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Your week
executive assistant · Services and agency · 200+
AI can run 40% of your week

Not replaceable. The nine tasks split on what you alone know: the executives' priorities, their relationships, and what matters in context.

Human hours · one-time setup
1 hr 25 min
To set up your top automation, written below.
Human hours saved · every month
58 hours
13 hr 30 min a week
Runs without you.

You break even in week one.

What you actually do

% = how much of each task AI can take off you

AI can take these over2
prepare briefing docs before every external meeting71%
process expense reports and invoices78%
AI helps, you stay in charge5
manage two executives' calendars and resolve conflicts45%
triage their inboxes and draft replies for approval62%
book travel: flights, hotels, visas, itineraries28%
plan offsites and team events52%
handle personal errands and one-off requests15%
Still all you2
take minutes in leadership meetings and chase actionsyours
decide what actually reaches the executives' attentionyours
7 automations, ranked by hours returned

Open one to see every step, with verified tools and prices.

7 automations·13 hr 30 min back a week
01 of 7process expense reports and invoicesExpensify5h1h 6m3h 54m1h 25mopen
02 of 7triage their inboxes and draft replies for approval4h 40m1h 46m2h 53m
03 of 7prepare briefing docs before every external meeting4h1h 10m2h 50m
04 of 7plan offsites and team eventsEventbrite3h 20m1h 36m1h 44m
05 of 7manage two executives' calendars and resolve conflicts3h1h 39m1h 21m
06 of 7book travel: flights, hotels, visas, itinerariesTravel Mapper2h1h 26m34m
07 of 7handle personal errands and one-off requestsAsana1h 30m1h 17m14m
1 of 7 automations written
01 of 7process expense reports and invoices3 hr 54 min/wk1h 25m setup
How it works now
Collect receipts from email attachments and the physical inbox tray40m
Manually enter each receipt into the tracking spreadsheet1h 30m
Cross-check invoices against the purchase order log50m
Flag policy issues and email employees for clarification40m
Convert foreign currency and note tax jurisdiction30m
Compile the approval report for the finance director50m
Total5h
With the automation
Forward receipts and invoices into the expense inbox5m
Review auto-categorized expenses and correct mismatches25m
Resolve flagged PO mismatches and policy violations20m
Approve and export the report to the finance director16m
Total1h 6m
Setup, once
  1. Create the account and connect card feeds15m
    Sign up for Expensify, link the company card and bank account so transactions import automatically
  2. Map expense categories to your chart of accounts20m
    In the categories settings, rename or add categories to match your actual GL codes so extraction lands in the right bucket
  3. Set policy rules for automatic flagging20m
    Enter per diem limits, meal caps, and mileage rates in the policy settings so violations get caught without you checking manually
  4. Load open purchase orders for matching15m
    Upload your current PO list or connect your accounting system so invoices can be matched against open POs automatically
  5. Set approval routing and currency settings15m
    Assign who approves at each threshold, turn on multi-currency conversion and tax jurisdiction tagging in workspace settings
The standing prompt
You're reviewing this week's flagged expense exceptions from Expensify for [PERIOD]. Here is the list: [FLAGGED_ITEMS]. For each item, note whether it looks like a genuine policy violation or a likely coding error. Draft a short two-sentence email to the relevant employee explaining what's needed to resolve it, grouped by employee. Keep the tone professional and brief. At the end, write a one-paragraph summary for the finance director covering total flagged spend and the highest-risk items.
Tools
Expensifypricing on their sitehandles the receipt OCR, categorization, policy flagging, PO matching, multi-currency conversion and audit trail in one place, which is the whole bulk of the manual work here
Watch someone do it
8:58
How to Process Customer Invoices | Workday Financial Management
Workday · VIDEO · 9 HUMAN MIN · 2,517 VIEWS
Covers: Processes customer invoices, creates consolidated invoices, and handles payments and refunds in Workday.
What it will not do

it will not decide whether a borderline expense is legitimate business use, that judgment call stays with you. it will not chase employees who ignore the first email, someone still has to follow up. it will not know about a verbal exception your manager approved outside the system, you have to log that yourself. it will not resolve a vendor dispute over a wrong invoice amount, that still needs a phone call.

Done when

Friday's approval report reaches the finance director's queue with every invoice matched to a PO and no policy flag older than two days sitting unresolved.

Everything in one place
1 verified tool·1 video (9 min)·oldest check 10 Aug, all re-verified monthly
Tools
Expensifypricing on their siteautomation 01 · checked 10 Aughandles the receipt OCR, categorization, policy flagging, PO matching, multi-currency conversion and audit trail in one place, which is the whole bulk of the manual work here
Watch
8:58
How to Process Customer Invoices | Workday Financial Management
Workday · 9 HUMAN MIN · AUTOMATION 01
Covers: Processes customer invoices, creates consolidated invoices, and handles payments and refunds in Workday.
02 of 7triage their inboxes and draft replies for approval2 hr 53 min/wk
Written on a full run
03 of 7prepare briefing docs before every external meeting2 hr 50 min/wk
Written on a full run
04 of 7plan offsites and team events1 hr 44 min/wk
Written on a full run
05 of 7manage two executives' calendars and resolve conflicts1 hr 21 min/wk
Written on a full run
06 of 7book travel: flights, hotels, visas, itineraries34 min/wk
Written on a full run
07 of 7handle personal errands and one-off requests14 min/wk
Written on a full run
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