Agents for businesses without an IT department.

A supplier invoice in the invoices mailbox, as a PDF or e-invoice, with purchase order number, line items and payment terms.

The agent compares the line items with the purchase order and delivery note in the ERP, checks the early-payment discount and due date, and proposes account codes based on your chart of accounts.

A pre-coded document in DATEV or the ERP, marked as checked and scheduled in the payment run by due date.

Your accounts team approves invoices with no purchase order or with discrepancies. Everything else follows your approval limit.

The list of overdue receivables from the ERP, showing customer, amount and days overdue.

The agent checks recent incoming payments, open complaints and any arrangements made by sales, so it can tell who really should receive a reminder.

Draft payment reminders for each customer, plus a list of cases that sales would rather phone themselves.

Your accounts team approves the reminder run. Sales checks reminders to regular customers first.

An email from a supplier with an order confirmation or a changed delivery date, or asking whether the order still stands.

The agent links the email to the purchase order, spots differences in price or date, and checks whether a customer order depends on it.

An updated purchase order in the ERP and a draft reply to the supplier.

Your buyer confirms price changes, and any dates that affect a customer order.

An expense claim with photos of the receipts, submitted by form or email.

The agent reads the receipts and checks allowances, receipt requirements and your travel policy, picking up duplicate or missing receipts along the way.

A checked claim with a proposed posting. If a receipt is missing, the traveller is asked for it.

The line manager approves claims above your limit or outside the policy.

A request by email or web form with items, quantities and a requested delivery date. Sometimes it is just a photo of an old quote.

The agent identifies the items, checks the price list, customer terms and availability, and recognises whether it is a standard case.

A draft quote in the ERP with price, delivery time and validity, plus a draft email to the customer.

Your sales team approves quotes with special prices or above your value limit.

A complaint by email or as a phone note, with order number, photos and a description of what is wrong.

The agent links the complaint to the order and delivery, checks the warranty and previous cases, then proposes a replacement, a credit note or a repair.

A complaint case logged in the system, with a draft acknowledgement to the customer and a proposed resolution for your team.

Your service team decides on credit notes and replacements. Only then does the reply go out.

A maintenance request from a customer, or a service due under contract, giving the equipment, location and preferred dates.

The agent checks the maintenance contract, the equipment history and the engineers' calendars, and groups visits in the same area.

A draft appointment proposal to the customer, plus a visit booked in the engineer's calendar with the parts list from the last service.

Your service dispatcher confirms the schedule before the customer receives the appointment.

Leave requests by email, through the HR portal or mentioned in passing and written down later. Often for the same long weekends.

The agent checks remaining leave, the team calendar and cover. It flags when too many people in one team would be away at once.

A request with everything needed to decide, a draft calendar entry and a reply ready for the employee.

The line manager approves or declines. The agent only books the leave once they have said yes.

An employee leaving, or a request for an interim reference, along with personnel data, duties and the manager's assessment.

The agent takes the job description, length of service and assessment, and drafts the reference using your templates and the standard wording.

A draft reference in Word, with the places where the manager should add something highlighted.

The manager approves every reference before it is signed.

A meeting request by email from a customer, supplier or trade association, often with three suggested times and a question tucked in.

The agent checks the calendar and the travel time between appointments, follows your rules on which meetings take priority, and answers the side question from what is in the case.

A draft reply proposing a time, and a calendar entry with preparation notes. The side question is answered or passed on.

You or your assistant send the reply. The agent only prepares it.

Month-end. Revenue, order intake, open items and hours come from the ERP, DATEV and time recording.

The agent pulls the figures from the systems, compares them with last month and the plan, and identifies which variances need explaining.

A monthly report as a Power BI page or PDF, with a paragraph explaining where each variance comes from.

You review it yourself before it goes to the advisory board or the bank. The agent never changes the figures.

A supplier's delivery note, scanned at goods-in or sent as a PDF by email, plus the warehouse count.

The agent compares the quantities ordered, delivered and counted, identifies part deliveries, and checks which customer orders are waiting for the goods.

A goods receipt posted in the ERP, or a draft discrepancy notice to the supplier.

Your warehouse manager resolves discrepancies above your tolerance before any claim is made.