Use-case library
Explore common back-office workflows by industry. Each use case connects the inputs your team receives to the systems where the work needs to be completed.
Photos from shipment updates
Common back-office manual work
Carrier email or PDF → TMS or ERP
POD photo or PDF → Shipment record
WhatsApp or email → TMS
Invoice → Shipment and rate data
Carrier portal → Customer system
PDF Invoice in the mailbox
Common back-office manual work
Bank statement → Accounting system
Invoice → PO, GRN, or ERP
Bank transactions → Invoices
Receipt or photo → Expense system
Multiple spreadsheets → Financial report
Customer handwritten notes
Common back-office manual work
Email, photo, or PDF → Patient record
Insurance documents → Hospital system
Referral letter → Patient system
Lab PDF or email → EMR
Medical documents → Insurer portal
Multi store spreadsheets
Common back-office manual work
WhatsApp, email, or marketplaces → ERP
PO PDF or photo → Order system
Store spreadsheets → Central inventory
Supplier Excel or PDF → Master data
Return form or email → ERP
Flight report screenshots
Common back-office manual work
Staff notes → Operations system
Email or message → Flight record
Ground staff notes → Reporting system
Email or form → Customer system
Vendor documents → Finance system
Customer email cancellations
Common back-office manual work
Customer email or chat → Booking system
Supplier email → Itinerary
Email or message → Booking and finance systems
Hotel or tour emails → Reservation system
WhatsApp or email → CRM
Client intake · Case and project updates · Document classification · Timesheet consolidation · Expense and invoice processing
Common back-office manual work
Email, forms, or documents → CRM or case system
Staff notes or email → Case system
Attachments → Client or project folders
Employee sheets → Billing
Receipts or invoices → Accounting
Material price spreadsheets · Site reports
Common back-office manual work
Supplier spreadsheets → Project cost system
Site forms, photos, or notes → Project management system
Production sheets · Quality inspection records
Common back-office manual work
Paper, PDF, or spreadsheet → ERP or MES
Inspection forms and photos → Quality management system
Claims documents · Policy updates
Common back-office manual work
Forms, photos, PDFs, or email → Claims system
Customer request and supporting documents → Policy administration system
Property documents · Tenant records
Common back-office manual work
Contracts, listings, or PDFs → Property system
Forms, email, or identification documents → Tenant database
Service forms · Parts inventory updates
Common back-office manual work
Technician forms and notes → Dealer or service system
Stock sheets, invoices, or photos → Parts inventory system
Supplier invoices · Outlet order consolidation
Common back-office manual work
Invoice PDF, photo, or email → Accounting or ERP
Outlet sheets, chat, or email → Central order system
Guest requests · Reservation updates
Common back-office manual work
Chat, email, form, or call notes → Guest service system
Guest or agent request → Property management system
Purchase orders · Inventory reconciliation
Common back-office manual work
PO PDF, spreadsheet, photo, or email → ERP or order system
Warehouse and system stock data → Reconciled inventory record
Customs documents · Shipping records
Common back-office manual work
Declarations, invoices, or certificates → Customs or trade system
Bills of lading and shipment documents → ERP or logistics system
Stock count photos · Receiving records
Common back-office manual work
Shelf, label, or count-sheet photos → Inventory count record
Delivery notes, photos, or forms → Warehouse management system
Meter readings · Field service reports
Common back-office manual work
Meter photos, sheets, or device exports → Billing or meter system
Technician forms, photos, or notes → Field service system
Installation reports · Customer records
Common back-office manual work
Technician forms, notes, or photos → Network or field service system
Applications, identity documents, or email → CRM or subscriber system
Loan documents · Verification records
Common back-office manual work
Applications, statements, and supporting PDFs → Loan origination system
Customer documents and reference data → Verification or review record
Maintenance requests · Tenant updates
Common back-office manual work
Tenant chat, email, form, or photo → Work-order system
Tenant messages and documents → Property management system
Enrollment documents · Student records
Common back-office manual work
Forms, certificates, photos, or PDFs → Admissions system
Student forms and supporting documents → Student information system
Application forms · Document processing
Common back-office manual work
Online, paper, PDF, or scanned form → Case management system
Citizen or agency documents → Structured government record
Client documents · Case updates
Common back-office manual work
Email attachments, forms, or PDFs → Document or matter system
Lawyer notes, email, or court documents → Case management system
Receipt processing · Invoice processing · Ledger reconciliation
Common back-office manual work
Receipt photo, scan, or email → Accounting system
Invoice PDF, image, or spreadsheet → Accounts payable record
Ledger and transaction exports → Reconciliation report
Technician notes · Job completion reports
Common back-office manual work
Handwritten notes, chat, voice summary, or form → Field service record
Completion form, signature, or photos → Completed work order
Inspection reports · Operational logs
Common back-office manual work
Forms, photos, PDFs, or technician notes → Inspection system
Shift sheets, logs, or spreadsheets → Operations database
Field reports · Purchase and inventory records
Common back-office manual work
Field notes, forms, photos, or messages → Farm management system
Invoices, orders, and stock sheets → ERP or inventory system
Marketplace orders · Returns reconciliation
Common back-office manual work
Marketplace exports, email, or API data → Order management system
Return requests and marketplace records → ERP and refund record
Supplier quotes · PO confirmations
Common back-office manual work
Email, PDF, or spreadsheet quotation → Sourcing comparison or procurement system
Supplier confirmation email or document → Purchase-order record
Work orders · Inspection records
Common back-office manual work
Email, form, message, or photo → Facilities management system
Inspection checklist, notes, or photos → Compliance or asset record
Handwritten orders · Inventory matching
Common back-office manual work
Handwritten note, photo, or message → Structured sales order
Extracted product and quantity data → Matched ERP inventory item
Shipping documents · Milestone updates
Common back-office manual work
Bills of lading, invoices, or packing lists → Forwarding system
Carrier email, portal, or message → Shipment timeline and customer update
Vessel reports · Port documentation
Common back-office manual work
Vessel email, PDF, log, or spreadsheet → Fleet operations system
Port forms, certificates, or notices → Port-call record
Site reports · Equipment records
Common back-office manual work
Shift forms, photos, notes, or spreadsheets → Mine operations system
Inspection forms, service logs, or meter data → Asset management system
Automate your repetitive work
Common back-office manual work
Email, photo, PDF, or Excel → Internal system
System A → System B
Document → Master data
Messages or emails → System records
Multiple files or systems → Report
Failed or missing records → Review queue
Supplier, product, or customer data → ERP
Unstructured documents → Structured records