AI Automation Use Cases

Trigger: New lead enters CRM
Process:
├── Enrich with company data (Clearbit, ZoomInfo)
├── Analyze engagement signals (email opens, page visits)
├── AI scores lead 1-100 (Claude/GPT-4)
├── Route based on score:
│   ├── >80: Enterprise sales (immediate)
│   ├── 50-80: Inside sales (24hr follow-up)
│   └── <50: Marketing nurture (automated)
Output: Scored lead with routing and talking points

Trigger: Lead enters outreach sequence
Process:
├── Research company (Perplexity API)
├── Analyze LinkedIn profile
├── Identify pain points by industry
├── Generate 5-email sequence (Claude)
│   ├── Email 1: Personalized intro
│   ├── Email 2: Value prop + case study
│   ├── Email 3: Social proof
│   ├── Email 4: Direct ask
│   └── Email 5: Breakup email
├── Personalize subject lines
└── Schedule sends
Output: Fully personalized sequence ready to send

Trigger: Calendar event created with external attendee
Process:
├── Extract attendee details
├── Research company:
│   ├── Recent news (last 90 days)
│   ├── Financial performance
│   ├── Technology stack
│   ├── Competitors
│   └── Key initiatives
├── Research contacts:
│   ├── LinkedIn profile summary
│   ├── Previous interactions
│   ├── Shared connections
│   └── Recent posts/activity
├── Generate brief:
│   ├── Company overview
│   ├── Attendee backgrounds
│   ├── Potential pain points
│   ├── Recommended talking points
│   └── Questions to ask
└── Deliver to rep (Slack/email)
Output: 1-page prep doc before every meeting

Trigger: Sales call ends (Gong/Chorus/Zoom)
Process:
├── Transcribe call (Whisper/native)
├── AI analysis (Claude):
│   ├── Meeting summary (3-5 sentences)
│   ├── Key discussion points
│   ├── Objections raised
│   ├── Next steps agreed
│   ├── Buying signals detected
│   ├── Competitors mentioned
│   └── Timeline indicators
├── Update CRM:
│   ├── Log call with summary
│   ├── Update opportunity stage
│   ├── Create follow-up tasks
│   └── Update close probability
└── Notify rep with summary
Output: Complete call documentation, zero manual entry

Trigger: Rep requests proposal
Process:
├── Pull discovery call notes
├── Fetch customer data from CRM
├── Select appropriate template
├── AI generates:
│   ├── Executive summary (tailored)
│   ├── Understanding of needs
│   ├── Proposed solution
│   ├── Case studies (relevant)
│   ├── Pricing (from approved matrix)
│   ├── Timeline
│   └── Terms
├── Format in branded template
├── Route for approval (if needed)
└── Deliver to rep
Output: First draft proposal in 10 minutes vs 2 hours

Trigger: Opportunity closed (won or lost)
Process:
├── Gather deal data:
│   ├── Call transcripts
│   ├── Email threads
│   ├── Proposal versions
│   ├── Timeline
│   └── Competitor involvement
├── AI analysis:
│   ├── Key decision factors
│   ├── Competitive positioning
│   ├── Objection handling
│   ├── Process efficiency
│   └── Pricing sensitivity
├── Update win/loss database
├── Generate insights report
└── Identify actionable patterns
Output: Continuous improvement insights

Trigger: Blog post published
Process:
├── Extract key points from post
├── Generate variations:
│   ├── LinkedIn post (professional)
│   ├── Twitter thread (5-7 tweets)
│   ├── Instagram carousel (10 slides)
│   ├── Email newsletter snippet
│   ├── YouTube script (short)
│   └── Podcast talking points
├── Adapt tone per platform
├── Schedule for optimal times
└── Track performance
Output: 7+ pieces from 1 original

Trigger: Draft content saved
Process:
├── Analyze target keyword
├── Compare to top 10 SERP results
├── Identify gaps:
│   ├── Missing topics
│   ├── Keyword variations
│   ├── Questions to answer
│   ├── Word count targets
│   └── Header structure
├── Generate suggestions
├── Score content (0-100)
├── Provide specific edits
└── Track ranking changes
Output: Optimized content scoring 80+

Trigger: Email campaign created
Process:
├── Analyze email content
├── Generate 10 subject lines:
│   ├── Question format
│   ├── Number/stat format
│   ├── Urgency format
│   ├── Curiosity format
│   └── Personalized format
├── A/B test top 4
├── Select winner (2-4 hours)
├── Send to remainder
├── Log results
└── Learn for future
Output: Optimal subject line, every time

Trigger: Daily schedule (6am)
Process:
├── Monitor sources:
│   ├── Competitor websites (changes)
│   ├── Press releases
│   ├── Social media
│   ├── Job postings
│   ├── Review sites
│   ├── Patent filings
│   └── SEC filings (if public)
├── AI analysis:
│   ├── Categorize by type
│   ├── Assess importance (1-10)
│   ├── Summarize key points
│   └── Identify required actions
├── Generate daily digest
└── Alert on high-priority items
Output: Daily competitive intelligence brief

Trigger: New campaign request
Process:
├── Input: product, audience, goals
├── Generate creative variations:
│   ├── 10 headline options
│   ├── 5 primary text options
│   ├── 3 CTA variations
│   ├── Image concepts
│   └── Video script options
├── Score for predicted performance
├── Create in ad platform
├── Set up A/B testing
├── Monitor and optimize
└── Learn from results
Output: 50+ tested ad variations

Trigger: New influencer campaign
Process:
├── Define criteria:
│   ├── Niche/topic
│   ├── Follower range
│   ├── Engagement rate minimum
│   ├── Geography
│   └── Platform
├── AI research:
│   ├── Identify candidates
│   ├── Analyze content style
│   ├── Check brand safety
│   ├── Estimate rates
│   └── Find contact info
├── Generate outreach:
│   ├── Personalized pitch
│   ├── Collaboration ideas
│   └── Follow-up sequence
Output: Qualified list with ready-to-send outreach

Trigger: Document uploaded
Process:
├── Classify document type
├── Extract fields:
│   ├── Invoice: vendor, amount, date, line items
│   ├── Contract: parties, terms, dates, clauses
│   ├── Form: all field values
├── Validate extracted data
├── Flag exceptions for review
├── Route to appropriate system
└── Update records
Output: Structured data from any document

Trigger: Various (PO created, delivery expected, issue detected)
Process:
├── Identify communication type:
│   ├── Order confirmation
│   ├── Delivery inquiry
│   ├── Payment status
│   ├── Quality issue
│   └── Contract renewal
├── Pull relevant context
├── Draft appropriate message
├── Review queue (optional)
├── Send communication
├── Log in system
└── Track responses
Output: Professional vendor comms, zero effort

Trigger: Meeting ends
Process:
├── Transcribe recording
├── AI analysis:
│   ├── Meeting summary
│   ├── Key decisions made
│   ├── Discussion topics
│   ├── Action items with owners
│   ├── Deadlines mentioned
│   └── Follow-up meetings needed
├── Create tasks in project tool
├── Schedule follow-ups
├── Distribute notes to attendees
└── File in appropriate location
Output: Complete meeting documentation, tasks created

Trigger: IT ticket submitted
Process:
├── Classify issue:
│   ├── Password reset
│   ├── Software access
│   ├── Hardware issue
│   ├── Connectivity
│   └── Other
├── For automatable issues:
│   ├── Verify user identity
│   ├── Execute fix (if possible)
│   ├── Provide instructions
│   └── Confirm resolution
├── For complex issues:
│   ├── Gather diagnostic info
│   ├── Suggest troubleshooting
│   ├── Route to appropriate team
│   └── Set priority
Output: 50%+ tickets resolved without human touch

Trigger: Continuous (sensor data, metrics, samples)
Process:
├── Monitor inputs:
│   ├── Production metrics
│   ├── Sensor readings
│   ├── Quality samples
│   ├── Customer feedback
│   └── Return data
├── AI analysis:
│   ├── Pattern detection
│   ├── Anomaly identification
│   ├── Trend analysis
│   ├── Root cause suggestions
│   └── Prediction modeling
├── Alert on issues
├── Suggest corrective actions
└── Track resolution
Output: Proactive quality management

Trigger: Daily schedule
Process:
├── Analyze data:
│   ├── Historical sales
│   ├── Seasonal patterns
│   ├── Market trends
│   ├── Lead times
│   └── Current inventory
├── AI forecasting:
│   ├── Demand prediction
│   ├── Optimal stock levels
│   ├── Reorder points
│   ├── Safety stock calc
│   └── Risk assessment
├── Generate recommendations
├── Auto-create POs (if approved)
├── Alert on exceptions
└── Track accuracy
Output: Optimized inventory, fewer stockouts

Trigger: Application received
Process:
├── Parse resume:
│   ├── Contact info
│   ├── Experience
│   ├── Skills
│   ├── Education
│   └── Certifications
├── Match to requirements:
│   ├── Required skills match
│   ├── Experience level
│   ├── Industry background
│   ├── Education fit
│   └── Red flags check
├── Score candidate (1-100)
├── Generate assessment summary
├── Route by score:
│   ├── >80: Interview immediately
│   ├── 60-80: Recruiter review
│   └── <60: Polite decline
Output: Ranked candidates with insights

Trigger: Interview scheduled
Process:
├── Analyze inputs:
│   ├── Job description
│   ├── Required competencies
│   ├── Candidate resume
│   ├── Interview stage
│   └── Interviewer role
├── Generate questions:
│   ├── Role-specific technical
│   ├── Behavioral (STAR format)
│   ├── Culture fit
│   ├── Red flag probing
│   └── Candidate-specific
├── Include scoring rubric
├── Deliver to interviewer
└── Collect feedback
Output: Tailored interview guide, every time

Trigger: Offer accepted
Process:
├── Pre-Day 1:
│   ├── Send welcome email (personalized)
│   ├── Collect paperwork
│   ├── Provision accounts
│   ├── Order equipment
│   ├── Schedule orientations
│   └── Assign buddy
├── Day 1:
│   ├── Workspace setup
│   ├── Welcome meeting
│   ├── IT orientation
│   └── Team introductions
├── Week 1-4:
│   ├── Training modules
│   ├── Meet key stakeholders
│   ├── First project assignment
│   └── Check-in meetings
├── Day 30/60/90:
│   ├── Feedback surveys
│   ├── Manager reviews
│   └── Adjustment recommendations
Output: Consistent onboarding, nothing missed

Trigger: Review cycle begins
Process:
├── Gather inputs:
│   ├── Goals and OKRs
│   ├── Project completions
│   ├── Peer feedback
│   ├── Customer feedback
│   ├── Manager notes
│   └── Self assessment
├── AI analysis:
│   ├── Summarize achievements
│   ├── Identify strengths
│   ├── Note improvement areas
│   ├── Suggest development goals
│   └── Draft review text
├── Manager review and edit
├── Calibration support
└── Finalize
Output: First draft in minutes vs hours

Trigger: Employee asks HR question
Process:
├── Understand question
├── Search relevant sources:
│   ├── Employee handbook
│   ├── Policy documents
│   ├── Benefits info
│   ├── FAQ database
│   └── Previous answers
├── Generate response:
│   ├── Direct answer
│   ├── Relevant policy citation
│   ├── Next steps (if any)
│   └── Escalation path
├── Handle follow-ups
├── Escalate if needed
└── Track for FAQ updates
Output: Instant, accurate HR answers

Trigger: Invoice received (email/upload)
Process:
├── Extract data:
│   ├── Vendor name
│   ├── Invoice number
│   ├── Date and due date
│   ├── Line items
│   ├── Tax amounts
│   └── Total
├── Match to PO (if applicable)
├── Code to GL accounts
├── Validate:
│   ├── Vendor exists
│   ├── Amounts match PO
│   ├── Budget available
│   └── Duplicates check
├── Route for approval
├── Track status
└── Update ERP
Output: Touchless invoice processing

Trigger: Expense report submitted
Process:
├── Extract receipt data
├── Validate against policy:
│   ├── Spending limits
│   ├── Category rules
│   ├── Receipt requirements
│   ├── Timing rules
│   └── Duplicate detection
├── Flag violations
├── Calculate reimbursement
├── Route based on status:
│   ├── Clean: Auto-approve
│   ├── Minor issues: Manager review
│   └── Policy violations: Finance review
├── Process approved
└── Notify employee
Output: Faster reimbursement, better compliance

Trigger: Month-end close completed
Process:
├── Pull financial data:
│   ├── P&L statement
│   ├── Balance sheet
│   ├── Cash flow
│   ├── KPIs
│   └── Budget comparison
├── AI analysis:
│   ├── Variance analysis
│   ├── Trend identification
│   ├── Anomaly detection
│   ├── Year-over-year comparison
│   └── Forecast implications
├── Generate narrative:
│   ├── Executive summary
│   ├── Key highlights
│   ├── Areas of concern
│   ├── Recommendations
│   └── Outlook
├── Format report
└── Distribute
Output: Complete financial narrative, minutes

Trigger: Transaction processed
Process:
├── Analyze transaction:
│   ├── Amount
│   ├── Counterparty
│   ├── Time/location
│   ├── Category
│   └── User behavior
├── AI scoring:
│   ├── Pattern matching
│   ├── Anomaly detection
│   ├── Velocity checks
│   ├── Relationship analysis
│   └── Historical comparison
├── Risk score (1-100)
├── Route by score:
│   ├── <30: Auto-approve
│   ├── 30-70: Queue for review
│   └── >70: Block and alert
├── Investigate flagged
└── Learn from outcomes
Output: Proactive fraud prevention

Trigger: Daily schedule
Process:
├── Gather signals:
│   ├── Product usage
│   ├── Support tickets
│   ├── NPS responses
│   ├── Payment history
│   ├── Engagement (emails, calls)
│   └── Contract status
├── AI analysis:
│   ├── Score health (1-100)
│   ├── Identify risk factors
│   ├── Compare to healthy customers
│   ├── Predict churn probability
│   └── Suggest interventions
├── Update CRM
├── Alert on at-risk accounts
├── Generate playbooks
└── Track outcomes
Output: Proactive retention management

Trigger: QBR scheduled
Process:
├── Gather customer data:
│   ├── Usage metrics
│   ├── ROI achieved
│   ├── Support history
│   ├── Feature adoption
│   └── Goals vs actuals
├── AI generates:
│   ├── Executive summary
│   ├── Value delivered
│   ├── Usage trends
│   ├── Recommendations
│   ├── Success stories
│   └── Renewal proposal
├── Create presentation
├── Identify talking points
└── Schedule prep time
Output: Complete QBR deck, 90% done

Trigger: Weekly schedule
Process:
├── Analyze usage:
│   ├── Feature utilization
│   ├── Seat usage vs licensed
│   ├── API calls
│   ├── Storage usage
│   └── Module engagement
├── Identify signals:
│   ├── Approaching limits
│   ├── Power user growth
│   ├── Adjacent feature interest
│   ├── Use case expansion
│   └── Team growth
├── Score opportunity
├── Generate pitch:
│   ├── Why upgrade now
│   ├── Value proposition
│   ├── ROI calculation
│   └── Special offer
├── Alert CSM
└── Track outcomes
Output: Warm expansion opportunities

Trigger: Code merged to main
Process:
├── Analyze code changes:
│   ├── Functions added/modified
│   ├── APIs changed
│   ├── Dependencies updated
│   └── Breaking changes
├── Generate documentation:
│   ├── Function docstrings
│   ├── API reference
│   ├── Usage examples
│   ├── Migration guides
│   └── Changelog entry
├── Update docs site
├── Notify relevant teams
└── Flag for review
Output: Always up-to-date documentation

Trigger: Bug report submitted
Process:
├── Analyze report:
│   ├── Error messages
│   ├── Steps to reproduce
│   ├── Affected area
│   ├── User impact
│   └── Related issues
├── AI classification:
│   ├── Severity (P1-P4)
│   ├── Component owner
│   ├── Type (bug/feature/support)
│   ├── Complexity estimate
│   └── Similar past issues
├── Route to team
├── Suggest fix approach
├── Link related issues
└── Notify stakeholders
Output: Faster bug resolution, right team first

Trigger: Release tagged
Process:
├── Gather changes:
│   ├── Commit messages
│   ├── PR descriptions
│   ├── Linked tickets
│   └── Documentation updates
├── AI generates:
│   ├── New features
│   ├── Improvements
│   ├── Bug fixes
│   ├── Breaking changes
│   └── Deprecations
├── Write in customer voice
├── Add relevant screenshots
├── Route for approval
└── Publish
Output: Professional release notes, every time

Trigger: Contract uploaded for review
Process:
├── Parse contract
├── Identify key clauses:
│   ├── Payment terms
│   ├── Liability limits
│   ├── Termination rights
│   ├── IP ownership
│   ├── Confidentiality
│   ├── Data protection
│   └── Unusual terms
├── Compare to standards:
│   ├── Company policies
│   ├── Industry norms
│   ├── Previous agreements
│   └── Risk thresholds
├── Generate report:
│   ├── Risk assessment
│   ├── Negotiation points
│   ├── Recommended changes
│   └── Comparison to standard
Output: Informed contract decisions, faster

Trigger: Continuous monitoring
Process:
├── Monitor sources:
│   ├── Communications
│   ├── Transactions
│   ├── Documents
│   ├── Access logs
│   └── Third-party data
├── Check against rules:
│   ├── Regulatory requirements
│   ├── Company policies
│   ├── Industry standards
│   └── Contract terms
├── Flag violations
├── Generate reports
├── Alert compliance team
├── Track remediation
└── Audit trail
Output: Proactive compliance management