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Give your AI assistant a useful first job.

Start with a small task you can check. Your own provider key gives you a direct API relationship, while the result still needs your judgment.

· 3 min read

A professional reviewing a printed draft with a pen beside a laptop.

Put it into a real working day

Try a reminder draft using non-sensitive sample facts. Check that the response contains usable text, verify the details, and review the data-sharing guidance before using real workspace information.

Start with a task worth drafting

A short payment reminder or structured meeting follow-up is a sensible evaluation task. Ask for the complete text, supply verified facts and define the tone. Avoid starting with a payroll run or a large financial action simply to see what the assistant can do. The first goal is to understand the output and review process.

Company AI connection

Useful assistance with a deliberate review.

  1. Consent and user task
    • Only when needed Bounded authorised retrieval
  2. Bounded authorised retrieval
    • Prompt, relevant context and supported uploads leave the workspace Configured external provider
  3. Configured external provider
    • Provider response Response / proposed action
  4. Response / proposed action
    • Review details Human review
  5. Human review
    • No action Cancel or edit
    • Deliberate confirmation Confirm supported action
  6. Cancel or edit
  7. Confirm supported action
    • Check the record Inspect result
  8. Inspect result

Understand the account and cost relationship

The provider may charge for API usage separately from the ERP subscription. Do not assume a chat subscription supplies API credits or that BYOAI is always cheaper than another arrangement. Set appropriate usage controls with the provider and review actual consumption. AI usage is not necessarily free or unlimited.

Check the company connection

An authorised administrator manages the company API key. Provider choice follows workspace configuration; it is not a key for every employee or a per-message model picker. Check which tasks the configured provider supports, including image support for receipts.

Read a confirmation as a real decision

Supported invoice, expense, payroll and custom-role actions have confirmation steps and access checks. Confirming can create or post real records. Compare the proposal with the source data, cancel if uncertain, and inspect the result afterwards. An interrupted browser response is a reason to check records before retrying.

Review the information accompanying the task

Review the available consent before use. General assistance retrieves limited authorised records when needed rather than sending the whole catalog at the start. General employee lookup excludes salary, but prompts, uploads and specialised actions can still contain sensitive information. Review provider terms and the available withdrawal controls.

A practical checklist for your next working week

Choose one non-sensitive drafting task. Check the active provider and usage budget. Read the data-sharing guidance. Verify every fact and any proposed action.

Related guides

Before your next review

  • Budget for API usage charged by your AI provider.
  • The configured provider determines the assistant connection; check the workspace settings.
  • When several keys are configured, the priority is OpenAI, Claude, Gemini, DeepSeek, then Groq.
  • A supported confirmation can post real records. Review the action and inspect the result.
  • Workspace context can accompany the prompt. Read the data-sharing guide before using sensitive information.

Choose your next step

Read the related task guide, or ask us a question about the workflow your business needs.