Back-Office AI Pilot

Try AI on one paperwork task, with a person checking every result and a clear go or no-go at the end

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  • 20+ years connecting business systems
  • Works with the accounting, job and CRM systems you already use
  • Fixed quote after a free chat
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A tall stack of paper files and documents waiting to be processed

Find Out If AI Helps, on Your Own Paperwork

Supplier invoices, delivery dockets, timesheets and customer orders arrive in every format, and someone on your team reads each one and types it into the system. That's the kind of back-office work AI can genuinely help with. Whether it helps in your business, with your documents and your systems, is something you can only find out by trying it carefully.

A Back-Office AI Pilot does exactly that. One defined task, a person checking every output, every correction logged, a fixed timeframe, and a go or no-go decision at the end based on the evidence. No chatbots, nothing customer-facing, and no long contract.

Not sure which task to start with, or whether your data is ready? Our AI readiness assessment answers that first.

Tasks That Suit a Pilot

Frequent, repetitive paperwork where the input varies but the right answer is clear.

Supplier invoices

Bills that arrive as PDFs, photos and emails in every layout, read and matched to the purchase order before a person approves them.

Delivery dockets

Handwritten or printed dockets from drivers and subcontractors, turned into entries against the right job or customer.

Customer orders

Orders that come in by email or as attachments, read into your order system instead of being retyped line by line.

Timesheets

Paper or photographed timesheets read into a checklist that the payroll or billing person confirms.

More examples in our article on AI for dockets, orders and supplier invoices.

How We Keep It Safe

Six rules every pilot follows.

One defined task

One document type, one destination system, one clear description of a correct result. No open-ended “let’s see what AI can do”.

A person checks every output

Nothing goes into your system unchecked during the pilot. The AI drafts; a named person on your team approves or corrects.

Every correction logged

Each fix the checker makes is recorded, so at the end you can see how often the AI was right, where it went wrong and why.

A fixed timeframe

Typically 4 to 6 weeks, with an agreed end date and a fixed price.

A go or no-go decision

At the end we review the error log together. You decide whether to keep it, change it or stop. Stopping is a fine answer.

Internal use only

No chatbots and nothing customer-facing. The pilot works behind the scenes, on paperwork your team handles now.

Our guide to running a small AI pilot safely explains the thinking behind these rules.

How the Pilot Runs

Five steps from picking the task to the go or no-go call.

1

Pick the task

We agree one frequent, well-defined task and write down what a correct result looks like.

2

Count where it stands today

How many documents a week, how long they take, and how often mistakes slip through, so the pilot has something to compare against.

3

Set it up

We connect the AI step to where the documents arrive and where the results go, with a simple screen for the checker.

4

Run it with a person checking

Your team uses it on real work for the agreed period. Every correction is logged.

5

Review and decide

We go through the error log and the time taken, and you make the go or no-go call.

Privacy and Automated Decisions

From 10 December 2026, new Privacy Act rules require many businesses to explain in their privacy policy when personal information is used in automated decisions that significantly affect people. A back-office pilot where a person checks every output is the lowest-risk way to start, but it's still worth knowing what the rules cover.

Read our plain-English summary: Privacy Act automated decision-making rules from 10 December 2026. It isn't legal advice; the Office of the Australian Information Commissioner's guidance and your adviser cover what the law requires.

Who It's For

  • Owners and managers being asked “what are we doing about AI?” who want evidence, not a demo
  • Accounts, dispatch or admin teams keying in dozens of documents a week
  • Businesses that tried an AI tool and couldn't tell whether it was getting things right

When You Don't Need It

  • Your accounting or job software now reads the documents itself. Turn that feature on first.
  • The documents are already structured data. A plain connection does the job; see process automation.
  • You want a chatbot for customers. We don't build those.

Who Does the Work

Kenomont is a business systems consultancy founded by Aaron Chambers, with more than 20 years of experience building and connecting business systems. We don't sell AI software, so the pilot uses whatever service suits the task.

That experience includes a purchase order approval system a large retirement living provider has used every day since 2014, and leading a multi-state aged care provider's move to Microsoft Azure as the client's technical adviser. Systems that handle money and personal information need people in charge of the important steps, and AI is no different.

Back-Office AI Pilot FAQs

No. The pilot is for back-office work only: reading documents, matching figures, drafting entries for a person to check. Nothing in the pilot talks to your customers or makes decisions on its own.

Frequent, repetitive tasks where the input varies but the output is clear. Reading supplier invoices, delivery dockets, timesheets or customer orders that arrive in every format and keying them into your system are the usual candidates. Tasks that move money or change a customer’s account can be piloted, but a person always approves the result.

Typically 4 to 6 weeks, agreed up front, at a fixed price quoted once we know the task, the volume and the systems involved. You know the cost and the end date before it starts.

Before the pilot starts, we agree with you which AI service is used, where the data goes, what the service keeps and whether it can use your data for training. Documents with personal information get extra care. Your data stays yours.

Then you’ve found out cheaply, with an error log showing why. A no-go is a useful result. Sometimes the finding is that a simple rule or a connection between two systems does the job better than AI, and we’ll say so.

It keeps a person in charge of every output, which is the safest design. The new privacy policy rules on automated decisions start on 10 December 2026; our article on them explains what businesses need to disclose. It isn’t legal advice.

Which Paperwork Would You Pilot?

Tell us the task and the volume. We'll tell you honestly whether a pilot makes sense, or whether a simpler fix comes first.

Not sure yet? See all the ways to work with us.

What happens next
  1. We read your message and reply within one business day.
  2. If it helps, we book a free chat (usually 30 minutes) about your systems and what you're trying to fix.
  3. You get an honest view: whether we can help, roughly what's involved, or who'd be a better fit.

Free initial chat. No sales pressure - if we're not the right fit, we'll say so.

Prefer to talk? Call 1300 470 091

Got a spec or files? Email [email protected]

Name, email and message are required. We reply within one business day.

Part of our guide: Business Process Improvement Guide

See also

Articles on this topic