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What is an AI back office, and what should it never do on its own?

An AI back office is a small set of AI agents that handle repeat admin, like sorting inquiries, drafting replies, chasing payments, and preparing reports, inside the tools you already use. It should never send money, sign anything, give professional advice, or delete records on its own.

By Xavier Iglesias · Updated October 31, 2026

What it does well

  • Sorting and labeling what comes in.
  • Drafting replies in your voice.
  • Following up when something goes quiet.
  • Pulling numbers into a weekly report.
  • Sending you one morning brief instead of 40 notifications.

The approval queue

Think of it as a very organized assistant that always asks before sending anything important. Drafts land in a queue on your phone. You approve, edit, or skip. After a few weeks of good drafts, you can let simple ones go out on their own.

What it should never do alone

  • Move money or change payment details.
  • Sign or accept contracts.
  • Give legal, medical, tax, or financial advice.
  • Delete records.
  • Contact people who never contacted you.

Where to start

Pick the one task you dread most each week. If it repeats and follows rules, it is a good first agent.

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