How to automate office work

An agent that takes over routine office paperwork between your systems: it collects requests, routes them for approval, drafts letters and contracts from your templates, files documents and sends managers a daily summary of what is open. Below: real examples, the steps to set it up, how it connects to the tools you use, and the pitfalls.

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Public examples

Built by other companies and vendors, with figures exactly as their sources publish them. They are not our clients; follow each source for the full story.

Wrtn · AI company, South Korea: An AI customer service agent answers inquiries from FAQs and internal rules and connects to internal systems to carry out refunds, reshipments and reservations.; Result: total working hours for related tasks cut by 73%; productivity up 35% (company's own measure).; Source: FN News, 2025; figures from the company's "AX Report 2025", released 15 October 2025
Softomate client · boutique management consultancy, City of London, UK; the firm is not named: Retrieval-based system drafts proposals, sends onboarding documents for e-signature and produces invoices from timesheet data.; Result: "22.4 hours of staff time per week" saved in the first full quarter after deployment.; Source: Softomate, year not stated; vendor case study with names withheld

How it is set up

Pick one recurring office task with a clear input and output (for example, proposals from a template, or invoices from timesheets). Measure its current time per run first, so the saving can be checked later.
Pull the inputs from the systems where they already sit (CRM, timesheets, shared drive, mailbox) through their APIs, and keep read and write scopes separate.
Generate the draft with an LLM from approved templates and retrieved documents. Attach the source of each fact so a reviewer can check it.
Apply rules before release: required fields filled, amounts within limits, client name matches the record, no document sent without a signature step.
Route the draft to the responsible person for approval, then perform the write or send action only after that approval.
Log each action with the user, time and source documents, and report hours saved against the baseline every month.

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We build this agent around your own process, connect it to your tools, and keep it working as things change. You approve what matters; every action is logged.

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Connecting your tools

Google Workspace: Drive, Docs and Calendar APIs for documents, folders and meetings. Docs
Microsoft 365: Microsoft Graph for Outlook, OneDrive, SharePoint and Teams. Docs
Google Calendar: Calendar API to read and book meetings. Docs
DocuSign: eSignature REST API to send envelopes for signature. Docs
QuickBooks Online: REST API to create invoices from approved data. Docs
Slack: Web API and Events API for approval requests and notifications. Docs

Questions people search for

How to automate your work with AI agents

Pick one repeated task with a clear input and output, measure its time, and build one agent for it. Connect the systems the task already uses through their APIs (Microsoft Graph, Google Workspace, QuickBooks). Add an approval step before any action that changes money, sends a document or deletes data.

How to automate workflows with AI agents

Map the workflow as steps (trigger, extract, check, approve, write, log). Let the AI handle the steps that read or draft text, and use rules and code for the steps that decide amounts, routing and dates. Test on a month of past cases before going live.

Power Automate with an AI agent

Power Automate has AI Builder for document and text extraction (learn.microsoft.com) and connectors for Outlook, SharePoint and Teams. Use it for flows that already live in Microsoft 365. Official docs: learn.microsoft.com. For complex reasoning, call an LLM API from a flow step and keep the approval step in the flow.

Business process automation

Start with the process that has the most volume and the clearest rules. Document the current steps and time per case, automate the routine path, and route exceptions to people. Measure hours saved and error rate after two to three months, not in the first week.

Pitfalls

Agents that send documents to clients without review. Teams keep a human approval step for any outward message or signature request.
A process that is faster on paper but needs more checking time. Teams measure the full cycle, including review, against the baseline.
Access beyond the task (an agent that can read the whole drive). Teams give each agent only the folders and scopes it needs and review them each quarter.
Results reported by the vendor with no method behind them. Teams measure the hours saved in their own process before they set a target.

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