Start with the job that keeps coming back Choose a task you do often, can describe clearly and can check without much difficulty. Time it today so you have something to compare. Start where mistakes are easy to catch and correct; the examples below give you places to look.
Automate My Work is a Flowtivity resource. This guide was first published in February 2026 and substantively updated in October 2026. Software features and prices change, so compare current vendor documentation against your requirements before purchasing.
How to Choose One Task and Test It
- Map the current process: record the trigger, inputs, handoffs, approvals and common exceptions.
- Measure a baseline: for a sample of real cases, record time spent, rework and wait time. Include the cost of errors.
- Choose one boundary: let software prepare, classify or remind; keep a person accountable for sensitive decisions and external messages.
- Test with real cases: run a small pilot, log failures and review the outputs before switching on unattended actions.
- Compare total effort: count setup, subscription, maintenance and review time as well as any time saved.
1. Invoice preparation
One way to use it: a completed job creates a draft invoice using approved scope and customer details. An authorised person checks tax treatment, amounts and recipient before sending. Escalate missing purchase orders and disputes.
2. Inbox triage
One way to use it: label incoming messages by topic and urgency, then prepare draft replies for common questions. Staff review replies and handle complaints, unusual requests or personal information.
3. Social post scheduling
One way to use it: place approved posts into a publishing queue. A person checks factual claims, dates, images and brand tone before release. Keep a way to pause a scheduled post when circumstances change.
4. Customer onboarding
One way to use it: a signed agreement triggers a checklist and welcome message. Require staff approval before granting system access; track unanswered forms and hand off non-standard cases.
5. Appointment reminders
One way to use it: send confirmation and reminder messages from the booking system. Check consent, time zones and cancellation rules, and give customers a clear route to a person.
6. Quote follow-up
One way to use it: queue a polite follow-up after a quote remains open for an agreed period. Suppress it after acceptance, rejection or an active conversation. Review consent and message frequency before sending.
7. Data transfer and reporting
One way to use it: move agreed fields between systems and compile a draft weekly report. Reconcile totals against source records; flag missing or duplicated entries instead of silently overwriting them.
8. Staff rostering
One way to use it: collect availability and produce a draft roster. A manager checks coverage, leave, employment conditions and changes before publishing it.
9. Quote drafting
One way to use it: pull known customer and job details into a draft quote. A person verifies scope, exclusions, quantities and price before the customer sees it.
10. Feedback requests
One way to use it: after a completed job, prepare a neutral request for feedback under a consent and frequency rule. Do not promise rewards or filter requests by whether the customer seems happy.
What a Time Saving Looks Like When You Count the Checking
This is an example calculation, not a customer result. Suppose a team handles 20 invoices a week and the current preparation takes 10 minutes per invoice. That is 200 minutes. A pilot that cuts preparation to 5 minutes but adds 2 minutes of review per invoice takes 140 minutes, a gross difference of 60 minutes. Subtract setup, maintenance and error-correction time before calling it a net benefit. Your own baseline and pilot data may be very different.
The same method works for the other tasks: compare like-for-like cases, count exceptions and confirm that quality did not fall. See workflow examples and common questions for the next checks.
For personal information and marketing messages, check current requirements with the OAIC guidance on commercial AI products and ACMA guidance on consent, sender identification and unsubscribe options when designing your workflow.