It can be confidently wrong
AI output is sometimes wrong in a way that reads perfectly well. Anything it extracts from a document should be visible to the person who signs off on it.
TUTORIALS / MAKING IT FIT
Documents, photographs, and AI inside your own system
The AI is not only the thing that builds your system. It can also be part of it — reading a document, sorting an incoming enquiry, drafting a reply, summarising a week — alongside somewhere proper to keep the files themselves.
5 minutes
Reading time
A working system
What you need
The studio
Where you do it
01 Step by step
Two of the nine, and the least obvious ones
Every system built here comes with somewhere to keep files and with AI available inside it. Most people use the first without thinking and never ask for the second, which is a waste of the more interesting half.
Files first: contracts, photographs of the job, scanned delivery notes — attached to the record they belong to instead of a folder someone has to remember the name of.
01
Attach files to the record, not to a folder
Say which records need documents on them — the job, the client, the vehicle — and the upload appears there. Nobody has to name a file correctly for it to be found again.
02
Let the system read what arrives
A scanned delivery note or a supplier invoice can be read and its numbers put on the record, instead of someone typing them in twice.
03
Sort what comes in
An incoming enquiry can be classified before a person sees it — urgent or not, which service, which branch — so the list your team opens is already in the right order.
04
Draft, do not send
A drafted reply that a person reads and approves is useful. A reply that goes out on its own to a customer is a decision you probably want to keep. Say which one you mean.
05
Keep a person on anything that matters
Where the outcome affects money, health, employment or a legal obligation, have the system propose and a person decide. That is not only good sense — it is what the AI Act expects of you as the one deploying it.
02 In your own words
What this sounds like in a sentence
These are asked for the same way everything else is. There is no separate AI section to switch on and no model to choose.
What it costs is the same as anything else the system does at runtime — it draws on your credits, which is why building pauses if the allowance runs out and so does this.
WHAT YOU TYPE, AND WHAT COMES BACK
| Let the mechanic attach photographs to the job. | An upload on the job record, visible from a phone |
| Read the supplier invoice and fill in the amounts. | The numbers on the record, for a person to confirm |
| Sort incoming enquiries by which service they are about. | A classified list, without anyone triaging it |
| Summarise last week for the Monday report. | A summary in the email that already goes out |
03 What to watch for
A
B
This is the part that consumes credits while running
The rest of the system costs nothing to use. AI inside it does, which is why it stops answering if the monthly allowance runs out — and starts again when the allowance resets.
C
Some uses are barred outright
Medical diagnosis, legal opinions, hiring decisions taken without a person, biometric surveillance. The terms list them and the AI Act page explains where the line falls.
04 Where to go next
READ NEXT
What it is bad at — the six honest limits, including this one.
The AI Act — which obligations are ours and which stay yours.