays arise. Repeated entry may be suitable for automation; missing purchase information or unclear approval rules may need a process change first.
The assessment would compare capabilities already available in the finance system with a proposed AI service. It would include the cost of introducing it, ongoing charges and the effort needed to review its work.
How a trial could work
A limited trial could prepare draft invoice details for review, using an agreed approach to handling supplier information. Finance staff would compare the drafts with the source documents and record corrections and exceptions.
A person would retain approval of entries and payments. The trial would also establish who deals with failures and how ordinary processing would continue if the automation was unavailable. Staff would receive clear guidance on which tools they could use for this work.
What a useful result would look like
The finance lead could compare the trial with the existing process using accuracy, checking effort, turnaround and overall cost. An improvement would need to hold across the types of invoices the business actually receives.
If the evidence supported adoption, the team could reduce repeated entry while retaining financial oversight. If checking and exceptions removed the expected benefit, a smaller process improvement could be the better recommendation.
How the business could assess progress
- Does the process perform well on representative invoices and exceptions?
- Is the improvement worthwhile after checking and running costs?
- Are approval, responsibility and a fallback process clear?
Related services
AI security and governance
Independent advice on which AI uses to permit and how to protect the information your business and clients entrust to you.
AI adoption
Independent advice on what AI could improve in your business and whether the expected benefit justifies the investment.
Other example situations
Clearer control of client information in Microsoft 365
A fictional professional services firm has grown through new offices and staff changes. A client asks who can access its documents, and the firm cannot give a clear answer.
Potential benefit: Clearer responsibility for access, fewer unnecessary permissions and a more reliable answer when clients ask how their information is protected.
A recovery plan the business can assess
A fictional distribution business relies on one system for orders, stock and dispatch. Its backups report success, but nobody knows how long a serious outage would interrupt deliveries.
Potential benefit: Recovery expectations supported by evidence, clearer responsibilities and a practical basis for reducing disruption.
Facing a similar question?
Tell me what you want to improve or understand. The initial conversation is free.