Team mapping a process with sticky notes on a meeting room wall

Answers

Answers to the problems teams bring to AI

Plain answers to the questions application managers, IT leads, operations and finance teams ask about AI, with the steps, Australian rules and limits for each.

AI data safety

We bought Microsoft 365 Copilot licences. How do we make sure it doesn't show staff files they shouldn't see?Microsoft 365 Copilot only shows content a person can already open, so the fix is permissions, not Copilot.
Staff are already using ChatGPT with company data. What should our AI use policy say?An AI use policy should name the approved tools and business plans staff may use, list the data staff must never paste into AI tools, require a person to check every output, and say who approves new tools.

Field service to finance integration

We key jobs from simPRO, Uptick or AroFlo into Pronto, Xero or MYOB by hand. How do we stop the double entry?Stopping double entry between field service and finance systems starts with the connector your field service vendor already supports, such as Uptick to Xero or AroFlo to MYOB.

Field service quoting

Our technicians code fire protection defects differently at every branch. Can AI make quotes consistent?AI can make fire protection defect quotes consistent when the inconsistency is in how defects are described and categorised.

Mining contractor tenders

Every mining client wants a different prequalification pack and tender response. Can AI cut the paperwork?AI can cut prequalification paperwork by drafting each client's prequalification answers from one controlled library of current policies, insurances, licences and safety statistics, flagging certificates that have expired or will expire, and keeping figures consistent across portals.

Multi-entity finance

We run several entities across Xero, MYOB and Business Central. How do we close month-end faster and get one group report?Agree one group chart of accounts mapping, settle intercompany balances before the close starts, and pull every entity's trial balance into one consolidation layer instead of a spreadsheet.

Order entry automation

Customers email us PDF purchase orders and staff retype them into the ERP. Can AI do this reliably?AI can enter emailed PDF purchase orders into an ERP reliably when every order is checked before it posts.

Government AI procurement

We want to sell an AI solution to Queensland or NSW government agencies. What evidence will they ask us for?Expect to show where data is stored and processed, which model you use and what it was trained on, how a person oversees outputs, test and accuracy results, logging, your incident process and accessibility.

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