Less admin, without hiring: AI as back-up for your team
IASWITCH sets up an AI admin assistant for SMEs: email triage with drafted replies, appointments and reminders, quotes and payment reminders, meeting notes from a voice note, document data entry. AI prepares, your team validates and keeps the human contact. Ballpark for a 10-person SME: about 60 hours recovered per month, close to a half-time role.
In brief
- AI takes over repetitive admin: email, appointments, quotes and reminders, meeting notes, data entry.
- It prepares, your team validates: nothing important goes out without human review.
- For the owner who does it all in the evening, as for the overloaded assistant.
- Ballpark for 10 people: about 60 hours recovered per month (estimate, assumptions below).
- First use case within a few weeks, with your current tools.
Which admin tasks can AI take over?
- Email. Before: the inbox read and sorted by hand, several times a day. After: messages are sorted (urgent, quote, invoice, appointment, information) and a reply is drafted for routine requests; you review and send.
- Appointments. Before: back-and-forth by phone and email to find a slot. After: requests are handled, a slot is proposed, reminders go out automatically the day before.
- Quotes and reminders. Before: quotes re-typed from your notes, unpaid invoices tracked in a spreadsheet. After: the quote is prepared from your notes and price list; reminders go out at the right time, in the right tone.
- Meeting notes. Before: 20 minutes of writing after each meeting or visit. After: a two-minute voice note, structured notes to review.
- Document data entry. Before: purchase orders, supplier invoices and forms copied into your tools. After: data is extracted automatically, you validate doubtful cases.
How much time can you recover?
| Task | Assumption | Before | After | Monthly gain |
|---|---|---|---|---|
| Email triage and replies | 40 emails a day, 20 days | 3 min | 1 min | ≈ 27 h |
| Appointments and reminders | 15 requests a day, 20 days | 3 min | 1 min | ≈ 10 h |
| Document data entry | 300 documents a month | 3 min | 40 s | ≈ 12 h |
| Quotes and reminders | 30 quotes and 40 reminders a month | 30 and 6 min | 12 and 1 min | ≈ 12 h |
| Meeting notes | 20 a month | 20 min | 5 min | ≈ 5 h |
Indicative estimate for an SME of about ten people: around 66 hours a month, close to a half-time role. The intro call is where we size your real case.
What AI does not do
- Welcome your customers on the phone with warmth and judgement.
- Decide for you: it suggests, you decide.
- Handle the unexpected, the delicate case, the unhappy customer.
That is exactly where your team remains irreplaceable. AI takes the repetitive work off them to leave them those moments.
Does AI replace an assistant?
No, and that is not the goal. In an SME that has an assistant, AI takes the repetitive work off them and leaves the valuable tasks: welcoming, customer follow-up, organisation. In an SME that does not have one yet, often because the owner does everything in the evening, it avoids hiring too early and gives time back to the person who lacks it most.
Do we need to change our tools?
No. The assistant works with your email (Microsoft 365, Gmail), your calendar and your invoicing or management software, through a direct connection or an import where possible.
What about confidentiality?
Your customers' emails and documents stay under your control: European or on-premises hosting, restricted access, logging, no reuse of data to train models.
How much does an AI admin assistant cost?
It depends on scope. A focused first use case, such as email triage with drafted replies, is measured in days of work, not months. You get a clear estimate after the 20-minute intro call, before any commitment.
Frequently asked questions
What if the AI gets an email wrong?
For anything that matters, AI prepares a draft and a person validates it before it goes out. Automatic replies are kept for simple cases you choose, such as an acknowledgement or an appointment reminder.
Is it suitable for a 5-person SME?
Yes, if admin weighs on the owner or a key person. The intro call is there to check that the gain is worth it.
Will our customers know an AI is involved?
For automated messages, we recommend saying so clearly, as the European AI Act provides. For drafts validated by your team, the message remains yours.
How long to get started?
A first use case is delivered within a few weeks and measured on your real activity. We only expand once the gain is proven.
Let's talk about the time you could save.
In 20 minutes, we find where AI could save you time or money. Free, no commitment.