Pick a task people repeat
Possible starting points include summarising a project enquiry, extracting fields from supplier quotations or organising information across documents. Identify the input, the desired output and who will review it. A narrow pilot is easier to assess than a broad promise to automate an entire business.
Keep people in the approval loop
When AI compares options, the system should show the source information, the criteria used and why one choice appears stronger. Users need a way to correct extracted data and reject a recommendation. This matters when prices, delivery terms or other business details affect the result.
Protect data and control cost
Decide which information may be sent to a provider, how it is stored and who can access it. Place API credentials on the server. Measure the number and size of requests, set reasonable limits and test what happens if a request fails or a model produces an incomplete answer.
Evaluate a small pilot
Collect representative examples and compare the results with a manual review. Look at accuracy, time saved, error handling and the effort needed to keep the workflow current. Expand only when the pilot helps people do the underlying job more clearly or efficiently.
Describe your workflow
Explain the repeated task, the documents or systems involved, the output you want and how a person currently checks it. That is enough to discuss a practical AI feature or a simpler automation if it suits the problem better.