Your digital office as a mini-game

Agent swarm: Inbox swarm

• Inbox dispatcherLead (AI agent): Sends every case to the right room.
• Mail classifier (AI agent): Reads mails and attachments, assigns case type and confidence.
• E-invoice checker (Workflow): Checks XML, mandatory fields and archiving.
• Document reader (AI agent): Reads PDFs that have no structure.
• Receipt sender (Workflow): Sends the receipt with a case number.

Tasks and subtasks

• Sort mail and post

  • Classify mails by type and route Runs autonomously from level 4, AI agent

    Why: Uncertain cases go to a review pile, not a room.

  • Send receipt with case number Runs autonomously from level 2, Workflow
  • Open and scan paper post Stays with people from level 1

    Why: A physical task. After the scan, recognition takes over.

• Receive supplier invoices

  • Detect e-invoices, check mandatory fields Runs autonomously from level 3, Workflow
  • Archive e-invoice with its readable copy Runs autonomously from level 3, Workflow
  • Read unstructured PDF invoices With sign-off from level 3, AI agent

    Why: Accounts confirms any uncertain fields.

People in this room

• Mailroom assistant. Then: Prepares client meetings and workshops and looks after visitors.

Agent swarm: Sales swarm

• Sales coordinatorLead (AI agent): Keeps the CRM current and hands over to Orders.
• Enquiry qualifier (AI agent): Creates contacts and checks for duplicates.
• Quote writer (AI agent): Drafts quotes from the service catalogue and price list.
• Research agent (AI agent): Summarises public company information before calls.
• Follow-up clock (Workflow): Reminds after a quote has gone out.

Tasks and subtasks

• Qualify enquiries, create quotes

  • Qualify enquiry, create CRM record Runs autonomously from level 3, AI agent
  • Draft a custom quote With sign-off from level 3, AI agent

    Why: Sales checks prices and calculation, then approves.

  • Send standard quotes at fixed prices Runs autonomously from level 5, Workflow

    Why: Does not cover law firm or tax adviser fees.

  • Law and tax fee quotes With sign-off from level 3, Workflow

    Why: Fees are bound by statute, and the professional is accountable.

• Win clients, close contracts

  • Summarise company research before calls Runs autonomously from level 3, AI agent

    Why: Internal prep only. It replaces no consent for first contact.

  • Follow up quotes with enquirers Runs autonomously from level 4, Workflow

    Why: Only where the client enquired, never cold addresses.

  • Decide negotiation and contract Stays with people from level 1

    Why: Liability is at stake, and for mandates also conflict and anti-money-laundering checks.

People in this room

• Head of sales. Then: Approves quotes and negotiates contracts.

Agent swarm: Kickoff swarm

• Kickoff coordinatorLead (AI agent): Links sales, project control and service.
• Project creator (Workflow): Sets up project, budget and scope in the system.
• Order matcher (AI agent): Compares customer order and quote.
• Scheduling agent (Workflow): Plans the kickoff and team calendars.
• Status reporter (Workflow): Pulls project data into client reports.

Tasks and subtasks

• Turn a quote into a project

  • Create project and budget from quote Runs autonomously from level 3, Workflow
  • Match customer order to quote With sign-off from level 3, AI agent

    Why: Sales decides whether a deviation is acceptable.

  • Schedule kickoff with client and team Runs autonomously from level 4, Workflow

• Progress and acceptance

  • Send status reports from project data Runs autonomously from level 4, Workflow

    Why: System fields and fixed text blocks only, no free text.

  • Log change requests, prepare addendum With sign-off from level 3, AI agent

    Why: A person estimates the effort, because an addendum changes the price.

  • Declare acceptance, close project Stays with people from level 1

    Why: Acceptance is a legal declaration that triggers payment and warranty.

People in this room

• Project lead. Then: Leads client projects and runs acceptance meetings.

Agent swarm: Purchasing swarm

• Purchasing controllerLead (AI agent): Knows budgets and approval limits.
• Request agent (Workflow): Takes purchase requests, checks catalogue and budget.
• Comparison agent (AI agent): Sets offers side by side.
• Invoice matcher (Workflow): Matches order, delivery and invoice.
• Payment preparer (Workflow): Assembles payment proposals.

Tasks and subtasks

• Orders and suppliers

  • Place small orders below a limit Runs autonomously from level 4, Workflow

    Why: Stays within catalogue and team budget.

  • Compare offers, justify a recommendation With sign-off from level 3, AI agent

    Why: The agent reads terms, and a person makes the choice.

  • Choose subcontractors for core work Stays with people from level 1

    Why: Trust and liability touch your own service.

• Check incoming invoices

  • Mark matching invoices for payment Runs autonomously from level 4, Workflow

    Why: Variances beyond tolerance move to resolution.

  • Resolve variances, draft supplier query With sign-off from level 3, AI agent

    Why: A person works out whether invoice or order is wrong.

  • Prepare SEPA payment proposal With sign-off from level 3, Workflow

    Why: Four-eyes check before any transfer.

People in this room

• Buyer. Then: Negotiates terms and selects partners for core work.

Agent swarm: Controlling swarm

• Project controllerLead (AI agent): Sees time, capacity and contracts at a glance.
• Time watcher (Workflow): Reminds about missing entries and suggests bookings.
• Billing agent (Workflow): Builds activity report and invoice draft by contract type.
• Contract watcher (Workflow): Watches terms, notice periods and renewals.
• Onboarding agent (AI agent): Collects documents and identification data from new clients.

Tasks and subtasks

• Time tracking and capacity

  • Spot missing time entries, remind Runs autonomously from level 2, Workflow
  • Pre-fill time entries from calendar With sign-off from level 2, AI agent

    Why: The person confirms their own hours. Works council input applies.

  • Propose staffing for new projects With sign-off from level 3, AI agent

    Why: Staffing affects people. Involve the works council first.

• Billing from activity reports

  • Compile activity report from confirmed time Runs autonomously from level 4, Workflow

    Why: Prerequisite: the person has confirmed their hours.

  • Invoice retainers and flat fees automatically Runs autonomously from level 5, Workflow

    Why: Fixed-amount contracts only, anything else goes to review.

  • Draft statutory-fee invoices With sign-off from level 3, AI agent

    Why: Fees rest on evidence and discretion, and the professional is accountable.

• Contracts and client onboarding

  • Watch contract terms and notice periods Runs autonomously from level 2, Workflow
  • Prepare renewals or price changes With sign-off from level 3, AI agent

    Why: A price change affects the client relationship and has contract limits.

  • Prepare client onboarding and ID checks With sign-off from level 3, AI agent

    Why: The obliged party owns identification, and the agent only collects.

People in this room

• Project controller. Then: Reviews project margins and decides staffing and addenda.

Agent swarm: Accounts swarm

• Accounts conductorLead (AI agent): Steers document flow and month-end close.
• Coder (AI agent): Proposes postings with a confidence score.
• Bank reconciler (AI agent): Assigns incoming payments to open items.
• Dunning agent (Workflow): Sends reminders and dunning levels by rule.
• Payment preparer (Workflow): Presents payment runs for approval.

Tasks and subtasks

• Code documents, reconcile bank

  • Auto-post high-confidence bookings Runs autonomously from level 4, AI agent

    Why: High confidence only, with spot checks by accounts.

  • Submit uncertain documents with a proposal With sign-off from level 3, AI agent

    Why: New partners and special cases need professional judgement.

  • Match incoming payments to open items Runs autonomously from level 4, AI agent

    Why: Unclear matches stay open.

• Dunning and receivables

  • Send reminders for overdue invoices Runs autonomously from level 4, Workflow

    Why: Exception list for key clients and open complaints.

  • Prepare dunning levels 2 and 3 With sign-off from level 3, Workflow

    Why: Escalation strains the relationship, so a person decides per client.

  • Start collection or legal action Stays with people from level 1

    Why: A legal step with costs and consequences for the relationship.

People in this room

• Bookkeeper. Then: Reviews special cases and prepares the close with the tax adviser.

Agent swarm: People swarm

• People coordinatorLead (AI agent): Watches data protection and co-determination.
• Absence agent (Workflow): Checks requests against the rules.
• Payroll handover (Workflow): Passes movement data to payroll.
• Payroll checker (AI agent): Flags anomalies before payout.
• Application reader (AI agent): Structures CVs but does not rate them.

Tasks and subtasks

• Absence and payroll prep

  • Check and approve leave within rules Runs autonomously from level 4, Workflow

    Why: Conflicts and refusals go to the line manager.

  • Hand hours over to payroll Runs autonomously from level 3, Workflow
  • Check payroll for anomalies before payout With sign-off from level 3, AI agent

    Why: The employer answers for the payout, and the agent only shows deviations.

• Applications and people decisions

  • Receive applications, structure CVs Runs autonomously from level 3, AI agent

    Why: The agent decides nothing about suitability.

  • Rank or pre-sort applicants With sign-off from level 3, AI agent

    Why: GDPR Art. 22: a person decides, and the sign-off must be real.

  • Decide hiring, dismissal, pay Stays with people from level 1

    Why: Liability sits with the company, and dismissal needs a signed letter.

People in this room

• HR partner. Then: Talks with employees and candidates and decides on hiring.

Agent swarm: Service swarm

• Service dispatcherLead (AI agent): Decides what the agent answers and what goes to people.
• FAQ agent (AI agent): Answers from the approved knowledge base only and identifies as AI.
• Drafting agent (AI agent): Drafts professional answers for sign-off.
• Ticket sorter (AI agent): Prioritises and assigns tickets.
• Booking agent (Workflow): Books, moves and confirms appointments.

Tasks and subtasks

• Answer enquiries

  • Answer common questions and project status Runs autonomously from level 4, AI agent

    Why: Approved sources only, always flagged as AI. A person takes over when unsure.

  • Draft expert answers for sign-off With sign-off from level 3, AI agent

    Why: Responsibility and confidentiality stay with the professional.

  • Handle complaints and escalations Stays with people from level 1

    Why: Goodwill and liability are leadership calls.

• Tickets and appointments

  • Triage tickets by urgency Runs autonomously from level 3, AI agent

    Why: Uncertain cases go to a fixed catch-all queue.

  • Book, move and confirm appointments Runs autonomously from level 3, Workflow
  • Send and analyse satisfaction surveys With sign-off from level 3, Workflow

    Why: Survey emails can count as advertising, so check consent.

People in this room

• Client manager. Then: Advises clients in person and resolves delicate cases.

Agent swarm: Inbox swarm

• Inbox leadLead (AI agent): Routes everything to the rooms and hands unclear cases to a person.
• Sorting agent (AI agent): Reads mails and attachments, sets the case type.
• Matching agent (Workflow): Links senders to customer and supplier records.
• EDI agent (Workflow): Processes machine-readable delivery schedules.
• Escalation agent (AI agent): Spots deadlines, penalties and stoppage notices.

Tasks and subtasks

• Sort and assign incoming post

  • Classify mails and route them Runs autonomously from level 3, AI agent

    Why: Below the confidence threshold, a person gets the mail.

  • Match senders, detect duplicates Runs autonomously from level 2, Workflow
  • Read and answer legally relevant post Stays with people from level 1

    Why: Deadlines and liability sit with management, and the agent notes the date.

• Machine-readable and urgent items

  • Load EDI delivery schedules into ERP Runs autonomously from level 3, Workflow

    Why: Only for customers who send EDI.

  • Answer delivery status queries from ERP Runs autonomously from level 4, AI agent

    Why: Read access only, no commitments.

  • Detect urgent escalations and alert Runs autonomously from level 3, AI agent

    Why: The agent only raises the alert and does not reply.

People in this room

• Inside sales clerk. Then: Looks after key customers and settles dates directly with production.

Agent swarm: Quoting swarm

• Quoting leadLead (AI agent): Steers the path from enquiry to follow-up.
• Enquiry agent (AI agent): Turns mail and drawing into a checkable enquiry.
• Costing agent (AI agent): Pulls prices, surcharges and times from the ERP and drafts the quote.
• Follow-up agent (Workflow): Reminds customers and keeps the CRM current.

Tasks and subtasks

• From enquiry to quote

  • Extract enquiry from mail and drawing With sign-off from level 3, AI agent

    Why: Misread tolerances skew the costing, so sales checks briefly.

  • Send recurring quotes at fixed prices Runs autonomously from level 5, Workflow
  • Cost a custom quote, sales approves With sign-off from level 3, AI agent

    Why: Price and margin are a business decision.

• Follow-up and customer care

  • Chase open quotes on schedule Runs autonomously from level 3, Workflow

    Why: Reminder and question only, no commitment.

  • Update CRM from email traffic Runs autonomously from level 3, AI agent

    Why: Entries can be undone, and price and contract fields stay locked.

  • Negotiate prices and framework contracts Stays with people from level 1

    Why: Margin is at stake, and the agent supplies the history.

People in this room

• Sales desk. Then: Approves quotes and negotiates framework contracts with regular customers.

Agent swarm: Order swarm

• Order leadLead (AI agent): Follows every order from purchase order to delivery.
• Capture agent (AI agent): Reads orders and creates them in the ERP.
• Matching agent (AI agent): Compares with quote and framework contract.
• Dispatch agent (RPA): Creates delivery papers and freight orders, even in portals without an interface.
• Status agent (Workflow): Keeps customers informed on progress.

Tasks and subtasks

• Order capture

  • Create ERP orders from incoming orders Runs autonomously from level 4, AI agent

    Why: Standard cases only, a person checks any missing mandatory fields.

  • Check deviations from quote or contract With sign-off from level 3, AI agent

    Why: Deviations are contract questions, and sales decides.

  • Send confirmations when nothing deviates Runs autonomously from level 4, Workflow

• Delivery and customer updates

  • Create delivery papers and freight orders Runs autonomously from level 3, RPA

    Why: Portal without an interface, so fixed scripts with a check step.

  • Propose delivery dates for new orders With sign-off from level 3, AI agent

    Why: A delivery date is a promise to the customer.

  • Update customers on progress and dispatch Runs autonomously from level 4, Workflow

    Why: Fixed templates, no promises.

People in this room

• Order clerk. Then: Settles special requests with customers and agrees dates with production.

Agent swarm: Procurement swarm

• Purchasing leadLead (AI agent): Watches budget limits and hands decisions to people.
• Ordering agent (Workflow): Triggers reorders with framework suppliers.
• RFQ agent (AI agent): Collects quotes and sets them side by side.
• Date tracker (Workflow): Checks confirmations and chases late supply.
• Goods-in agent (Workflow): Matches delivery notes with purchase orders.

Tasks and subtasks

• Order and compare offers

  • Reorder standard material from framework suppliers Runs autonomously from level 4, Workflow

    Why: Orders only under the framework contract, with a price cap and quantity limit.

  • Request prices, prepare comparisons With sign-off from level 3, AI agent

    Why: Offers arrive in many formats, and purchasing awards the order.

  • Choose new suppliers, negotiate contracts Stays with people from level 1

    Why: A person weighs reliability and dependence.

• Dates and goods in

  • Match confirmations against purchase orders Runs autonomously from level 3, AI agent

    Why: On a deviation the flow stops and goes to a person.

  • Detect late deliveries and chase Runs autonomously from level 3, Workflow
  • Match delivery notes, book goods receipt Runs autonomously from level 3, Workflow

    Why: Counting and visual checks stay with people on the floor.

People in this room

• Buyer. Then: Negotiates with suppliers and weighs reliability and dependence.
• Goods-in operative. Then: Counts and inspects goods and records anything odd.

Agent swarm: Planning and QA swarm

• Planning and QA leadLead (AI agent): Keeps orders, bills of materials, certificates and export data together.
• Planning agent (Workflow): Runs requirements planning and routing templates.
• Certificate agent (AI agent): Reads supplier certificates and drafts customer certificates.
• Complaints agent (AI agent): Logs complaints and pre-fills 8D reports.
• Customs agent (AI agent): Prepares export papers and screens goods and sanctions lists.

Tasks and subtasks

• Planning and dates

  • Run requirements planning, generate proposals Runs autonomously from level 2, Workflow

    Why: Quality depends on well-kept master data.

  • Create work plans for repeat parts Runs autonomously from level 4, Workflow

    Why: Only parts with an approved routing and unchanged bill of materials.

  • Propose work plan for new parts With sign-off from level 3, AI agent

    Why: Times and operations are estimates with cost consequences.

  • Recalculate delivery date after disruption With sign-off from level 3, AI agent

    Why: A changed promise touches penalties and the customer relationship.

• Certificates and complaints

  • Read supplier certificates, match orders With sign-off from level 3, AI agent

    Why: Releasing a batch is a decision for quality assurance.

  • Draft customer certificate from measurement data With sign-off from level 3, Workflow

    Why: The independent inspector confirms it, and no system replaces that.

  • Log complaint, acknowledge receipt Runs autonomously from level 3, AI agent

    Why: Neutral template, no admission of fault, matched by batch numbers.

  • Pre-fill 8D report, track actions With sign-off from level 3, AI agent

    Why: Root cause and action decisions need the team.

• Customs and export documents

  • Prepare export papers and origin proof With sign-off from level 3, AI agent

    Why: Wrong tariff codes are your liability, so a specialist checks.

  • Screen goods and sanction lists Runs autonomously from level 4, Workflow

    Why: Every hit stops the case.

  • Submit ATLAS export declaration after approval With sign-off from level 3, Workflow

    Why: The declarant is liable. Autonomous only for approved standard goods.

  • Decide dual-use hits and BAFA licences Stays with people from level 1

    Why: Legally, your company vets recipient and end use.

People in this room

• Production planner. Then: Plans production orders and coordinates at the machine.
• Quality manager. Then: Releases batches and leads the 8D team.

Agent swarm: Finance swarm

• Finance leadLead (AI agent): Links invoices, bank and tax adviser.
• Invoice agent (AI agent): Reads incoming invoices and codes them.
• Matching agent (Workflow): Checks order, goods receipt and invoice.
• Outgoing agent (Workflow): Writes and sends e-invoices.
• Bank agent (AI agent): Matches incoming payments and nudges late payers.

Tasks and subtasks

• Incoming invoices

  • Read and validate e-invoices Runs autonomously from level 3, Workflow

    Why: A PDF sent by email is not an e-invoice.

  • Three-way match, then post Runs autonomously from level 4, Workflow

    Why: You set the tolerances, and any deviation stops the flow.

  • Suggest coding for paper and PDF With sign-off from level 3, AI agent

    Why: Wrong coding affects tax and balance sheet.

• Outgoing invoices and close

  • Create and send outgoing e-invoices Runs autonomously from level 4, Workflow

    Why: Issuing duty starts 2027 for larger firms, 2028 for all.

  • Match payments, send first reminder Runs autonomously from level 3, Workflow

    Why: Court dunning, collection and deferrals stay with people.

  • Present payment run for approval With sign-off from level 3, Workflow

    Why: Payments are hard to recall, hence the four-eyes check.

  • Own annual accounts and tax return Stays with people from level 1

    Why: Management and tax adviser are accountable, and the agent prepares analyses.

People in this room

• Accountant. Then: Approves payment runs and prepares the close with the tax adviser.

Agent swarm: People swarm

• People leadLead (AI agent): Guards data protection and hands sensitive cases to people.
• Absence agent (Workflow): Retrieves the eAU and checks leave requests.
• Time agent (Workflow): Reminds about missing entries.
• Application agent (AI agent): Confirms receipt and structures documents.
• Payroll agent (Workflow): Collects variable data and checks plausibility.

Tasks and subtasks

• Absence and time tracking

  • Retrieve electronic sick notes (eAU) Runs autonomously from level 3, Workflow

    Why: Retrieval case by case only, privately insured staff still bring paper.

  • Check leave against balance and cover With sign-off from level 3, Workflow

    Why: Refusals and prioritising conflicts are management decisions.

  • Spot missing time entries, remind Runs autonomously from level 3, Workflow

    Why: Agree the rollout with the works council.

• People decisions and payroll

  • Confirm applications, structure documents Runs autonomously from level 3, AI agent

    Why: No rating, the agent decides nothing about suitability.

  • Collect variable pay, check plausibility With sign-off from level 3, Workflow

    Why: The run affects pay and filings, so HR signs it off.

  • Select applicants, decide pay and hiring Stays with people from level 1

    Why: GDPR Art. 22 and the AI Act require a final human decision.

  • Dismissals and termination agreements Stays with people from level 1

    Why: Valid only on paper with a signature, electronic form is excluded.

People in this room

• HR administrator. Then: Holds people conversations and decides on hiring.

Agent swarm: Service swarm

• Service leadLead (AI agent): Bundles enquiries, warranty and servicing.
• Reply agent (AI agent): Answers standard questions from an approved knowledge base.
• Spare-part agent (AI agent): Identifies parts by serial number.
• Warranty agent (AI agent): Checks purchase date and terms.
• Inspection agent (Workflow): Reminds about inspection dates and proposes slots.

Tasks and subtasks

• Customer enquiries and spare parts

  • Answer technical standard questions Runs autonomously from level 4, AI agent

    Why: Approved knowledge only and no commitments. A person takes over when unsure.

  • Identify spare part, prepare quote With sign-off from level 3, AI agent

    Why: Older machines often lack documentation.

  • Triage service calls, propose technician visits With sign-off from level 3, AI agent

    Why: Scheduling touches capacity and promises to other customers.

• Warranty and servicing

  • Prepare warranty review With sign-off from level 3, AI agent

    Why: Warranty and goodwill cost money and affect the customer relationship.

  • Track inspection dates, propose service slots Runs autonomously from level 3, Workflow

    Why: A proposed slot binds nobody.

  • Decide goodwill, damages and recalls Stays with people from level 1

    Why: Liability and reporting duties are yours, for food also towards the authority.

People in this room

• Service engineer. Then: Services and repairs equipment at the customer site and advises on the spot.

Agent swarm: Inbox swarm

• Inbox dispatcherLead (AI agent): Routes every case and pushes anything unclear into review.
• Mail sorter (AI agent): Classifies mails and attachments.
• Document reader (AI agent): Reads PDF, XRechnung and ZUGFeRD.
• Fraud watcher (AI agent): Checks senders and changed bank details against master data.

Tasks and subtasks

• Sort mail and documents

  • Classify mails as order, enquiry, invoice Runs autonomously from level 3, AI agent

    Why: When unsure, the case goes to a review list.

  • Read e-invoices, assign creditor Runs autonomously from level 2, Workflow

    Why: Fixed data structure, no interpretation needed.

  • Read scans and unstructured PDFs With sign-off from level 3, AI agent

    Why: Poor scans cause misreads, so a person checks when unsure.

• First reply and fraud protection

  • Send automatic acknowledgements Runs autonomously from level 2, Workflow
  • Stop changed bank details, odd senders With sign-off from level 3, AI agent

    Why: The agent flags it, a person calls back on a known number.

  • Change supplier bank details Stays with people from level 1

    Why: A classic fraud route: call back on a known number, four-eyes check.

People in this room

• Mailroom clerk. Then: Checks deliveries in the warehouse and advises customers on the sales floor.

Agent swarm: Sales swarm

• Sales lead agentLead (AI agent): Knows pricing rules and customer history.
• Quote writer (AI agent): Drafts quotes from the enquiry, catalogue and CRM prices.
• Availability desk (AI agent): Reads stock and lead time from the ERP.
• Chaser (Workflow): Schedules follow-up contacts.
• CRM keeper (AI agent): Adds notes and master data.

Tasks and subtasks

• Create and send quotes

  • Send recurring quotes at fixed prices Runs autonomously from level 5, Workflow

    Why: Prices and discounts sit in the CRM, the agent decides nothing new.

  • Draft custom quotes With sign-off from level 3, AI agent

    Why: Sales checks prices and calculation and approves by hand.

  • Negotiate framework deals and special terms Stays with people from level 1

    Why: Sales answers for negotiation and margin.

• Answers and follow-up

  • Answer availability and lead-time queries Runs autonomously from level 4, AI agent

    Why: Read access only, no promises beyond what the system shows.

  • Send scheduled follow-up emails Runs autonomously from level 2, Workflow
  • Update CRM notes and deal status Runs autonomously from level 3, AI agent

    Why: Price and contract fields stay locked.

People in this room

• Sales desk. Then: Advises key accounts in person and negotiates terms.

Agent swarm: Order swarm

• Order controllerLead (AI agent): Takes every order from purchase to release for delivery.
• Order reader (AI agent): Captures orders from emails and PDFs.
• EDI watcher (Workflow): Processes orders from large customers.
• Shop sync (Workflow): Pulls orders from the shop and marketplaces.
• Credit checker (Workflow): Applies credit limit rules.

Tasks and subtasks

• Capture orders

  • Capture email and PDF orders Runs autonomously from level 4, AI agent

    Why: Only on a clear master data match, otherwise a review list.

  • Prepare unclear orders, raise a query With sign-off from level 3, AI agent

    Why: When ambiguous, a clerk decides, or the wrong goods ship.

  • Import shop and marketplace orders Runs autonomously from level 2, Workflow

    Why: Structured interfaces, fixed mapping.

• Check and release orders

  • Release standard orders within credit limit Runs autonomously from level 3, Workflow

    Why: Only the positive release runs automatically.

  • Approve orders over limit or refusals With sign-off from level 3, Workflow

    Why: Exceptions need weighing up, and a person must review any refusal of a consumer.

  • Create shipping label and tracking link Runs autonomously from level 2, Workflow

People in this room

• Order entry clerk. Then: Settles shortages with customers and keeps deliveries on time from the warehouse.

Agent swarm: Purchasing swarm

• Purchasing coordinatorLead (AI agent): Keeps suppliers, dates and demand in view.
• Confirmation checker (AI agent): Matches order confirmations with purchase orders.
• Date chaser (Workflow): Tracks delivery dates and asks for updates.
• Offer comparer (AI agent): Sets alternatives side by side.
• Scorecard agent (Workflow): Analyses delivery reliability and complaints.

Tasks and subtasks

• Track purchase orders

  • Match supplier confirmations to orders Runs autonomously from level 3, AI agent

    Why: Deviations become a task, and nothing is accepted silently.

  • Detect overdue deliveries and chase Runs autonomously from level 3, Workflow
  • Compare alternative suppliers in shortages With sign-off from level 3, AI agent

    Why: A person weighs quality and total cost.

• Supplier management

  • Score suppliers on reliability and complaints Runs autonomously from level 3, Workflow

    Why: The figures come from your own company data.

  • Check invoices against framework contracts With sign-off from level 3, AI agent

    Why: Interpreting contracts needs judgement, and the agent only finds deviations.

  • Decide annual reviews and supplier selection Stays with people from level 1

    Why: Choosing suppliers creates strategic dependence, so a person decides.

People in this room

• Head of purchasing. Then: Holds annual reviews with suppliers and decides range and terms.

Agent swarm: Stock swarm

• Stock dispatcherLead (AI agent): Coordinates stock, prices, interfaces and returns.
• Replenisher (Workflow): Calculates reorder proposals and places them within limits.
• Master data keeper (AI agent): Imports price lists and checks them for plausibility.
• Interface watcher (Workflow): Keeps EDI and marketplace links running.
• Returns checker (AI agent): Checks deadline, condition and refund.

Tasks and subtasks

• Reorder proposals and replenishment

  • Calculate reorder proposals Runs autonomously from level 2, Workflow

    Why: A calculation rule with stored parameters.

  • Auto-order standard items within limits Runs autonomously from level 4, Workflow

    Why: You set article group, maximum quantity and order value.

  • Prepare new, seasonal, high-value orders With sign-off from level 3, AI agent

    Why: Forecasts for new goods are uncertain and tie up capital.

• Master data and prices

  • Import supplier price lists With sign-off from level 3, AI agent

    Why: Price jumps and unclear columns get checked before the shop.

  • Adjust selling prices by set rules Runs autonomously from level 4, Workflow

    Why: Minimum margin and maximum change per run are fixed.

  • Exchange EDI messages with trade partners Runs autonomously from level 2, Workflow

    Why: A person checks onboarding of new EDI partners.

• Returns and supplier claims

  • Log returns, check deadline, trigger refund Runs autonomously from level 3, Workflow

    Why: Standard cases with the withdrawal function, refund after goods arrive.

  • Grade the condition of returns With sign-off from level 3, AI agent

    Why: Image grading errs and value claims get disputed, so a person checks.

  • Prepare supplier claims, watch notice deadlines With sign-off from level 3, AI agent

    Why: Sending and disputes with the supplier stay with people.

People in this room

• Buyer-planner. Then: Decides on new lines and range, and watches the market.
• Warehouse manager. Then: Runs the warehouse and inspects returned goods.

Agent swarm: Accounts swarm

• Accounts lead agentLead (AI agent): Oversees chart of accounts, deadlines and payment runs.
• Coder (AI agent): Proposes accounts and tax codes.
• Three-way matcher (Workflow): Matches order, goods receipt and invoice.
• Payment matcher (Workflow): Assigns payments to open items.
• Dunning assistant (Workflow): Sends reminders by rule.

Tasks and subtasks

• Process incoming invoices

  • Read and pre-book supplier invoices Runs autonomously from level 3, Workflow

    Why: Known suppliers only, otherwise a review list. Archived per tax law.

  • Match order, receipt and invoice Runs autonomously from level 4, Workflow

    Why: You set the tolerances, and deviations go to review.

  • Approve payment runs and bank changes With sign-off from level 3, Workflow

    Why: Outgoing money stays with a person because of liability and fraud risk.

• Outgoing invoices and receivables

  • Create and send outgoing e-invoices Runs autonomously from level 4, Workflow

    Why: Issuing duty starts 2027 for larger firms, 2028 for all.

  • Match payments to open items Runs autonomously from level 3, Workflow

    Why: Part payments and bulk transfers go to approval.

  • Send reminders and first dunning letters Runs autonomously from level 3, Workflow

    Why: A dispute or complaint stops the run.

  • Prepare dunning levels 2 and 3 With sign-off from level 3, Workflow

    Why: Escalation strains the relationship, so a person decides per customer.

  • Decide on court dunning and collection Stays with people from level 1

    Why: Legal steps strain the customer relationship and carry liability.

People in this room

• Credit controller. Then: Settles disputed invoices with customers and approves payment runs.

Agent swarm: People swarm

• HR assistantLead (AI agent): Separates admin from decisions about people.
• Absence planner (Workflow): Plans leave and cover.
• Time checker (Workflow): Checks plausibility and missing entries.
• Payroll preparer (Workflow): Collects variable data for payroll.
• Application assistant (AI agent): Pre-sorts applications by must-have criteria.

Tasks and subtasks

• Leave and payroll prep

  • Check and approve leave within rules Runs autonomously from level 4, Workflow

    Why: A refusal or conflict always goes to the manager.

  • Check time sheets for gaps Runs autonomously from level 2, Workflow
  • Compile variable pay data With sign-off from level 3, Workflow

    Why: Payroll and tax stay with payroll, and HR approves the data.

• Applications and contracts

  • Confirm applications, pre-sort by must-haves With sign-off from level 3, AI agent

    Why: Because of discrimination and privacy risk, a person decides.

  • Draft employment contracts from templates With sign-off from level 3, Workflow

    Why: Contract terms bind, so a person checks and signs.

  • Decide dismissals, warnings, selection Stays with people from level 1

    Why: Employment law and responsibility towards staff.

People in this room

• HR partner. Then: Holds interviews and people conversations and decides on hiring.

Agent swarm: Service swarm

• Service coordinatorLead (AI agent): Follows every case from question to resolution.
• Status desk (AI agent): Gives answers on shipment, order and invoice.
• Product adviser (AI agent): Answers product questions from catalogue and datasheets.
• Complaint intake (AI agent): Records the case, photos and proofs.
• Manufacturer liaison (Workflow): Passes on warranty and recourse cases.

Tasks and subtasks

• Answer customer enquiries

  • Answer order status queries Runs autonomously from level 4, AI agent

    Why: Read access only and flagged as AI. The agent commits to nothing.

  • Answer product questions from datasheets With sign-off from level 3, AI agent

    Why: Standard questions run alone, safety-critical or costly products need sign-off.

  • Handle complaints with legal weight Stays with people from level 1

    Why: Escalated cases need empathy and accountability.

• Complaints and warranty

  • Log complaints, collect photos and proofs Runs autonomously from level 3, AI agent

    Why: A log entry can be corrected and decides nothing yet.

  • Prepare standard remedy cases With sign-off from level 3, AI agent

    Why: The buyer has a choice, and disproportionality is a case-by-case call.

  • Pass warranty claims to suppliers With sign-off from level 3, Workflow

    Why: Handover triggers costs and deadlines, so a person checks the proofs.

People in this room

• Sales adviser. Then: Advises customers at the counter and on technical questions and resolves delicate complaints.