Heuristics AIWorker file / 010
OperationsDocument Clerk.
A defined role. Discovery, implementation and configuration come before deployment. Not running for a customer yet.
- Reports to
- Your office manager
Files, renames and pulls data from incoming paperwork.
01 / The assignment
A clear job. A named supervisor.
We hire this worker to handle incoming paperwork the way a careful office assistant would. It names each file the same way, puts it in the right folder, pulls out the details you track, and sets aside anything it is not sure about.
02 / Scope of work
What it does.
Watch your inbox or a drop folder for new documents.
Identify what each document is, such as an invoice, permit, intake form, referral or insurance card.
Rename files to your naming rule.
File each document in the right folder.
Pull out the details you track, such as dates, amounts and names, into your spreadsheet.
Set aside documents it cannot place and list them for review.
Send a short daily list of what it filed.
03 / Tools and information
Works where the job lives.
Access and permitted actions are agreed during setup. Only the information and systems this job needs.
Your file storage
Your inbox
04 / Safeguards and supervision
Built with
boundaries.
These limits are part of the job description.
Your office manager
What it will never do
- Delete or overwrite a document.
- Send documents outside your company.
- Guess when a document is unclear.
- Approve or pay an invoice.
- Change a record you did not ask it to track.
Hands to a person
- Exceptions it could not file
- Documents with missing or conflicting details
- Anything it filed with low confidence
Approval and follow-through
If nobody reviews the exceptions, they stay on the list and it reminds the office manager. Nothing is deleted or sent.
05 / A week on the job
The shape of a working week.
A typical week.
- Mon
Files the weekend's scanned invoices and copies the amounts into the tracking sheet.
- Tue
Sets aside an intake form or insurance card scan that is too blurry to read and lists it for review.
- Wed
Renames a batch of signed forms to the office's naming rule.
- Thu
Notices two invoices with the same number and flags both instead of choosing.
- Fri
Sends the office manager a list of what was filed this week and what is waiting.
06 / In practice
You set the level of supervision.
The role's boundaries stay in place at every setting.
Supervision
Pick a setting to see which steps still go to a person. What a worker may do on its own is agreed during setup.
3 of 5 steps go to a person2 done by the worker
- 01
A document arrives.
Worker does it - 02
It works out what the document is.
Worker does it - 03
It files and renames it.
Person approves - 04
An invoice is approved for payment.
Always a person - 05
The details are copied into your spreadsheet.
Person approves
Approve: the worker does each step, and nothing leaves or changes until a person approves.
07 / Getting started
Like bringing on a new hire.
Stop after any step.
- 01
Map the process
We sit with your team and draw how this job moves today. You keep the map.
- 02
Run a work sample
The worker does a few of your real past tasks. You compare the results with your team’s.
- 03
Connect your tools
Only what the job needs: your file storage, your inbox. Revoke access any time.
- 04
Supervised trial
Your team reviews everything before it goes out, and we adjust the rules each week.
- 05
Go live, at your pace
Raise how much it does on its own where the trial earned it. Or keep approving every step.
08 / Commercial terms
How it is priced.
Monthly subscription.
- Setup
- A one-time setup, where we map your process and configure the worker.
- Monthly
- A monthly subscription for this worker.
Quoted after a discovery call.
Talk through the scope09 / Questions
Before you bring it on.
What does an AI document clerk do?
It files and renames incoming paperwork, pulls out the details you track into a spreadsheet, and sets aside anything it is unsure about for a person to review.
Can AI sort invoices and forms automatically?
Yes. It identifies the type of document, files it by your rules and lists the exceptions. It does not approve or pay anything.
Will the document clerk delete my files?
No. It never deletes or overwrites a document. It files, renames and copies details only.
Where does the document clerk put things?
In the folders and spreadsheets you already use, following the naming rules you set.
/ Yours. The next worker
is drawn around your process.
The next assignment / Yours
Your process looks different? That's normal. Tell us about it.
Show us how the work moves today. We'll help define the right worker and where your team stays in control.