An AI workflow for the admin you keep postponing

The workflow runs on exactly that, from the first appointment to the booked receipt. What it takes on depends on your work; the examples on this page come from our own practice. One lead bot owns the outcome; specialist bots prepare under it: what to book, which VAT rate, whether an invoice is complete, which file belongs with which job. The connections only open a door to your bookkeeping, your mail and your calendar. They do not send, pay or file on their own.

We usually build the team on Grok bots, because they can be made very specific. Each bot does one narrow job, with its own instructions and its own connection. That leaves very little room to guess, and when information is missing, the bot asks instead of filling it in.

If you prefer Claude, or your work runs on other systems, we look at what does fit and make that work for you. The only no-go is a system we cannot connect to. Most have an API or another way in.

An example from a live Dutch zzp practice, our own, running on Moneybird, Outlook and Grok bots:

• Pulled the inbox and rematched the books, then waited for a human split between business and private before anything was booked.
• Booked purchases only after that, including a foreign software receipt with no Dutch VAT.
• Counted the kilometres on the jobs, and estimated them from the route where the invoice was blank.
• Placed the hours and workdays on the invoice, and sent a client invoice only after a go-ahead.
• Blocked days in the calendar so jobs did not clash.
• Created a new customer from public company details.
• Drafted client follow-ups and a refund claim in Outlook. The send stayed with the owner.
• Flagged differences: late against paid, the old legal form against the new, business against private.
• Flagged an open VAT quarter and open client files. It did not file, and it did not chase.

• Mix household costs into the company books.
• Invent an amount or a VAT rate.
• Answer a client on its own.
• Pay, cancel or publish without a yes.

Sending, paying and the tax return. A draft waits. A booking waits until you mark it business or private. The quarterly VAT date is flagged; the return is still filed by you, in Mijn Belastingdienst.

We don’t sell a system or a subscription. We set up a workflow that you run yourself, in the tools you already pay for.

1. Intake. Together we look at where your admin gets stuck, and which systems you use.
2. Setup. The bot team, each bot connected to the system it needs: your bookkeeping, your mailbox, your calendar.
3. Rules. What the bots may do on their own, and what waits for your yes.
4. Handover. The instructions in plain language. You talk to it, you adjust it. Nobody needs to stay on call to keep it running.

The workflow leans on services neither of us controls: the AI the bots run on, your bookkeeping system, your mailbox. When one of them changes how it works, a connection can break, and that part of the workflow stops until it is fixed.

• It runs on your accounts. Our access ends at the handover.
• No standby, no uptime promise. The setup is a one-time job, not a subscription.
• Something breaks? Ask us. Obvious fixes we do on request, priced per fix and agreed before we start.
• In writing. Scope, access and liability are set out in a one-page agreement, signed before the intake turns into a setup.

• Your bookkeeping system, mailbox and calendar, with a way to connect to them (most have one).
• An account for the AI the bots run on. Placeholder which Grok subscription a Grok bot team needs.