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Prepare recurring office work from incoming document to approval

T-NEX builds AI agents that take over recurring office work: reading and routing documents, moving data between systems, preparing approvals and tracking deadlines. Knowledge assistants answer questions on internal policies, contracts and manuals, citing the source.

Discuss your office process use caseExplore the details
AI agents for process automation
  1. 01Office tasks an agent takes over or prepares
  2. 02Three components carry a case from intake to completion
  3. 03Handovers, approvals and logging are settled in advance

Aligned with your processes

In daily work

Office tasks an agent takes over or prepares

These are tasks that recur and currently move between emails, spreadsheets and specialist applications. Your business team decides together with us which process is automated first.

  • Read incoming documents, assign them to the right case and provide the required details as a reviewable record, for example from an order confirmation with its order number, line items and dates.
  • Move data between systems, for instance from a checked document into order entry, by file handover or interface.
  • Prepare requests and quotations for approval: ask for missing details, complete the case and place it in the work queue of the responsible role.
  • Track deadlines. Dates stay attached to the case, and open cases with an upcoming date are visible in the responsible person's work queue.
  • Answer questions on internal policies, contracts and manuals, citing the source so that every answer can be checked against the original document.
  • Raise a clarification request for unclear or missing details instead of silently filling in values.
Overview

Three components carry a case from intake to completion

Document AI combines text recognition, document classification and extraction of the required information. Each document type receives an agreed target schema, and unclear passages are presented for review against the original.

Workflow automation defines intake, processing steps, responsibilities and completion of a case. Fixed rules cover clear decisions, AI prepares unstructured information, and approvals receive an explicit step of their own. The T-NEX electrical services back-office pattern is a concept example for workflow design; the actual system actions are developed for the particular business.

The knowledge assistant is built within AI knowledge management. It answers from a defined selection of sources that content owners maintain, and every result has a path back to the underlying source.

Overview

Handovers, approvals and logging are settled in advance

When data passes to another system, the source system, field mapping and direction of updates are fixed beforehand. For a simple process a file handover may be enough; frequent transactions may call for an interface. A posting, order creation or approval is implemented only where it is explicitly part of the workflow, because accurate extraction replaces neither the authorisation checks nor the rules of the target system.

For changes, we define which action is logged with its time and responsible person. The log should answer three questions: what changed, which step is complete, and what is the case waiting for?

Which data an agent may read, and what a language model receives of it, is defined together with you before use. Access groups determine which content each audience may use.

Overview

More providers for this task in Malaysia

The register of AI providers in Malaysia lists further providers for this task, from AI agents and workflow solutions through RPA to document recognition and internal knowledge search. This page describes only what T-NEX itself builds.

All 14 tasks for which T-NEX builds AI agents are listed in the overview.

The workflow

How we introduce the solution.

  1. 01

    Choose a use case: We start with a defined process segment that has a clear input and outcome, such as a recurring document type or an internal request, and record how the case is handled today.

  2. 02

    Pilot with a measurable goal: Your business team names a correct outcome and the errors that are not acceptable. The pilot works with example cases, including difficult ones, and measures correctly transferred values, missing details and manual correction effort.

  3. 03

    Set the rules: Data access, approvals and logging are settled before the agent goes live. That covers which sources it may read, which step a responsible person releases and which action is logged with time and responsible person.

  4. 04

    Operation and expansion: Only after the pilot do we extend document types, system connections or the audience. Support times and responsibilities for operation are agreed for the specific application.

FAQ

Questions about the solution

Is the agent delivered as a finished product?

No. T-NEX develops each agent for a specific process. The T-NEX electrical services back-office pattern is a concept example for workflow design, and the actual system actions are developed for the particular business, starting from a defined process segment.

Which documents and systems can be connected?

That depends on the intake and the target system. At the start of a project we review the layouts, languages and file quality of the intended documents and define a target schema for each document type. We check the technical options for the handover against the existing system.

Where do the knowledge assistant's answers come from?

From a defined selection of your documents, for example policies, contracts and manuals. Each answer names its source, and the review includes the path from the result back to the original. Your business team assesses whether an answer is right against a fixed set of questions that also contains questions without a sufficient source.

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Which task would you like to solve next?

Bring a concrete task. Together, we will define what the application needs to do.

Discuss your office process use case