A defined event and action
A reminder following a confirmed booking can be scheduled by a rule. A service selected on a form can assign a task owner. Adding a model is not inherently useful when the condition and action are already clear.
Variable inputs need interpretation
Invoices have different layouts and inquiries arrive as free text. AI can help extract information, classify a topic or prepare a draft. Required fields and missing information still need attention before the next action.
One workflow can use both
InvoiceFlow combines document reading, matching and human review. An AI step does not require the whole process to be autonomous. Users choose where the system acts and where the next step needs approval.
Compare outcomes on real examples
Test the same examples with the simplest suitable approach. Measure results, exceptions, review time and running cost. When AI adds no benefit, a clearer form, ordinary rule or process change may fit better.