Use cases
How work done by RPA or by hand can be automated with Kitewell. Every example separates what AI does from where a person decides.
77 use cases
Enter an Excel list into a web system
For each row of an Excel list of orders, AI enters it into a web system and writes the receipt number back into the row. Only failed rows are redone.
Enter records into a desktop accounting app
For each row of an Excel list, AI enters the record in a desktop app. A person approves before it is saved, and the slip number goes back into the row.
Collect orders and due dates from supplier portals
Every morning, collect new orders and delivery date changes from several customers' supplier portals and, after review, record them in the sales system.
Check stock and lead times for a parts list
For each part on an Excel bill of materials, stock, price, and lead time from distributor sites go into its row, and hard-to-source parts are flagged.
Watch customer portals for drawing revisions
Each morning, check the customer portal's drawing list, download drawings whose revision went up, and tell the engineer, recording that they checked.
Answer customers' chemical content surveys
Read part numbers and due dates from chemSHERPA survey requests in customer portals, build answer files from your data, and submit them after QA approves.
Enter customer RFQs into your quoting system
AI reads part details from emailed RFQs and drawings, and they go into your quoting system with past quotes and costs. Estimators set the price.
Review molds held at suppliers
Find the last order for each mold on your ledger, list long-idle molds, and have AI draft notices once buyers decide to return, scrap, or pay for storage.
Look up tracking numbers in bulk
For an Excel list of shipments, delivery status from each carrier's site goes into each row, and the shipments that need action are shown.
Reconcile freight invoices
Match carriers' freight invoice lines against shipment records, and send lines with weight, distance, or surcharge differences for approval.
Bill waiting time and loading charges per shipper
From driver logs, dispatch sheets, and tachograph records, pick out waiting and loading work per shipper that draft invoices miss. Staff decide what to bill.
Book truck arrival slots in each shipper's system
For each trip on the dispatch sheet, enter the slot, truck, and driver in each shipper's or warehouse's booking system and write the booking number back.
Keep the actual-carrier ledger
AI reads the actual-carrier notices subcontractors email, links each to a job on the dispatch sheet, and fills in the ledger. Staff check gaps and mismatches.
Total driver waiting and handling times
Collect each site's arrival, check-in, and handling records, compute waiting and handling time per delivery, and total monthly averages. Staff set exclusions.
Read Excel purchase orders from email and enter them
AI reads Excel purchase orders in each customer's own layout, checks them against the product master, and enters them. A person checks orders that do not match.
Take in orders from retailers' Web-EDI
Each morning, sign in to each retailer's Web-EDI, download orders, and convert them for the core system. Staff check unusual quantities before import.
Send shipping notices and reconcile receipts
Send shipping notices through each retailer's Web-EDI, then reconcile next morning's receipt data. AI suggests causes of quantity differences; staff confirm.
Match payment notices to receivables
Get payment notices from each retailer's Web-EDI and match them to receivables. AI suggests why amounts differ, such as rebates or returns; accounting confirms.
Turn supplier price increases into customer requests
Read suppliers' price-increase emails and list the items, dates, and margin impact. AI drafts each customer's revision request for the sales manager to approve.
Register new products on retailers' systems
AI reads your product data and spec sheets and fills each retailer's registration screen or Excel template. Staff check unclear fields and approve.
Revise and resubmit food spec sheets
When labeling rules or ingredients change, AI finds likely affected products. After QA confirms, it fills each customer's template for review and submission.
Screen new business partners from public sources
For each new partner on an Excel list, AI searches news and public sources and flags anything to check. A person decides, and the result stays in the row.
Classify inquiries and draft replies
AI classifies messages from the inquiry form and drafts replies to common questions. A person reviews every reply before it is sent.
Process customer due diligence replies
AI reads returned due diligence forms and shows where they differ from the customer record. Approved changes are entered, and follow-ups are listed.
Answer inquiries that arrive on paper
For inquiries on paper, AI reads the form, the workflow looks up accounts across systems, and AI drafts the answer. Staff identify the person and approve.
Enter insurance claim documents
AI reads claim forms, certificates, and receipts, and the workflow looks up the policy and enters the claim. Staff see mismatches; an assessor decides payment.
Track vessels and tell shippers about ETA changes
Poll carriers' tracking APIs for your B/Ls and containers and detect ETA changes. AI drafts what the change affects and the shipper notice; staff check it.
Manage free time, demurrage, and detention
Calculate each container's remaining free time from discharge, gate-out, and empty-return events, and alert staff as deadlines near. AI drafts pickup requests.
Read and cross-check import documents before filing
AI reads the invoice, packing list, and B/L and cross-checks goods, quantities, weights, and values. A customs specialist resolves mismatches before filing.
Enter carrier bookings and shipping instructions
AI reads booking requests and shipping instructions from shippers' emails. Approved details are entered on the carrier's site, and AI drafts the shipper reply.
Check draft B/Ls against shipping instructions
AI reads the draft B/L from the carrier and checks it item by item against the S/I, invoice, and packing list. Staff confirm differences with the shipper first.
Check EPA origin documents before import filing
AI reads EPA origin documents for imports and checks the exporter, invoice number, goods, and quantity against the invoice. A customs specialist reviews issues.
Track competitor prices
Check chosen competitor product pages every day, record price and stock changes, and alert the owner to large moves.
Check product pages across marketplaces
Check prices, comparison prices, origin, and "No. 1" claims on each marketplace and your own site against the product master. Staff decide the fixes.
Match food product pages to spec sheets
AI reads suppliers' food spec sheets and compares them with the ingredients, allergens, and origin on your product pages. Staff confirm before pages change.
Check testimonials quoted on product pages
Match reviews and posts quoted on your product pages against your log of commissioned posts. AI flags undisclosed ads; staff decide the fix.
Collect tender notices and pick the ones to bid on
Collect tender notices daily from government portals and municipal sites, and have AI judge which ones you can and should bid on. Sales makes the call.
Check safety documents from subcontractors
AI reads subcontractors' worker rosters and certificate copies and finds expired or missing licenses, health checks, and insurance. Staff check requests first.
Match subcontractor progress billing to orders
Progress billing charges for work as it is done. AI matches subcontractor invoices to orders and assessed progress; site managers check differences first.
Check the cost breakdown in subcontractor quotes
AI reads labor, materials, and other items in subcontractor quotes and flags missing costs and rates below the public works design labor rate. Staff decide.
Fill in each prime contractor's quote format
AI copies your itemized quote into each prime contractor's format or quoting system. The estimator checks the mapping and amounts first.
Read lease applications and prepare credit checks
AI reads lease applications from vendors into the core system, then gathers registry details and credit bureau scores into a memo for the credit reviewer.
Register leased equipment for property insurance
Each day, register newly accepted lease equipment on the insurer's agency system and record policy numbers. Staff hear only about items that failed.
Send lease expiry notices and collect replies
Find leases nearing expiry and draft notices asking each customer to re-lease or return. After sales approves, send them and arrange pickup and data erasure.
Split depreciable asset tax filings by municipality
From each leased item's installation address, find where its depreciable asset tax is filed and total assets per municipality. Staff check only changed items.
Check damage claims for leased equipment
AI reads accident notices and repair estimates and lists missing documents and deadline risks. After staff approve, ask the customer for the rest and claim.
Match erasure certificates to returned equipment
AI reads data erasure certificates from dealers and disposal contractors and matches them to returned units by serial number. Staff check only the exceptions.
Check property listings across portals
Your Excel property register is compared with each listing portal, and any difference in rent or availability goes into the row and to the person responsible.
Reconcile rent payments
Match internet banking deposits against the tenant register. When the payer name differs from the tenant's, AI suggests the matching lease.
Track exclusive listing and REINS deadlines
Track REINS registration, certificate delivery, seller reports, and status-change deadlines for each exclusive listing. AI drafts reports; agents operate REINS.
Submit tenancy applications to rent guarantors
AI reads tenancy applications sent by email and enters them in the screens of rent guarantors your application system doesn't reach. Staff confirm first.
Research properties for disclosure statements
Get registry PDFs, check municipal zoning and hazard maps, and draft the disclosure statement with its sources kept. A licensed specialist checks and explains.
Settle move-out restoration costs
Compare move-out checklists and photos with move-in records and lease clauses, and propose each item's cost split under national guidelines. Staff decide.
Write job postings for each job board
From a client's job request, AI drafts postings in each job board's format. Staff check them, then publish through each board's official route.
Check and track dispatch period limits
Site limits come from the client's notice; per-person limits run from the worker's start in the unit. As either nears, AI drafts a check that staff review.
Total client timesheets and watch overtime caps
Collect dispatched workers' hours from each client's attendance system and find people near the overtime cap. AI drafts the note to the client; staff check it.
Check agreement wages against new benchmarks
Load the benchmark wages the labor ministry sets each year and compare them with agreement wages and each worker's pay by job, region, and experience.
Import hours reported by clients
AI reads hours clients email as Excel files, PDFs, or scans and checks them against contracts. Approved hours go to the dispatch system for payroll and billing.
Track placement retention and fee refunds
Confirm with employers at set points up to six months after hire that placed people stayed. For early leavers, draft the refund and log the six-month count.
Find expiring policies and send renewal notices
Collect expiring policies through the insurers' shared gateway or agency systems, and draft renewal notices showing what changed. Coverage changes are flagged.
Draft comparison explanations and records
When a multi-insurer agency recommends a product, AI drafts the quote comparison and the reason. Staff edit it before explaining it and keeping the record.
Consolidate policy data from each insurer
Collect new, changed, and cancelled policies from each insurer into the CRM's customer register. AI suggests which records are the same customer; staff confirm.
Get quotes from several insurers
Enter one set of conditions in each insurer's agency system to get quotes, and keep each premium with the conditions screen. Staff check items hard to map.
Enter applications and book policies
From the agreed quote, enter the application in the insurer's agency system, book the policy, and update the ledger after the customer and staff confirm.
Collect clients' monthly documents and remind them
Track each client's documents from incoming email. For clients still missing something, AI drafts a reminder naming it, and staff approve it.
Transfer year-end figures into tax software
AI reads each client's trial balance, maps the accounts to your tax software, and enters the amounts. Staff check unclear mappings and mismatched totals.
Enter individual clients' tax return documents
AI reads withholding slips, deduction certificates, and medical receipts from individual clients and enters them into tax software. Staff check unclear items.
Check and enter year-end tax adjustment forms
AI reads employees' year-end adjustment forms and certificates, rechecks the deductions, and enters them into payroll software. Staff check differences.
Read invoices into the accounting system
AI reads incoming invoices, checks them against purchase orders, and records them in the accounting system. Invoices whose amounts differ wait for approval.
Create invoices and send them by email
Invoices are filled into your template from an Excel billing list and emailed once a person approves. AI first points out amounts far from last month's.
Research a list of prospects
For an Excel list of hundreds of companies, each one's business, locations, and size are collected from its website into its row, with a priority for sales.
Find missing clock-ins
Collect yesterday's clock-ins from the attendance system and, once HR approves, ask employees with missing entries to fix them in Teams.
Take in emailed invoices and draft the entries
Find unread email with an invoice attached, have AI read the amount, and record a draft ledger entry. Uncertain entries wait for accounting to confirm.
Review SaaS accounts
A SaaS account review matches each service's users to current staff. Collect each console's users, match them, and disable leavers only after approval.
Partner registration that starts on approval
A kintone approval starts the workflow by webhook. It looks up the tax registration number, AI matches it to the request, and a match enters the sales system.
Collect KPIs from SaaS tools into a weekly report
Collect figures from advertising, sales, support, and other SaaS tools, and produce a weekly report with week-on-week comparisons and likely causes of change.
Check supplier invoice registration numbers
Check your supplier master's registration numbers monthly through the NTA's Web-API, and list suppliers that were revoked, lapsed, or differ in name.
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