Key takeaways
- ✓The biggest potential of AI agents is in the back office, where the dull and time consuming searching happens
- ✓That is also where a lot of unstructured data sits, such as emails, PDFs and Excel files, which AI can now mine properly for the first time
- ✓One central agent divides the work over specialised agents, each with its own data, tools and models
- ✓You no longer search yourself: you ask, and check the answer against the sources
The potential is in the back office
AI agents hold enormous potential for SMEs, we are convinced of that. That potential is not mainly at the front, with the customer, but at the back: in the back office, where the dull and time consuming searching happens.
That is exactly where a lot of unstructured data sits: emails, PDF files, Excel files. It is often estimated at around 80% of all the data in a company. For the first time, AI can mine that data properly. Together with the rise of AI agents, that creates unprecedented potential.
Think of building a house
So what exactly is an AI agent? A simple comparison helps. Someone building a house usually works with one architect, who translates the wishes, keeps the overview and brings in specialists when needed.
The electrician, the plumber and the structural engineer each work with their own plans, standards and tools. That context is not with the owner, and not entirely with the architect either. That is precisely why everyone can focus on their own role.
The same structure in your back office
You see the same structure in back office automation with AI. One central AI agent is the point of contact. It understands the question and divides the work over specialised agents.
An agent with the context of the CRM. An agent that knows the invoicing process and its rules. An agent that analyses and prepares documents. An agent that knows all the email traffic. Each agent has its own data, tools and models, just as every contractor has their own experience, tools and expertise.
What changes for the people using it
As a user you no longer go looking for information yourself. You simply ask, and you check the answer against the sources that come with it.
Built on our own framework
At Encima we saw this shift coming. We spent more than a year building a new framework to support this whole process as well as possible: with maximum structure, maximum focus on data and metadata, and maximum focus on context and search. The framework was developed AI first and was supported by the Flemish government.
Sources
Which processes qualify?
Tell us how the work runs today.
