65%
of Australian small and medium businesses with no plans to use AI say trust, or keeping people in control, is what holds them back.
National AI Centre, 2026A practical guide for businesses that sell, stock, make and deliver products
43 everyday problems, and how automation solves them
Written in plain English, one problem at a time. No technical knowledge needed.
Edition 2
New in Edition 2: a People & Payroll team, eight new use cases, and tags that show the effort and whether AI is needed.
In short: This playbook lists 43 everyday problems in businesses that sell, stock, make and deliver products, and how automation solves each one. They cover eight teams, from sales to payroll. About half need no AI at all. Each one shows the problem, what changes, what you gain, what you’ll need first and how much effort it takes. It’s written for Australian businesses, and a person stays in charge of anything that matters.
Why this matters now
$56,600
average cost per cybercrime reported by an Australian small business in 2024–25. Email scams are among the most common.
Australian Signals Directorate, 2025$15,257
lost to late payments in a year by the average Australian small business.
Xero, 2026That’s why every idea in this playbook keeps a person in charge of anything that matters.
What this playbook is
Every business that buys and sells products carries the same hidden busywork. Orders are retyped from emails. Supplier bills are checked line by line. Customers and suppliers are chased one at a time.
This playbook shows 43 of those problems across eight teams, from quick wins to bigger projects. About half need no AI at all, just a well-set-up system. Read the ones that sound like your week, then share the rest with the people who run each team.
Who it’s for
Owners, managers and the people who run sales, customer service, finance, purchasing, the warehouse, production and payroll.
Your system
The examples come from businesses that run their orders, stock, suppliers and invoices in one main system, called an ERP, such as Odoo. The ideas apply to any system. If you use Odoo, some of these are already built in and just need setting up properly. We’ll tell you which.
How to use this playbook
Find your team
The use cases are grouped into eight teams, one section each. Start with yours, or pass that section to the person who runs the team.
Start with the problem
Every use case opens with “Today”: a short, real-world problem. If it sounds familiar, read on to see what changes.
Check the tags
Each use case shows how much effort it takes, whether it needs AI, and what you’ll need first. Quick wins are the best place to start.
Tick what sounds like your week
Tick “This sounds like us” on any use case. Your ticks build a scorecard at the end that you can send to us.
How each use case reads
Today
The problem, as it happens in a busy business. Example: “A supplier bills you for 120 boxes. Only 100 arrived.”
With automation
What changes, in plain steps. Example: “Every bill is checked against what actually arrived.”
The win
What your business gets out of it. Example: “You only pay for what you received.”
What the tags mean
How it works
- No AI needed
Rules and a well-set-up system do the work. Often the cheapest fix.
- AI reads it for you
AI reads emails, documents and your system’s data, and turns them into entries, answers or summaries.
- AI suggests, you approve
AI prepares a draft or a recommendation. A person decides.
Effort
- Quick win
Works with the information most businesses already keep.
- Needs some groundwork
Some information needs to be cleaned up or recorded first.
- Bigger project
Needs accurate planning data and more set-up time.
Examples are illustrative, based on common situations in product businesses.
Show:Showing 43 use cases
Team 1 of 8
Sales
Winning orders and keeping customers buying.
Share this section with: Sales managers, sales reps and business owners.
01
Emailed orders, entered for you
Email order to sales order
AI reads it for youQuick win
- Today
- A regular customer emails a PDF order with 15 lines, their own product codes and special prices. Someone types every line into your system.
- With automation
- The order is read automatically and matched to the right customer, products and prices, even when they use their own product codes. A draft order waits for a quick check, with anything unclear highlighted.
- The win
- Orders are entered in minutes, with fewer typing errors and wrong deliveries.
- What you’ll need
- Your customer price lists, and each customer’s product codes matched to yours once.
02
Same-day quotes that protect your profit
Quote in minutes
AI suggests, you approveNeeds some groundwork
- Today
- A buyer emails asking for 40 units in three sizes, with a bulk discount. Before anyone can reply, someone has to check stock, prices and profit by hand.
- With automation
- The request, by email or a quick chat message, becomes a draft quote using your approved prices and discounts. Stock is checked, and any discount that cuts too deep goes to a manager to approve.
- The win
- Reply the same day without giving away profit. A fast, accurate quote gives you a better chance of winning the order.
- What you’ll need
- Price lists, discount rules and product costs kept up to date in your system.
03
Every enquiry gets a reply
Enquiry never missed
No AI neededQuick win
- Today
- A new customer fills in your website form on Friday afternoon. Everyone assumes someone else replied. By Tuesday, the buyer has gone elsewhere.
- With automation
- Every new enquiry, from your website, phone messages or sales inbox, is given to one named person straight away. If nobody replies within the time you set, that person gets a reminder, then their manager does.
- The win
- You’ve already paid to win that enquiry. It won’t be lost to a slow reply.
- What you’ll need
- All new enquiries arriving somewhere your system can see.
04
Find money you earned but never billed
Forgotten revenue finder
No AI neededQuick win
- Today
- Goods went out last week, but the invoice was never sent. A big quote went quiet and nobody followed up. Neither stands out on a busy Monday.
- With automation
- Each week, your system is checked for goods delivered but never invoiced, and quotes worth chasing. You get a short list with the dollar value of each and who should act.
- The win
- Money you’ve already earned, or nearly won, comes back in.
- What you’ll need
- Deliveries confirmed in your system when goods leave.
05
Notice when a regular customer goes quiet
Quiet customer alert
AI suggests, you approveQuick win
- Today
- A customer who ordered every month hasn’t ordered in eight weeks. Nobody notices until the end of the quarter.
- With automation
- Your system learns how often each customer usually orders. When one goes quiet, or has an unresolved complaint, the person who looks after them gets a nudge and a suggested check-in message.
- The win
- You keep good customers, and keeping one is usually cheaper than winning a new one.
- What you’ll need
- At least a year of order history in your system.
Team 2 of 8
Customer Service
Fast answers for customers, and no request left behind.
Share this section with: Customer service leads, support staff and business owners.
06
Every email gets an owner
Shared inbox sorter
AI reads it for youQuick win
- Today
- Sixty emails land in your shared inbox every day: orders, questions, complaints and invoices. Someone spends the morning forwarding them, and a few always slip through.
- With automation
- Each email is read, linked to the right customer and order, and handed to the right person as a task. That person gets an alert in Outlook or Teams.
- The win
- Every request has a name next to it, and nothing sits unanswered.
- What you’ll need
- Access to your shared inbox, and customers’ email addresses kept in your system.
07
Answer “Where’s my order?” in minutes
Order status answers
AI reads it for youQuick win
- Today
- Customers email and call all day asking where their order is. Each question means someone checking your system, then the courier’s website.
- With automation
- The order is found, its delivery status is checked, and a clear reply with the tracking link is drafted. You choose whether simple answers go straight out, even after hours.
- The win
- Customers get fast answers, and your team spends its time on real problems.
- What you’ll need
- Tracking numbers saved on each delivery, and couriers that share tracking updates.
08
Get the full story behind a complaint, fast
Complaint investigator
AI suggests, you approveNeeds some groundwork
- Today
- A customer writes: “My delivery was late, and I was charged for something I didn’t get.” Support has to ask sales, the warehouse and accounts what happened.
- With automation
- The order, delivery, invoice and past emails are pulled into one short summary of what really happened, with a suggested fix and a draft reply to approve.
- The win
- The complaint is solved in one go, without three teams chasing each other.
- What you’ll need
- Customer emails linked to the right customer and order records.
09
Handle returns, and claim the cost back
Returns and warranty claims
AI suggests, you approveNeeds some groundwork
- Today
- A customer returns a faulty item with no invoice number. Staff hunt for the sale and check the warranty, and the cost is rarely claimed back from the manufacturer.
- With automation
- The sale is found from the customer’s name, email, phone or serial number, and the warranty is checked. The return is prepared and, if the manufacturer is at fault, so is a claim to them.
- The win
- Customers get a fair answer fast, and you stop paying for other people’s faults.
- What you’ll need
- Serial or batch numbers recorded on sales, and your suppliers’ warranty terms on file.
Good to know: Under Australian Consumer Law, when a fault is the manufacturer’s, you can generally claim your costs back from them, with up to three years to do it.
Source: HWL Ebsworth10
Give every customer your best expert’s answer
Expert product answers
AI suggests, you approveNeeds some groundwork
- Today
- A customer asks whether a part fits their machine and meets a safety standard. Only one senior person knows, and the customer waits three days for a reply.
- With automation
- A draft answer is prepared from your product data sheets, manuals and past replies, showing where each fact came from. Your expert checks it in a minute instead of writing it from scratch.
- The win
- Customers get expert answers the same day, and your best person isn’t a bottleneck.
- What you’ll need
- Up-to-date data sheets and manuals, and an expert to approve answers.
Good to know: Answers about safety or fit never go out without your expert’s approval.
Team 3 of 8
Finance
Getting paid on time, and paying only what you owe.
Share this section with: Finance managers, accounts staff, bookkeepers and business owners.
11
Stop paying for goods that never arrived
Supplier bill checker
No AI neededQuick win
- Today
- A supplier bills you for 120 boxes. Only 100 arrived. Or the same bill is sent twice. Unless someone checks every line, you pay too much.
- With automation
- Every bill is checked against what you ordered and what actually arrived. Differences and duplicates are highlighted, and a correction request to the supplier is ready to send.
- The win
- You only pay for what you received, without checking every bill by hand.
- What you’ll need
- Goods recorded as received in your system when they arrive.
Good to know: If you use Odoo, matching bills to orders and deliveries is built in. It just needs setting up properly.
12
Get paid without the chasing
Overdue invoice chaser
AI reads it for youQuick win
- Today
- A customer is 30 days late. They reply, “We’ll pay next Friday.” The promise is forgotten, and the reminders keep going out anyway.
- With automation
- Polite reminders go out on overdue invoices. Replies are read: promises are noted with their date and reminders pause, while disputes go to the right person. If Friday passes unpaid, someone is told to call.
- The win
- You get paid sooner, without annoying good customers.
- What you’ll need
- Correct payment terms and billing contacts for each customer.
Good to know: Australian small businesses were paid 6.0 days late on average in the June 2026 quarter.
Source: Xero13
Catch fake bank detail emails before you pay
Bank detail change guard
No AI neededQuick win
- Today
- An email that looks like it’s from a regular supplier says, “We’ve changed banks, please pay our new account.” It’s a scam, and it looks completely real.
- With automation
- Any change to a supplier’s bank details is highlighted, and the email is checked for warning signs, like a look-alike address. Payment waits until someone calls the supplier on the number you already have.
- The win
- One fake email can cost tens of thousands of dollars. A two-minute phone call stops it.
- What you’ll need
- A record of every change to supplier bank details, and a call-back rule your team follows.
Good to know: Most Australian banks now also check the account name when you pay a new account for the first time (Confirmation of Payee). Use it as well as the call-back, not instead of it.
Source: IT Brief14
See a cash shortfall weeks before it hits
Cash flow early warning
No AI neededNeeds some groundwork
- Today
- Sales are strong, but several customers are paying late, and big supplier bills, wages, super and BAS all land in the same fortnight. Nobody sees the gap coming.
- With automation
- Money coming in, based on how late each customer usually pays, and money going out, including wages, super and tax, are added up week by week. If you’re heading for a shortfall, you’re warned early and shown why.
- The win
- You spot a cash crunch while there’s still time to act.
- What you’ll need
- Up-to-date money owed to you and by you, plus your wage, super and BAS dates.
Good to know: Since 1 July 2026, super is paid with every pay run instead of every quarter. That changes the rhythm of your cash flow.
Source: Moneysmart15
Match every customer payment, and check what they held back
Customer payment matcher
AI suggests, you approveNeeds some groundwork
- Today
- A customer pays $18,450 in one bank transfer with the reference “March invoices”. Someone has to work out which invoices it covers, and why it’s $620 short.
- With automation
- The payment is matched to the right invoices using the customer’s remittance email. Any shortfall or deduction is checked against the order, the delivery and your agreed deals. Fair ones are recorded, and unfair ones get a draft dispute for you to approve.
- The win
- Your books are right the same day, and money you’re owed doesn’t quietly disappear.
- What you’ll need
- Customers’ remittance emails, and your agreed deals and promotions on record.
Good to know: Supplying Coles, Woolworths, ALDI or Metcash? Since 1 April 2025, the Food and Grocery Code limits when they can deduct from your payments.
Source: ACCC16
Close the month without the scramble
BAS-ready month end
No AI neededNeeds some groundwork
- Today
- It’s the 3rd. Your bookkeeper is chasing unmatched bank lines, bills sitting in inboxes, goods delivered but never invoiced, and GST codes that look wrong. BAS is due soon.
- With automation
- In the last days of the month, a checklist runs itself. Unmatched bank lines, bills received but not entered, uninvoiced deliveries and unusual GST coding are listed with who needs to act. Your accountant gets a clean pack.
- The win
- The month closes in days, not weeks, and your BAS is built on numbers you trust.
- What you’ll need
- Bank feeds connected to your system, and bills entered as they arrive.
Team 4 of 8
Purchasing & Suppliers
Buying well, at the true cost, with fewer surprises.
Share this section with: Purchasing managers, buyers and business owners.
17
Check new suppliers before you pay them
Supplier onboarding check
No AI neededQuick win
- Today
- A new supplier’s first invoice arrives with an ABN, GST and bank details. Someone sets them up in the system without checking any of it.
- With automation
- The ABN and GST registration are checked against the Australian Business Register. New bank details are held for a name check and a call-back. Missing documents, like insurance certificates, are requested. The supplier stays on hold until everything is in.
- The win
- You only pay real, registered businesses, and only claim GST credits you’re entitled to.
- What you’ll need
- A rule that every new supplier starts on hold until the checks pass.
Good to know: Anyone can check an ABN and its GST status for free on the Australian Business Register’s ABN Lookup.
Source: ABN Lookup18
Turn “we need 50” into an order, ready to approve
Request to order
AI reads it for youNeeds some groundwork
- Today
- Someone needs 50 of a product. That means emails back and forth, quotes from three suppliers in different formats, and an order typed up by hand.
- With automation
- The request comes in by email, chat or your system. Supplier quotes are compared side by side on price, delivery cost and timing, and a draft order is ready to approve.
- The win
- You buy faster and better, and a person still decides what gets ordered.
- What you’ll need
- A list of approved suppliers for each product.
19
Catch late supplier orders, and plan around them
Late supplier orders
AI reads it for youNeeds some groundwork
- Today
- Four of your 12 supplier orders were never confirmed, and one supplier now says a key item is ten days late. Several customer orders depend on it.
- With automation
- Unconfirmed orders are chased and promised dates recorded. When something will be late, every affected customer order and job is found, other options are checked, and a recovery plan goes to a manager.
- The win
- You hear about late stock early, and have a plan before customers feel it.
- What you’ll need
- Promised dates recorded on supplier orders, and customer orders linked to incoming stock.
20
Know what imported stock really costs you
True cost of imports
AI reads it for youNeeds some groundwork
- Today
- An imported item costs $40 from the supplier, but $52 once freight, customs duty and insurance are added. Your system still shows $40, so your profit looks better than it is.
- With automation
- Freight, customs and insurance bills are read as they arrive and shared across the products in each shipment. Costs are updated, and items selling at too little profit are highlighted.
- The win
- You set prices on what stock really costs, not on what the supplier charged.
- What you’ll need
- Your system set up to add freight and duty to stock costs, and each shipment linked to the goods received.
Good to know: If you’re registered for GST, the GST paid on imports is generally claimed back as a credit, so it’s left out of your stock cost. Your accountant confirms the method once.
21
Spot supplier price rises before they eat your profit
Price rise watchdog
No AI neededQuick win
- Today
- A supplier quietly raises a product from $45 to $53, or sends a new price list in a spreadsheet. Your selling price stays the same, so you earn less on every sale.
- With automation
- Every new bill and price list is compared with what you paid before. Rises are highlighted with the products and profit affected. You decide what to do next.
- The win
- $8 more on 400 units a month is $3,200 a month off your profit. Catch it on the first bill.
- What you’ll need
- Supplier bills linked to the products they’re for.
22
Claim every supplier rebate you’ve earned
Supplier rebate tracker
AI reads it for youNeeds some groundwork
- Today
- Your supplier agreement pays you 3% back once you buy $500,000 in a year. Nobody tracks it closely, so the rebate is claimed late, or never.
- With automation
- Your rebate agreements are read and your purchases tracked against them. You’re told when a rebate is due, and when a little more buying would reach the next level.
- The win
- Money your suppliers already owe you actually comes back.
- What you’ll need
- Copies of your signed rebate agreements.
Team 5 of 8
Warehouse & Stock
The right stock on the shelf, and orders out on time.
Share this section with: Warehouse managers, stock controllers and buyers.
23
Reorder the right amount at the right time
Smart reorder suggestions
No AI neededNeeds some groundwork
- Today
- Reorder levels were set two years ago and never touched. Now some products run out every month, while others pile up in the corner.
- With automation
- Recent sales, busy seasons and how long each supplier really takes to deliver are reviewed. Suggested orders and updated stock levels are prepared for the buyer to approve.
- The win
- Fewer empty shelves, and less cash stuck in stock you don’t need.
- What you’ll need
- One to two years of sales history, and how long each supplier really takes to deliver.
24
Spot orders at risk before it’s time to pack
Orders at risk
No AI neededQuick win
- Today
- Sales promised 60 units for next Tuesday, but the incoming stock won’t arrive in time. Another order is for a customer who’s over their credit limit. Nobody notices until the warehouse goes to pack.
- With automation
- Every morning, orders at risk are found before packing starts: short stock, customers over their credit limit, and delivery addresses that won’t work. Other options, like stock at another location, are checked and a draft customer update is prepared. Credit holds go to a person, with the customer’s payment history, to release or keep.
- The win
- Fewer late deliveries, fewer awkward phone calls, and fewer surprise bad debts.
- What you’ll need
- Stock reservations, incoming dates and customer credit limits kept up to date.
25
Hear about delivery problems before your customer does
Delivery problem alert
No AI neededQuick win
- Today
- The courier marks a parcel as lost or delayed. Customer service only finds out when the customer complains.
- With automation
- Courier updates are matched to the right order. The responsible team is alerted, and a replacement or a customer update is prepared for approval.
- The win
- You tell customers about a problem before they have to chase you.
- What you’ll need
- Couriers that send tracking updates to your system.
26
Turn slow or expiring stock back into cash
Slow and expiring stock
No AI neededQuick win
- Today
- Some products have barely sold in six months, and some stock passes its use-by date next month. Money sits on the shelves while cash is tight.
- With automation
- Slow and soon-to-expire stock is listed by the money at risk, with practical options: sell it first, move it, stop reordering it, or run a promotion.
- The win
- Less stock thrown away or written off, and cash back in the business.
- What you’ll need
- Batch and expiry dates recorded for anything with a use-by date.
27
Never sell online what you don’t have
Online stock check
No AI neededNeeds some groundwork
- Today
- You sell on your website and an online marketplace. Stock levels drift out of step, so you sell something you don’t have, or an online order never reaches the warehouse.
- With automation
- Online orders and stock levels are checked against your system throughout the day. Missing orders and oversold items are highlighted, so they’re fixed before a customer notices.
- The win
- Fewer cancelled orders, refunds and bad reviews.
- What you’ll need
- Your website and marketplaces connected to your system.
Team 6 of 8
Manufacturing & Quality
Promising dates you can keep, and catching problems early.
Share this section with: Production managers, planners and quality leads.
28
Promise delivery dates you can actually keep
Delivery date checker
No AI neededBigger project
- Today
- Sales promises a customer 500 units by the 20th, without checking whether the factory can make them in time.
- With automation
- Before a date is promised, materials, stock and machine time are checked, and a date the factory can actually meet is suggested.
- The win
- Customers get dates they can trust, and the factory isn’t set up to fail.
- What you’ll need
- Accurate bills of materials, production steps and machine capacity.
29
Keep production moving when a part is missing
Production recovery
AI suggests, you approveBigger project
- Today
- Tomorrow’s job can’t start because one part is missing. Three later jobs and two customer deadlines are now at risk.
- With automation
- The blocked jobs are identified, other parts or suppliers are checked, and a new schedule that protects the most important deadlines is proposed to the production manager.
- The win
- The factory keeps moving, and the deadlines that matter most are met.
- What you’ll need
- Accurate production planning data, and a clear list of your priority customers and orders.
30
Stop a bad batch before it reaches more customers
Quality problem containment
AI suggests, you approveNeeds some groundwork
- Today
- A batch fails its quality check. Some of it is still in the warehouse, and some is already on its way to customers.
- With automation
- In one step, the affected stock is flagged for hold, and every affected order and customer is listed. A person confirms the hold, and draft customer notices and next steps are ready to go.
- The win
- The problem is contained quickly, and customers hear about it from you first.
- What you’ll need
- Batch numbers tracked from goods received through to each customer.
Good to know: If a product may have caused a death, serious injury or illness, or you start a safety recall, Australian law requires you to notify the ACCC within two days. Your team makes the call; the system makes sure nobody misses the clock.
Source: HWL Ebsworth31
Find out where a job lost money
Job cost overrun finder
No AI neededNeeds some groundwork
- Today
- A job was priced at four hours of labour but took seven, and used extra material. Nobody looks into why the profit disappeared.
- With automation
- Planned and actual costs are compared for every job. Big gaps are highlighted, and the manager sees exactly where the extra time or material went.
- The win
- You fix the cause, and price the next job properly.
- What you’ll need
- Time and materials recorded against each job.
32
Make sure everyone switches to the new design
Product change helper
No AI neededNeeds some groundwork
- Today
- Engineering switches to a new screw size used in five products. Purchasing, the warehouse and the factory floor may still be working from the old design.
- With automation
- Every open order, stock item and job that still uses the old part is found, and a checklist of actions with owners is prepared for approval.
- The win
- Everyone works from the same instructions, and nothing outdated gets bought or built.
- What you’ll need
- Accurate bills of materials in your system.
Team 7 of 8
People & Payroll
Paying people right and on time, and new starters ready on day one.
Share this section with: Business owners, payroll and HR staff, and office managers.
33
Catch pay mistakes before the pay run
Payroll pre-check
No AI neededQuick win
- Today
- A new starter’s rate was keyed in wrong. A pay rise approved last month never reached payroll. Someone who resigned is still on the pay run.
- With automation
- Before each pay run, every change since the last one is compared with what was approved: new starters, pay rises, finishes and leave. Anything that doesn’t match is listed for your payroll person to fix or confirm.
- The win
- Mistakes are fixed before people are paid, not after. Fixing an underpayment later costs more, and staff notice.
- What you’ll need
- Pay changes approved in one place before each pay run.
Good to know: Since 1 January 2025, deliberately underpaying staff can be a crime. Honest mistakes aren’t, but catching them early protects your people and your business.
Source: Fair Work Ombudsman34
Make sure super lands on time
Payday Super check
No AI neededQuick win
- Today
- Since 1 July 2026, super must be paid with every pay run and reach each fund within 7 business days. One contribution bounces back because of a wrong fund detail, and nobody notices for weeks.
- With automation
- After every pay run, super payments are checked against what each person was owed. Returned or late contributions are flagged with the reason, and the fix is prepared for approval.
- The win
- Super arrives on time, every pay run, without anyone checking each fund by hand.
- What you’ll need
- Payroll software that shows the status of each super payment.
Good to know: If super doesn’t reach the fund within 7 business days of payday, the employer can be liable for the super guarantee charge.
Source: ATO35
Keep pay rates in step with award changes
Award rate check
No AI neededNeeds some groundwork
- Today
- Award minimum rates rise each year from the first full pay period on or after 1 July. A few staff on award-based pay are missed and quietly underpaid.
- With automation
- When you load the new rates, each employee’s pay is compared with the rate for their award and classification. Anyone below it is listed for review before the next pay run.
- The win
- Honest mistakes are caught early, and you have a record showing you checked.
- What you’ll need
- Each employee’s award and classification recorded in your system.
Good to know: It compares pay against the rates you load. It doesn’t interpret the award for you, so a person checks the new rates first.
36
Answer staff questions without the HR inbox
Staff questions
AI reads it for youQuick win
- Today
- “How much leave do I have?” “Can I work from home on Fridays?” Every question lands with the owner or office manager.
- With automation
- Staff ask in Teams. Answers come from their own leave balance and your written policies, with a link to the source. Anything personal or sensitive goes straight to a person.
- The win
- Staff get answers in seconds, and the manager gets their afternoon back.
- What you’ll need
- Leave balances kept in your system, and your policies written down.
37
New starters ready on day one
New starter setup
No AI neededQuick win
- Today
- A new warehouse hand starts Monday. The TFN declaration and super choice form aren’t signed, there’s no login, and nobody ordered the safety boots.
- With automation
- Once an offer is accepted, a checklist starts itself. Forms are sent and chased, including the TFN declaration, super choice form and Fair Work information statements. Logins are requested, equipment is ordered and day-one details go out. The manager sees what’s still outstanding.
- The win
- New people start ready to work, and nothing on the legal checklist is missed.
- What you’ll need
- A standard starter checklist for each type of role.
Team 8 of 8
Managers & Teams
Clear answers fast, and decisions that turn into action.
Share this section with: Owners, managers and team leaders.
38
Know what needs attention before your first coffee
Morning briefing
AI reads it for youQuick win
- Today
- Every morning, a manager asks for yesterday’s sales, overdue invoices and orders likely to ship late. The answers arrive in separate spreadsheets.
- With automation
- One short email or Teams message arrives each morning: what changed, what’s at risk and what to do next, with links straight to the details.
- The win
- You start the day focused, and nobody spends hours building reports.
- What you’ll need
- Agreement on the handful of numbers that matter each morning.
39
Get answers by simply asking
Ask your system in Teams
AI reads it for youNeeds some groundwork
- Today
- A manager wants to know, “Where is order SO123?” or needs to move a deal to the next stage. That means clicking through several screens, or asking a colleague.
- With automation
- They type the question or the change into Teams, in everyday words. The answer comes back with a link. Changes are only made where that person is allowed to make them.
- The win
- Answers in seconds, without hunting through screens or interrupting anyone.
- What you’ll need
- Each person’s access in your system matched to their Teams account.
Good to know: We start with questions only. Changes are switched on later, and only for what each person is already allowed to do in your system.
40
Approve requests in one tap
Approvals in Teams
No AI neededQuick win
- Today
- A purchase order or a big discount needs a manager’s OK. The manager is out, the request sits waiting, and everyone else waits too.
- With automation
- The request appears in Teams with the key details. The manager approves or rejects it in one tap, your system is updated, and the person who asked is told.
- The win
- Decisions take minutes, not days, and your rules stay in place.
- What you’ll need
- Your approval rules written down: who can approve what, and up to how much.
41
Turn meetings and calls into finished work
Meetings and calls into tasks
AI suggests, you approveQuick win
- Today
- A meeting ends with five promises, like calling a customer and checking stock. A sales rep finishes six calls and has to type up every one. A week later, half of it is forgotten or never entered.
- With automation
- With everyone’s permission, the written record of the meeting or call is used to draft actions, owners and due dates, and to update the customer record. After a quick review, they become tasks with reminders.
- The win
- Promises actually get done, and customer records stay up to date without the typing.
- What you’ll need
- Everyone’s permission to record, and a CRM or task list to update.
42
Never miss a contract deadline
Contract key dates
AI reads it for youQuick win
- Today
- A software contract renews for another three years because nobody remembered the 90-day notice period. A lease review date passes unnoticed.
- With automation
- Your supplier, lease and software contracts are read once. Renewal dates, notice periods and price-review clauses are pulled out and confirmed by you, then you’re reminded well before each one.
- The win
- You decide whether to renew, renegotiate or walk away, instead of the contract deciding for you.
- What you’ll need
- Copies of your current supplier, lease and software contracts.
43
Keep your business data clean and trustworthy
System health check
No AI neededQuick win
- Today
- Duplicate customers, products with no cost and missing supplier details quietly make reports wrong and slow everyone down.
- With automation
- Your system is checked every week for common data problems. You get a list of what’s wrong and who should fix it, and you can see the clean-up progress over time.
- The win
- Reports you can trust, and every other idea in this playbook works better.
- What you’ll need
- Nothing extra. This is a good first step for any business.
Where to start
Pick two or three quick wins that sound like your week. They prove the idea in your business before you spend on anything bigger. Tick them as you go, and your scorecard below will do the rest.
How we build it
Rules first. If a simple rule or a setting in your system can do the job, we use that. It’s cheaper, and it never guesses.
AI where judgement helps. Reading a messy PDF or an email, or drafting a reply, needs AI. We use it where it helps and where a person can check the result.
People for what matters. Anything that moves money, changes a price or makes a promise to a customer goes to a person.
Your data
Automation runs inside the systems and accounts you already use, with the same access rules as your staff. Every action is logged. We choose AI services that don’t use your data to train their models, and we’ll tell you exactly where your data is processed before anything goes live.
Your automation scorecard
Tick “This sounds like us” on any use case above, or in the table below. For each one, pick roughly how much time it costs your team. We’ll use it to show you what’s worth doing first.
| No. | Use case | Team | How it works | Effort | Tick |
|---|---|---|---|---|---|
| 01 | Emailed orders, entered for you | Sales | AI reads it for you | Quick win | |
| 02 | Same-day quotes that protect your profit | Sales | AI suggests, you approve | Needs some groundwork | |
| 03 | Every enquiry gets a reply | Sales | No AI needed | Quick win | |
| 04 | Find money you earned but never billed | Sales | No AI needed | Quick win | |
| 05 | Notice when a regular customer goes quiet | Sales | AI suggests, you approve | Quick win | |
| 06 | Every email gets an owner | Customer Service | AI reads it for you | Quick win | |
| 07 | Answer “Where’s my order?” in minutes | Customer Service | AI reads it for you | Quick win | |
| 08 | Get the full story behind a complaint, fast | Customer Service | AI suggests, you approve | Needs some groundwork | |
| 09 | Handle returns, and claim the cost back | Customer Service | AI suggests, you approve | Needs some groundwork | |
| 10 | Give every customer your best expert’s answer | Customer Service | AI suggests, you approve | Needs some groundwork | |
| 11 | Stop paying for goods that never arrived | Finance | No AI needed | Quick win | |
| 12 | Get paid without the chasing | Finance | AI reads it for you | Quick win | |
| 13 | Catch fake bank detail emails before you pay | Finance | No AI needed | Quick win | |
| 14 | See a cash shortfall weeks before it hits | Finance | No AI needed | Needs some groundwork | |
| 15 | Match every customer payment, and check what they held back | Finance | AI suggests, you approve | Needs some groundwork | |
| 16 | Close the month without the scramble | Finance | No AI needed | Needs some groundwork | |
| 17 | Check new suppliers before you pay them | Purchasing | No AI needed | Quick win | |
| 18 | Turn “we need 50” into an order, ready to approve | Purchasing | AI reads it for you | Needs some groundwork | |
| 19 | Catch late supplier orders, and plan around them | Purchasing | AI reads it for you | Needs some groundwork | |
| 20 | Know what imported stock really costs you | Purchasing | AI reads it for you | Needs some groundwork | |
| 21 | Spot supplier price rises before they eat your profit | Purchasing | No AI needed | Quick win | |
| 22 | Claim every supplier rebate you’ve earned | Purchasing | AI reads it for you | Needs some groundwork | |
| 23 | Reorder the right amount at the right time | Warehouse | No AI needed | Needs some groundwork | |
| 24 | Spot orders at risk before it’s time to pack | Warehouse | No AI needed | Quick win | |
| 25 | Hear about delivery problems before your customer does | Warehouse | No AI needed | Quick win | |
| 26 | Turn slow or expiring stock back into cash | Warehouse | No AI needed | Quick win | |
| 27 | Never sell online what you don’t have | Warehouse | No AI needed | Needs some groundwork | |
| 28 | Promise delivery dates you can actually keep | Manufacturing | No AI needed | Bigger project | |
| 29 | Keep production moving when a part is missing | Manufacturing | AI suggests, you approve | Bigger project | |
| 30 | Stop a bad batch before it reaches more customers | Manufacturing | AI suggests, you approve | Needs some groundwork | |
| 31 | Find out where a job lost money | Manufacturing | No AI needed | Needs some groundwork | |
| 32 | Make sure everyone switches to the new design | Manufacturing | No AI needed | Needs some groundwork | |
| 33 | Catch pay mistakes before the pay run | People & Payroll | No AI needed | Quick win | |
| 34 | Make sure super lands on time | People & Payroll | No AI needed | Quick win | |
| 35 | Keep pay rates in step with award changes | People & Payroll | No AI needed | Needs some groundwork | |
| 36 | Answer staff questions without the HR inbox | People & Payroll | AI reads it for you | Quick win | |
| 37 | New starters ready on day one | People & Payroll | No AI needed | Quick win | |
| 38 | Know what needs attention before your first coffee | Managers | AI reads it for you | Quick win | |
| 39 | Get answers by simply asking | Managers | AI reads it for you | Needs some groundwork | |
| 40 | Approve requests in one tap | Managers | No AI needed | Quick win | |
| 41 | Turn meetings and calls into finished work | Managers | AI suggests, you approve | Quick win | |
| 42 | Never miss a contract deadline | Managers | AI reads it for you | Quick win | |
| 43 | Keep your business data clean and trustworthy | Managers | No AI needed | Quick win |
Nothing ticked yet. Tick “This sounds like us” on the problems you recognise, or use the table above.
Nothing is sent until you submit the form.
Common questions
Do all of these use AI?
No. About half need no AI at all. Rules and a well-set-up system do the work. We only use AI where it genuinely helps, like reading a messy PDF or drafting a reply.
Will automation replace my team?
That’s not the aim. It takes the retyping, checking and chasing off their plate, so they spend their time on customers, suppliers and decisions. People still approve anything that matters.
Do I need Odoo?
No. Many of the examples come from Odoo users, but the ideas apply to any system that holds your orders, stock, suppliers and invoices.
What happens to my data?
Automation runs inside the systems and accounts you already use, with the same access rules as your staff, and every action is logged. Before anything goes live, we’ll tell you exactly where your data is processed.
Where should I start?
With two or three quick wins that sound like your week. They prove the idea in your business before you spend on anything bigger.
Is this only for big businesses?
No. It’s written for owners and managers of small and medium businesses, including teams without an IT department.
Sources
- National AI Centre, AI adoption insights: December 2025 to February 2026
- Australian Signals Directorate, Annual Cyber Threat Report 2024–25 fact sheet for businesses
- Xero, Late payments in Australia
- IT Brief, Confirmation of Payee passes 150 million checks in year
- Australian Business Register, ABN Lookup
- Moneysmart, What is Payday Super
- Australian Taxation Office, The new super guarantee charge
- Fair Work Ombudsman, New criminal underpayment laws
- ACCC, Mandatory Food and Grocery Code of Conduct
- HWL Ebsworth, Suppliers, manufacturers and the Australian Consumer Law
- HWL Ebsworth, Initiating a voluntary product recall
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