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Use cases

Twenty processes a business can partly hand over to AI.

Each card follows the same rule: the AI prepares, a person checks, and some things stay excluded. Each card also names the error to avoid and how it is tested on your own files before the AI goes live. These are typical examples, not client results. The ‘Where’ line shows where the AI runs: public AI, a dedicated server in Belgium, or on your premises.

Function
Profession

20 cases shown

FP-01Customer relations

Incoming mail and deadlines

Shared inboxAISorts and flags deadlinesOffice assignsFile assigned
The AI
Sorts and flags deadlines.
Check
Office assigns.
Error to avoid
A missed appeal deadline.
Test before use
300 real letters: deadlines flagged by the AI compared with the office's own log.
Excluded
Confidential documents without written consent.
Where
On your premises, local

Bailiffs' offices, Law firms, Accounting firms and accountants

FP-02Finance and administration

Debt collection statements

Enforceable titlePayments receivedAIFlags inconsistenciesBailiff checksStatement approved
The AI
Flags inconsistencies.
Check
Bailiff checks.
Error to avoid
Claiming an amount already paid.
Test before use
100 closed files rechecked: discrepancies counted and explained.
Excluded
The calculation itself, done by your practice software. Nothing sent to the debtor without a signature.
Where
On your premises, local

Bailiffs' offices

FP-03Finance and administration

Chasing unpaid invoices

Due datesPaymentsAIDrafts the reminderAccountant validatesReminder sent
The AI
Drafts the reminder.
Check
Accountant validates.
Error to avoid
Chasing a client who has already paid.
Test before use
One week of real reminders checked against payments received.
Excluded
Bank details, ongoing disputes.
Where
Dedicated server, in Belgium

All professions

FP-04Finance and administration

Document check before closing

EntriesSupporting documentsAIMatches and flags gapsAccountant decidesClosing file
The AI
Matches and flags gaps.
Check
Accountant decides.
Error to avoid
Closing with a missing document.
Test before use
A past closing: are the known anomalies found again?
Excluded
Approval of the accounts.
Where
Dedicated server, in Belgium

Accounting firms and accountants

FP-05Legal and compliance

Contract review

Contract receivedChecklistAIFlags clauses to checkLawyer decidesAnnotated contract
The AI
Flags clauses to check.
Check
Lawyer decides.
Error to avoid
A risky clause missed.
Test before use
Contracts already reviewed: clauses flagged by the lawyer compared with the AI's.
Excluded
The decision to sign.
Where
On your premises, local

Law firms, Real estate, Banks, Insurance

FP-06Legal and compliance

Checking cited references

SubmissionsOfficial sourcesAIChecks every referenceLawyer signsSubmissions filed
The AI
Checks every reference.
Check
Lawyer signs.
Error to avoid
Citing case law that does not exist.
Test before use
Every reference is checked against the official source, and any gap is logged.
Excluded
The argument, written by the lawyer.
Where
Dedicated server, in Belgium

Law firms

FP-07Sales

Property listings

Property sheetPhotosAIWrites the FR and NL listingAgent proofreadsListing published
The AI
Writes the FR and NL listing.
Check
Agent proofreads.
Error to avoid
A wrong floor area or EPC rating in the listing.
Test before use
Each listing compared field by field with the property sheet.
Excluded
Legal notices, checked by the agent.
Where
Public AI

Real estate

FP-08Finance and administration

Credit files

Financial statementsClient requestAIWrites the summaryCredit analyst checksCommittee memo
The AI
Writes the summary.
Check
Credit analyst checks.
Error to avoid
A summary that misses an existing commitment.
Test before use
Files already decided: the AI's summary compared with the analyst's memo.
Excluded
Credit decision and scoring of individuals (high risk under the AI Act).
Where
On your premises, local

Banks

FP-09Legal and compliance

Know your customer

Client fileDocuments providedAIChecks completeness, datesCompliance decidesFile up to date
The AI
Checks completeness, dates.
Check
Compliance decides.
Error to avoid
A file marked complete with an expired document.
Test before use
Files already audited: are the known gaps found?
Excluded
Decision to onboard the client, anti-money-laundering alerts.
Where
On your premises, local

Banks

FP-10Customer relations

Insurance claims

Claim formAttachmentsAIChecks and summarisesClaims handler decidesClaim forwarded
The AI
Checks and summarises.
Check
Claims handler decides.
Error to avoid
An incomplete claim forwarded.
Test before use
Past claims: completeness judged by the AI compared with the handler's judgement.
Excluded
The decision to pay out.
Where
Dedicated server, in Belgium

Insurance

FP-11Customer relations

Customer replies

Client questionYour documentsAIDrafts a sourced replyStaff member validatesReply sent
The AI
Drafts a sourced reply.
Check
Staff member validates.
Error to avoid
An invented answer, not based on your documents.
Test before use
Real questions: each reply checked against the source it cites.
Excluded
Complaints and disputes.
Where
Dedicated server, in Belgium

All professions

FP-12Legal and compliance

Regulatory watch

Official GazetteSector sourcesAISummarises changesLawyer assessesInternal memo
The AI
Summarises changes.
Check
Lawyer assesses.
Error to avoid
An important change missed.
Test before use
Three past months: are all known changes found?
Excluded
Interpretation, done by a person.
Where
Public AI

Law firms, Accounting firms and accountants, Bailiffs' offices, Banks

FP-13Operations

Internal procedures

Expert explanationsAIWrites the procedureExpert validatesProcedure shared
The AI
Writes the procedure.
Check
Expert validates.
Error to avoid
A wrong or incomplete procedure.
Test before use
A colleague follows it alone, without help, and notes what blocks.
Excluded
Know-how published outside the company.
Where
Dedicated server, in Belgium

All professions

FP-14Legal and compliance

AI tools register

Tools in useAIPre-fills the registerCompliance officerRegister up to date
The AI
Pre-fills the register.
Check
Compliance officer.
Error to avoid
A tool used outside the register.
Test before use
Inventory compared with the tools actually installed and used.
Excluded
Choice of suppliers.
Where
Dedicated server, in Belgium

All professions

FP-15Sales

Repair quotes

Repair orderManufacturer labour ratesAIPrices parts and labourWorkshop manager validatesQuote sent to the customer
The AI
Prices parts and labour.
Check
Workshop manager validates.
Error to avoid
A wrong labour time or part number: an under-priced quote and a loss on the invoice.
Test before use
100 closed repair orders: the AI quote compared with the amount actually invoiced, the gap counted in euros.
Excluded
Discounts outside the price list and goodwill gestures.
Where
Dedicated server, in Belgium

Car dealerships

FP-16Operations

Service bookings and workshop load

Incoming requestsWorkshop scheduleAIQualifies and proposes a slotService advisor confirmsBooking confirmed
The AI
Qualifies and proposes a slot.
Check
Service advisor confirms.
Error to avoid
A booking made without the part in stock: the car is kept off the road for nothing.
Test before use
Two real weeks: slots proposed by the AI compared with those booked by the service desk, and with the downtime observed.
Excluded
Priorities between customers, settled by a person. No parts order placed by the AI alone.
Where
Dedicated server, in Belgium

Car dealerships

FP-17Legal and compliance

Manufacturer recall campaigns

Campaign VIN listCustomer fleetAIMatches and drafts the noticesAfter-sales manager validatesCustomers notified, follow-up logged
The AI
Matches and drafts the notices.
Check
After-sales manager validates.
Error to avoid
An affected vehicle missed: a safety defect left on the road.
Test before use
A past campaign replayed dry: the AI list compared with the list actually handled, every gap explained.
Excluded
No letter sent without approval. The technical assessment of the defect stays with the manufacturer.
Where
Dedicated server, in Belgium

Car dealerships

FP-18Sales

Used-car trade-in

Vehicle sheetService historyAIWrites the summary and the rangeUsed-car buyer sets the priceTrade-in offer
The AI
Writes the summary and the range.
Check
Used-car buyer sets the price.
Error to avoid
Damage, an open recall or a mileage doubt left unmentioned.
Test before use
50 past trade-ins: the AI range compared with the price actually paid and the resale price.
Excluded
The trade-in price, decided by a person.
Where
Dedicated server, in Belgium

Car dealerships

FP-19Sales

Used-car listings

Spec sheet and optionsPhotosAIWrites the bilingual listingSalesperson proofreadsListing published
The AI
Writes the bilingual listing.
Check
Salesperson proofreads.
Error to avoid
A wrong mileage, option or fuel-consumption and CO₂ figure: a non-compliant advertisement.
Test before use
Each listing compared field by field with the spec sheet, legal notices included.
Excluded
The published price. Legal notices, checked by the salesperson.
Where
Public AI

Car dealerships

FP-20Finance and administration

Manufacturer warranty claims

Repair orderWarranty termsAIPrepares and documents the claimWorkshop manager validatesClaim submitted
The AI
Prepares and documents the claim.
Check
Workshop manager validates.
Error to avoid
A claim rejected for missing evidence: the repair stays at your expense.
Test before use
Claims rejected over the last twelve months: does the AI spot the reason for rejection before filing?
Excluded
The manufacturer's decision. No invoicing triggered by the AI.
Where
Dedicated server, in Belgium

Car dealerships

Also, without a detailed sheet: meeting minutes, job ads, onboarding new staff, expense reports, meeting preparation, quotes, tender responses, invoice entry.

Step validated by a person. The large star is the step handed over to AI.

Read nextThe asterism of a bailiffs' office

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