Which administrative tasks can AI take over?
AI can take over administrative tasks where something arrives by email, receipt, photo, or message and then gets entered into software by hand. There are five streams: scheduling, the shared inbox, email into the file, hours and weekly timesheets, and invoices against the project. AI reads, looks things up, and prepares. A person approves.
What is an administrative task AI can take over?
An administrative task AI can take over is work where someone reads incoming information, finds the relevant details, and retypes it into software. The time goes into reading and searching, with little judgment involved. An AI agent does that preparation and presents it for review. The person only needs to decide.
Which tasks are they, by stream?
There are twenty-five tasks across five streams. Each appears below in one sentence with a link to the use case. The pattern is always the same: Bombos prepares, you approve.
What can AI take over in scheduling?
In scheduling for installation and technical maintenance, work arrives as an email, phone call, or message. The scheduling software needs a record. Bombos prepares the reading, searching, and retyping in between.
- A quote request on Friday afternoon: Bombos prepares the reply and quote outline. You set the price.
- Quotes that quietly expire: the follow-up email is ready on time, with the customer response.
- A sick call that changes the day: the revised daily proposal is ready, with messages to customers.
- Scheduling an appointment: available times including travel time are ready. The invitation goes out after your approval.
- A cancellation leaving a gap: Bombos proposes a job from your schedule or waiting list, with a draft email.
- Customers who do not show up: a reminder in your own tone is ready for each appointment tomorrow.
- Inspections and service visits: the recorded maintenance agreement comes up on time, with the invitation ready.
- Orders by email: the order is ready for your schedule, with the customer confirmation.
What can AI take over in the shared inbox?
In the shared inbox of a bookkeeping firm or owners' association manager, everything lands in one pile. Bombos works in your own Outlook and turns each email into a task with an owner.
- Distributing shared inbox email: each email is with the right coworker, with a draft reply underneath.
- Questions that come up every week: the reply is ready with that customer's actual information.
- Complaints that fade: Bombos follows each complaint until it is finished and alerts you if things go quiet.
- Customers who go quiet: the list of quiet cases is ready, with what was left unfinished for each customer.
- A resident report: the order for the regular plumber is ready, with the reply to the resident.
What can AI take over when filing email?
When filing email at an insurance or bookkeeping firm, agreements and attachments often only live in someone's inbox. Bombos finds the customer and file in SharePoint or your own case management system.
- Agreements that only live in someone's inbox: the email and attachment are ready for the correct file, with the reason.
- An email missing the required attachment or information: the request for more information is ready before the case stalls.
- The status question that comes up every day: the reply is ready from the software and email exchange. You send it.
- Preparing a customer conversation: one overview of what is happening and what is outstanding, from email and software.
What can AI take over for hours and weekly timesheets?
For hours and weekly timesheets in staffing and recruitment, information arrives as a photo, Excel file, or email, while AFAS, a major Dutch business software maker, needs entries. Similar work surrounds the hours: applicants, a first day, and leave.
- Weekly timesheets as photos or Excel files: hour entries are ready by placement, with uncertain cases highlighted.
- Applicants waiting for a reply: a personal reply is ready, with interview times from your calendar.
- A new coworker's first day: your checklist is updated, through to the draft welcome email.
- Leave requests by email: the draft reply is ready. You check it against the balance and schedule.
What can AI take over for invoices against the project?
For invoices against the project, someone retypes amounts and project numbers into Exact Online, Dutch accounting software, and only sees a discrepancy at month-end. Bombos prepares the entry according to your own rules. You post it.
- Purchase invoices someone retypes: the entry is ready, with the reason for the chosen project.
- Invoices that differ from a quote or receipt: the discrepancy is flagged before anything is posted.
- Reminders that go out late: they are ready in your own tone and at your own pace.
- The monthly invoicing round: draft invoices are ready, with deviations from last month marked.
How do you choose the first task?
Choose the first task where the most information is currently retyped and a proposal is quick to check. In each stream above, the time goes into reading, searching, and retyping. Whoever runs the first task will recognize the next one themselves. Read more in where to start with AI and AI in your business.
Look at where work arrives. If there is a shared inbox that everyone reads, you often start there.
Distributing email from a shared inboxFind the retyping work, such as a weekly timesheet arriving as a photo that needs to go into AFAS line by line.
Weekly timesheets arriving as photos or Excel filesChoose a proposal you can check quickly, such as an attachment ready for the file with the reason provided.
Agreements that only live in someone's inboxSet up the first task together, such as purchase invoices. Bombos asks about agreements that currently only live in someone's head. Your team then teaches it the next task themselves.
Purchase invoices someone retypes
What does it cost and what does it deliver?
The pilot costs 2,000 euros for the first three months, with Bombos alongside you, then 1,000 euros per month. During those three months, Bombos sets up the first task with you. It costs less than half a day per week of the employee you would otherwise hire.
What it delivers is work that disappears: reading, searching, and retyping between email and software. The person currently handling the inbox, weekly timesheets, or invoices notices first. They now review a proposal. The business does more work, at a higher quality, with the same people.
What does the person do?
The person decides. Bombos prepares. Each proposal shows what is ready, with the reason and source. Something is only sent or posted after someone on your team clicks Approve. You can look back at every step to see what happened and why.
At first, Bombos submits everything for review. For internal work, such as looking things up, checking, and preparing, you then decide how much Bombos can do ahead of time. Customer messages and payments always wait for your approval.
When can AI not take over these tasks?
AI does not take over these tasks if there is no email stream being entered into software by hand, or if everything already happens inside the software. In a very small business, there is usually too little work. Where judgment is the work, such as pricing a quote, Bombos only prepares the information.
Frequently asked questions
Can AI also take over tasks that are not on this list?
Yes, as long as the work follows the same pattern: something arrives, someone finds the relevant information, and enters it into software. After the first task, your team teaches Bombos the next one themselves. You do not need technical skills.
Do I need to replace my software to let AI handle tasks?
No. Bombos works with the software you already have, such as Outlook, Exact Online, AFAS, Syntess Atrium, Dutch software for installation companies, and SharePoint. After your approval, Bombos writes to that software. Your folders and records stay where they are.
Does AI take over someone's job?
No. It handles retyping. The person currently doing the inbox or weekly timesheets now reviews proposals and has time left over. The goal is for growth not to require extra people.
What happens if a proposal is wrong?
You change it before clicking Approve, or reject it. That correction becomes the rule for the next proposal. When uncertain, Bombos asks for the missing information rather than guessing.
What if the knowledge only lives in someone's head?
Then Bombos cannot look it up, because it works with recorded information. That is why Bombos interviews the people who know and records their knowledge. It then becomes part of the proposal.
Further reading
- Planning for installation and technical maintenanceQuote requests that arrive after hoursEvery request gets a reply before the customer calls elsewhere.
- The shared inbox at bookkeeping firms and homeowners associationsSorting mail from a shared inboxEvery email has an owner, with the answer ready.
- Email into the client file for insurance, bookkeeping and homeowners associationsAgreements that live in one mailboxEvery email in the right file, while your team does more.
- Timesheets and hours in staffing and placementTimesheets that arrive as a photo or an Excel fileHours complete by the end of the week.
- Invoices against the project, in every tradeSupplier invoices someone retypesSupplier invoices without retyping, more work with the same team.
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