A usable description has six parts: purpose, allowed inputs, routine responsibilities, prohibited actions, escalation rules, and measures. Avoid vague duties such as “handle finance” or “own hiring.” Specify the task and the human who remains accountable.
Purpose: Prepare answers to routine employee questions from approved policy sources and route unresolved cases.
Scope: Find the relevant policy, draft a response, and flag missing context.
Human owner: HR service desk lead.
Limits: Do not decide leave, accommodations, discipline, eligibility, or complaints.
Measures: Answer accuracy, first-contact resolution, escalation completeness, and correction rate.
Purpose: Organize invoice exceptions for AP review.
Scope: Compare submitted fields with supplied purchase-order and invoice records, identify missing or conflicting values, and prepare a review queue.
Human owner: AP manager.
Limits: Do not change bank details, approve payment, or override a control.
Measures: Exception precision, review turnaround, reopened cases, and duplicate flags.
Purpose: Prepare a first-pass close checklist or variance summary from approved records.
Scope: Collect named inputs, apply documented definitions, and flag unmatched items.
Human owner: Controller or close lead.
Limits: Do not post journal entries or certify financial statements.
Measures: Reconciliation completeness, unresolved exceptions, review corrections, and on-time delivery.
Purpose: Prepare procurement requests for a human buyer.
Scope: Check required fields, organize documents, and route requests by the organization's written rules.
Human owner: Procurement manager.
Limits: Do not select a supplier, make a commitment, or change contract terms.
Measures: Complete-request rate, routing accuracy, cycle time, and returned requests.
Purpose: Classify and route routine support requests.
Scope: Gather required details, suggest approved troubleshooting steps, and escalate unresolved or security-sensitive cases.
Human owner: IT service desk lead.
Limits: Do not change privileged access or suppress security alerts.
Measures: Correct routing, resolution rate after review, escalation time, and reopened tickets.
Purpose: Assemble evidence for a defined control review.
Scope: Retrieve approved records, map them to a checklist, and flag gaps or expired evidence.
Human owner: Compliance officer.
Limits: Do not certify compliance, close findings, or give legal advice.
Measures: Evidence completeness, traceability, stale-item detection, and reviewer corrections.
Purpose: Organize incoming requests for legal review.
Scope: Capture required fields, identify the stated matter type, and route materials to the designated legal owner.
Human owner: Legal operations lead or counsel.
Limits: Do not provide legal advice, determine privilege, or make a filing decision.
Measures: Intake completeness, routing accuracy, missing-document rate, and time to assignment.
Purpose: Prepare routine account or service requests for an assigned human owner.
Scope: Gather information from approved sources, draft a response, and route nonstandard requests.
Human owner: Sales or customer operations manager.
Limits: Do not promise pricing, product availability, delivery dates, contract terms, or service outcomes that are not verified.
Measures: Complete handoffs, response time, correction rate, and unresolved-request aging.
Replace each generic owner with a named role, list the actual systems and data that are approved, and test the stop conditions. Write down how a person reviews the output and corrects a mistake. If the workflow touches money, employment, compliance, legal matters, or customer commitments, treat the authority boundary as a launch requirement.
For related context, see the complete guide to AI employees, AI employee platforms compared, the state of AI employees in 2026, and the AI analyst role and sample job description
