# AI for Business Operations: 88 Workflows Source: https://maito.app/workflows/team/operations 88 AI workflows for operations, like chase missing inputs, monday report from connected tools, turn a process into a written guide. Each shows the steps, an example and how to set it up. 88 workflows. Chase missing inputs, build the Monday report, write down processes and keep shared sheets clean. Ops work that comes back every week. [Put Maito to work](https://maito.app/login?returnTo=%2Fworkflows%2Fteam%2Foperations)[Book a demo](mailto:support@maito.app?subject=Maito%20demo) $149/month per workspace · Unlimited people · AI usage billed by your provider ## All operations workflows. 88 workflows - [Start here Chase missing inputs Ask people for what's missing, by Slack or email, until it's in. Operations · On a schedule Works with Gmail, Microsoft 365, Airtable.](https://maito.app/workflows/chase-missing-inputs) - [Start here Monday report from connected tools The weekly operating report built from the tools you already use. Operations · On a schedule Works with BigQuery, Supabase, Intercom, Pylon, Stripe, PayPal.](https://maito.app/workflows/monday-report-from-connected-tools) - [Start here Turn a process into a written guide Describe how something is done and get a clean step-by-step guide. Operations · When you ask Works with Slack, Email.](https://maito.app/workflows/turn-a-process-into-a-written-guide) - [Keep a shared spreadsheet clean Fix formats, fill gaps and flag odd rows in a sheet everyone edits. Operations · On a schedule Works with Airtable, Microsoft 365.](https://maito.app/workflows/keep-a-shared-spreadsheet-clean) - [Book travel within policy Get flight and hotel options that fit the travel policy. Operations · When you ask Works with Slack, Email.](https://maito.app/workflows/book-travel-within-policy) - [Answer "who owns this?" Find the right person or team for any system, process or question. Operations · When you ask Works with Slack, Email.](https://maito.app/workflows/answer-who-owns-this) - [Flag emergency messages to the duty manager Messages that mention gas, flooding or fire reach the duty manager fast, with emergency instructions sent to the tenant. Operations · When something happens Works with Gmail, Microsoft 365.](https://maito.app/workflows/flag-emergency-messages-to-the-duty-manager) - [Compare supplier quotes by delivered cost Three supplier PDFs become one comparison with freight and units lined up. Operations · When you ask Works with Gmail, Microsoft 365, Airtable, Box.](https://maito.app/workflows/compare-supplier-quotes-by-delivered-cost) - [Start the project when a proposal is signed A signed proposal becomes a project with tasks, an owner and kickoff times to choose from. Operations · When something happens Works with HubSpot, Salesforce, Google Calendar, Microsoft 365, Linear, Asana.](https://maito.app/workflows/start-the-project-when-a-proposal-is-signed) - [Offer open lesson times by email Parents who ask for a lesson time get open slots that respect lesson length and buffers. Operations · When something happens Works with Google Calendar, Microsoft 365, Gmail.](https://maito.app/workflows/offer-open-lesson-times-by-email) - [Remind clients about tomorrow's appointments Clients get a short reminder text, and you see who confirmed, cancelled or hasn't replied. Operations · On a schedule Works with Calendly, Cal.com.](https://maito.app/workflows/remind-clients-about-tomorrows-appointments) - [Move an appointment without double-booking A reschedule frees the old slot, cancels old reminders and sends one confirmation. Operations · When you ask Works with Calendly, Cal.com.](https://maito.app/workflows/move-an-appointment-without-double-booking) - [Fill cancelled spots from the waitlist When someone cancels a class spot, the next eligible person is offered it, and nobody is double-offered. Operations · When something happens Works with Calendly, Cal.com.](https://maito.app/workflows/fill-cancelled-spots-from-the-waitlist) - [Find appointment times that fit staff and room Offers only slots where the practitioner, assistant and room are all free. Operations · When you ask Works with Google Calendar, Microsoft 365.](https://maito.app/workflows/find-appointment-times-that-fit-staff-and-room) - [Chase missing paperwork before appointments Clients get a reminder about missing documents days before their appointment, and you get the list. Operations · On a schedule Works with Gmail, Microsoft 365, Box.](https://maito.app/workflows/chase-missing-paperwork-before-appointments) - [Route accessibility requests to the right person Access and transport requests reach the person who can arrange them, with details kept private. Operations · When something happens Works with Linear, Asana.](https://maito.app/workflows/route-accessibility-requests-to-the-right-person) - [Catch time-zone and clock-change mix-ups Before clocks change, see which students' lesson times shift and need a confirmation. Operations · On a schedule Works with Google Calendar, Microsoft 365, Calendly, Cal.com, Gmail.](https://maito.app/workflows/catch-time-zone-and-clock-change-mix-ups) - [Find which appointments always run long Weekly, see which services overrun their slot and by how much, with a suggested fix for your booking templates. Operations · On a schedule Works with Calendly, Cal.com, Airtable, Microsoft 365.](https://maito.app/workflows/find-which-appointments-always-run-long) - [Book each customer's next recurring visit When a visit is done, the next one on the customer's cadence is proposed, respecting end dates and cancellations. Operations · On a schedule Works with Google Calendar, Microsoft 365.](https://maito.app/workflows/book-each-customers-next-recurring-visit) - [Plan a crew's day by route Give it tomorrow's jobs and crew sizes, and get a sequence that fits travel time and time windows. Operations · When you ask Works with Slack, Email.](https://maito.app/workflows/plan-a-crews-day-by-route) - [Reschedule jobs when the weather turns When rain or wind blocks outdoor work, get a proposed new schedule and drafted customer notices ready to approve. Operations · When something happens Works with Slack, Email.](https://maito.app/workflows/reschedule-jobs-when-the-weather-turns) - [Cover a crew member's absence When someone calls in sick, see which jobs are hit and get swap options with the right skills. Operations · When something happens Works with Google Calendar, Microsoft 365.](https://maito.app/workflows/cover-a-crew-members-absence) - [Send each crew tomorrow's access notes Each evening, every crew gets only the gate, parking and pet notes for the jobs they are assigned. Operations · On a schedule Works with Slack, Email.](https://maito.app/workflows/send-each-crew-tomorrows-access-notes) - [Check service plans for unused visits Before a plan ends, see which included visits were never delivered and propose dates to schedule them. Operations · On a schedule Works with Airtable, Microsoft 365.](https://maito.app/workflows/check-service-plans-for-unused-visits) - [Check skills and equipment before dispatch When a job is assigned, confirm the technician has the right certification and the equipment is booked. Operations · When something happens Works with Airtable, Microsoft 365.](https://maito.app/workflows/check-skills-and-equipment-before-dispatch) - [Check jobs have their parts before the visit Each afternoon, see which of tomorrow's visits don't yet have parts, so you can rebook before a truck rolls. Operations · On a schedule Works with Airtable, Gmail, Microsoft 365.](https://maito.app/workflows/check-jobs-have-their-parts-before-the-visit) - [Update every future visit when a schedule changes When a client changes their cleaning day, see every affected visit and invoice before anything is edited. Operations · When something happens Works with Gmail, Microsoft 365.](https://maito.app/workflows/update-every-future-visit-when-a-schedule-changes) - [Pause new bookings when you're full When the forward schedule hits your limit, stop offering slots and give enquiries an honest wait time. Operations · On a schedule Works with Calendly, Cal.com, HubSpot, Salesforce, Gmail, Microsoft 365.](https://maito.app/workflows/pause-new-bookings-when-youre-full) - [Turn spoken job notes into a job record Dictate what you did on site and get a tidy job record to check and sign, without retyping. Operations · When you ask Works with Box.](https://maito.app/workflows/turn-spoken-job-notes-into-a-job-record) - [File job photos and check what's missing Photos sent by crews get matched to the right job and checked against the required views. Operations · When something happens Works with Gmail, Microsoft 365, Box.](https://maito.app/workflows/file-job-photos-and-check-whats-missing) - [Turn a complaint into a linked rework task A quality complaint becomes one linked issue with evidence, an owner and a rework visit, so nothing floats. Operations · When something happens Works with Gmail, Microsoft 365, Linear, Asana.](https://maito.app/workflows/turn-a-complaint-into-a-linked-rework-task) - [Turn a tenant's repair report into a work order A maintenance report by email becomes a work order with unit, issue, urgency flag and next step. Operations · When something happens Works with Gmail, Microsoft 365.](https://maito.app/workflows/turn-a-tenants-repair-report-into-a-work-order) - [Get owner approval for a repair quote When a quote passes the owner's spending limit, collect comparable quotes and get a recorded approval first. Operations · When something happens Works with Gmail, Microsoft 365, Notion, Confluence.](https://maito.app/workflows/get-owner-approval-for-a-repair-quote) - [Turn inspection notes into an action list After an inspection, turn notes and photos into tasks with severity, deadlines and evidence for you to review. Operations · When you ask Works with Box, Linear, Asana.](https://maito.app/workflows/turn-inspection-notes-into-an-action-list) - [Make sure each rental is ready before check-in When one guest leaves and another arrives, track the cleaning, escalate if it's late, and list what's at risk. Operations · On a schedule Works with Calendly, Cal.com, Google Calendar, Microsoft 365.](https://maito.app/workflows/make-sure-each-rental-is-ready-before-check-in) - [Chase expiring insurance certificates Weekly, find certificates nearing expiry, request renewals from tenants and vendors, and flag coverage questions for a specialist. Operations · On a schedule Works with Box, Gmail, Microsoft 365.](https://maito.app/workflows/chase-expiring-insurance-certificates) - [Check returned gear before re-renting it Every return is checked against what went out, and nothing shows as available until someone has looked at it. Operations · When something happens Works with Airtable, Gmail, Microsoft 365.](https://maito.app/workflows/check-returned-gear-before-re-renting-it) - [Get early warning on lease deadlines Lease dates are pulled from the documents and put in front of you early, with the clause they came from. Operations · On a schedule Works with Box, Linear, Asana.](https://maito.app/workflows/get-early-warning-on-lease-deadlines) - [Price every change before work starts A customer's change request becomes a priced change order, so extra work never starts on a text message. Operations · When you ask Works with Slack, Email.](https://maito.app/workflows/price-every-change-before-work-starts) - [Build a first-draft submittal register Maito reads the spec and drafts the list of required submittals with page references, so you start from a draft, not a blank page. Operations · When you ask Works with Box, Airtable, Microsoft 365, Notion, Confluence.](https://maito.app/workflows/build-a-first-draft-submittal-register) - [Chase late submittals and tell purchasing Waiting submittals are chased on time, and purchasing only hears 'approved' when the project record says so. Operations · On a schedule Works with Gmail, Microsoft 365, Airtable.](https://maito.app/workflows/chase-late-submittals-and-tell-purchasing) - [Draft RFIs and keep the answers Spot a drawing conflict and Maito writes a clear question, then links the answer to the tasks it changes. Operations · When you ask Works with Box, Notion, Confluence, Gmail, Microsoft 365.](https://maito.app/workflows/draft-rfis-and-keep-the-answers) - [Make sure crews have the latest drawings When a new drawing revision arrives, Maito sends it out and tracks who confirmed they've dropped the old one. Operations · When something happens Works with Gmail, Microsoft 365, Box, Linear, Asana.](https://maito.app/workflows/make-sure-crews-have-the-latest-drawings) - [Draft the daily site report At day's end Maito assembles the site report from the day's notes, deliveries and time punches. You correct it and sign. Operations · On a schedule Works with Box.](https://maito.app/workflows/draft-the-daily-site-report) - [Collect closeout documents from subcontractors Each package gets its own closeout checklist, and Maito chases the missing warranties, manuals and certificates. Operations · On a schedule Works with Gmail, Microsoft 365, Box, Airtable.](https://maito.app/workflows/collect-closeout-documents-from-subcontractors) - [Turn walkthrough notes into a punch list Walkthrough notes become tasks by room and trade, and an item only closes when the inspector accepts it. Operations · When you ask Works with Linear, Asana, Box.](https://maito.app/workflows/turn-walkthrough-notes-into-a-punch-list) - [Warn when a supplier delay hits the schedule A supplier's new delivery date is checked against when the crew needs the material, and conflicts are flagged straight away. Operations · When something happens Works with Gmail, Microsoft 365, Airtable, Box.](https://maito.app/workflows/warn-when-a-supplier-delay-hits-the-schedule) - [Assemble the production traveler for a job When an order is released, Maito builds the traveler from the approved revision and routing and checks it before it prints. Operations · When something happens Works with Box, Notion, Confluence.](https://maito.app/workflows/assemble-the-production-traveler-for-a-job) - [Schedule machine maintenance before it breaks Machines due for service are listed from real hours and dates, with downtime picked around the work. Operations · On a schedule Works with Airtable, Microsoft 365, Google Calendar, Linear, Asana.](https://maito.app/workflows/schedule-machine-maintenance-before-it-breaks) - [Open a corrective-action record for a defect A defect report is linked to the lot and order, the investigation is assigned, and nothing is closed until quality decides. Operations · When something happens Works with Airtable, Microsoft 365.](https://maito.app/workflows/open-a-corrective-action-record-for-a-defect) - [Keep measuring tools in calibration Calibration dates and certificates are tracked, so an out-of-date gauge is flagged before it's used on a job. Operations · On a schedule Works with Airtable, Microsoft 365, Box, Google Calendar, Gmail.](https://maito.app/workflows/keep-measuring-tools-in-calibration) - [Chase clients for monthly documents Each client gets the list of what you still need, reminders stop when it's in, and stuck ones are flagged to you. Operations · On a schedule Works with Gmail, Microsoft 365, Box, Airtable.](https://maito.app/workflows/chase-clients-for-monthly-documents) - [Check a client is ready for the tax preparer Before the preparer starts a return, Maito checks the paperwork against their requirements and lists what's missing. Operations · When something happens Works with Box, Gmail, Microsoft 365.](https://maito.app/workflows/check-a-client-is-ready-for-the-tax-preparer) - [Check an engagement is signed and paid Before onboarding starts, Maito checks the right agreement is signed and the retainer is paid, and nudges what's missing. Operations · When something happens Works with QuickBooks, Xero, Gmail, Microsoft 365.](https://maito.app/workflows/check-an-engagement-is-signed-and-paid) - [Price the extra work clients ask for Maito tallies work outside each client's package, so you raise a fee before the work is free. Operations · When you ask Works with Box, HubSpot, Salesforce.](https://maito.app/workflows/price-the-extra-work-clients-ask-for) - [Hand over a departing client's files When a client leaves, Maito builds the handover index and lists what to close, so nothing lingers. Operations · When something happens Works with Box, Linear, Asana.](https://maito.app/workflows/hand-over-a-departing-clients-files) - [Book interviews across candidate and client Maito finds interview times that work for the candidate and the client, and drafts the offer. Operations · When something happens Works with Gmail, Microsoft 365, Google Calendar.](https://maito.app/workflows/book-interviews-across-candidate-and-client) - [Collect references with the candidate's permission Maito requests references only after consent, tracks replies and flags details that don't match. Operations · When something happens Works with Gmail, Microsoft 365.](https://maito.app/workflows/collect-references-with-the-candidates-permission) - [Confirm candidate details before a submission Maito asks a candidate to confirm current details before submission and updates only what they confirm. Operations · When something happens Works with Gmail, Microsoft 365.](https://maito.app/workflows/confirm-candidate-details-before-a-submission) - [Fill an open shift without double-booking Maito offers an open shift to eligible staff, reserves it on the first yes and stops the other offers. Operations · When something happens Works with Airtable, Microsoft 365, Gmail.](https://maito.app/workflows/fill-an-open-shift-without-double-booking) - [Turn emailed purchase orders into order drafts Maito reads customer purchase orders and prepares a checked sales order, so staff stop retyping them. Operations · When something happens Works with Gmail, Microsoft 365, Box.](https://maito.app/workflows/turn-emailed-purchase-orders-into-order-drafts) - [Tell a revised order from a new one Maito compares a customer's revised PO with the original and shows what changed and what already shipped. Operations · When something happens Works with Gmail, Microsoft 365, Box.](https://maito.app/workflows/tell-a-revised-order-from-a-new-one) - [Fix shipping addresses before orders go out Maito holds orders with bad or changed addresses, asks the customer to confirm and releases once. Operations · When something happens Works with Gmail, Microsoft 365.](https://maito.app/workflows/fix-shipping-addresses-before-orders-go-out) - [Gather facts on orders flagged as risky Maito pulls history and flags for a flagged order, so a person can decide without searching. Operations · When something happens Works with Gmail, Microsoft 365.](https://maito.app/workflows/gather-facts-on-orders-flagged-as-risky) - [Match returned parcels to refunds Maito reconciles each returned parcel with the inspection and refund, and updates stock once. Operations · When something happens Works with Gmail, Microsoft 365.](https://maito.app/workflows/match-returned-parcels-to-refunds) - [Check product listings before they go live Maito checks new and changed listings for contradictions and proposes fixes before you publish. Operations · When something happens Works with Airtable, Microsoft 365, Box.](https://maito.app/workflows/check-product-listings-before-they-go-live) - [Reorder low stock with a draft purchase Maito checks stock against sales and drafts the supplier order before you run out. Operations · On a schedule Works with Airtable, Microsoft 365, Gmail.](https://maito.app/workflows/reorder-low-stock-with-a-draft-purchase) - [Compare supplier confirmations with your orders Maito compares each supplier confirmation line by line with your PO and flags price, quantity and date changes. Operations · When something happens Works with Gmail, Microsoft 365, Box.](https://maito.app/workflows/compare-supplier-confirmations-with-your-orders) - [Write the shortage claim at the dock Maito turns a receiving form into a supplier claim with quantities, photos and the deadline. Operations · When something happens Works with Gmail, Microsoft 365, Box.](https://maito.app/workflows/write-the-shortage-claim-at-the-dock) - [Check pick lists before orders ship Maito checks scanned picks against the order and flags a mismatch while the truck is still at the dock. Operations · When something happens Works with Airtable, Gmail, Microsoft 365.](https://maito.app/workflows/check-pick-lists-before-orders-ship) - [Flag stock nearing expiry and trace lots Aging lots get flagged early, with the customers who received them, so a person can decide before dates pass. Operations · On a schedule Works with Airtable, Microsoft 365.](https://maito.app/workflows/flag-stock-nearing-expiry-and-trace-lots) - [Find why the stock count is off Compare a count with the ledger, check recent movements and list likely causes before anyone adjusts a number. Operations · When you ask Works with Airtable, Microsoft 365.](https://maito.app/workflows/find-why-the-stock-count-is-off) - [Match stock transfers between shops Every transfer between shops is tracked until the receiving shop confirms, so units stop vanishing between sites. Operations · On a schedule Works with Airtable.](https://maito.app/workflows/match-stock-transfers-between-shops) - [Collect client assets before kickoff Every new project gets a checklist of what the client owes, who owns each item and a reminder until it arrives. Operations · When something happens Works with Linear, Asana, Gmail, Microsoft 365, Box.](https://maito.app/workflows/collect-client-assets-before-kickoff) - [Compare booked work to crew capacity Turn the next weeks of booked jobs into hours needed against hours available, before you promise more. Operations · On a schedule Works with Google Calendar, Microsoft 365, Airtable.](https://maito.app/workflows/compare-booked-work-to-crew-capacity) - [Score suppliers on delivery and price See on-time, in-full and price changes by supplier, with valid claims separated from your own changes. Operations · When you ask Works with Airtable, Microsoft 365.](https://maito.app/workflows/score-suppliers-on-delivery-and-price) - [Answer how-do-we questions from our SOPs Staff get the step-by-step answer from the approved procedure, with the source, instead of asking a colleague. Operations · When you ask Works with Box.](https://maito.app/workflows/answer-how-do-we-questions-from-our-sops) - [Draft a procedure from a recorded walkthrough Record the owner showing a task once, and get a draft procedure with checks and exceptions to test and approve. Operations · When you ask Works with Granola, Fireflies, Notion, Confluence.](https://maito.app/workflows/draft-a-procedure-from-a-recorded-walkthrough) - [Flag outdated procedures before staff use them Old instructions get flagged for review before a tech follows them, so the current way is the only way. Operations · On a schedule Works with Notion, Confluence, Linear, Asana.](https://maito.app/workflows/flag-outdated-procedures-before-staff-use-them) - [Prefill forms from documents for review Names, dates and addresses get filled in from the documents you already have, so staff only check and fix. Operations · When you ask Works with Box.](https://maito.app/workflows/prefill-forms-from-documents-for-review) - [Propose a reorder from a weekly count Count the costly items, see par versus on-hand and on-order, and get an order to approve. Operations · On a schedule Works with Airtable, Microsoft 365.](https://maito.app/workflows/propose-a-reorder-from-a-weekly-count) - [Reprice recipes when ingredients change When an ingredient or portion changes, see every recipe it touches and what the new margin is. Operations · When something happens Works with Airtable, Microsoft 365.](https://maito.app/workflows/reprice-recipes-when-ingredients-change) - [Lock final catering counts before the event Final guest counts, allergies and delivery details get confirmed in one sheet a week before each event. Operations · On a schedule Works with Google Calendar, Microsoft 365, Gmail.](https://maito.app/workflows/lock-final-catering-counts-before-the-event) - [Verify dental coverage before appointments Every upcoming patient shows as verified or not, with the date and source, so the front desk works from a list. Operations · On a schedule Works with Gmail, Microsoft 365.](https://maito.app/workflows/verify-dental-coverage-before-appointments) - [Turn pet booking messages into one booking A booking email with two dogs becomes the right pets, the right services and one valid time to offer. Operations · When something happens Works with Gmail, Microsoft 365, Calendly, Cal.com, Google Calendar.](https://maito.app/workflows/turn-pet-booking-messages-into-one-booking) - [Set up a term of tutoring lessons A recurring lesson series is created for the whole term, with school breaks and holidays already left out. Operations · When you ask Works with Google Calendar, Microsoft 365, Airtable.](https://maito.app/workflows/set-up-a-term-of-tutoring-lessons) - [Collect lesson reports after every session Each finished lesson gets attendance and a short report from the tutor, and the missing ones are chased. Operations · When something happens Works with Google Calendar, Microsoft 365, Gmail.](https://maito.app/workflows/collect-lesson-reports-after-every-session) - [Reconcile class bookings with check-ins Booked, cancelled and checked-in numbers get compared after each class, so credits and capacity are right. Operations · On a schedule Works with Airtable, Microsoft 365.](https://maito.app/workflows/reconcile-class-bookings-with-check-ins) [See how operations teams use Maito](https://maito.app/use-cases/operations) ## Where AI helps an operations team. Maito handles the chasing and the paperwork between systems. It chases missing inputs in Slack and email, writes the Monday report from your connected tools, and turns a process into a written guide. It keeps a shared spreadsheet clean, answers who owns this, and books travel within your policy. For specific trades it also works through scheduling, orders, inventory and field jobs. Operations owners keep the decisions. Process owners approve a written guide, owners confirm the rows Maito flags in a spreadsheet, and the traveller picks and books. Where a workflow touches customers, staff, orders or schedules, a person approves before anything is sent or changed. Maito does not change records or book anything on its own. Start with chasing missing inputs. Pick one recurring request, such as monthly numbers from team leads, and ask @Maito in Slack to collect them by a date. Connect the spreadsheet where they land. When it works, set up the Monday report as a Loop and add the chase to it. ## Questions. ### Can it chase people outside the company? Yes, by email. Replies come back into the same work, and it reports what's still missing. ### Which tools can it pull from? Any tool with an MCP connection, plus anything you can reach with a skill and a login in the Vault. ### How long does it take to set up? Minutes for the workspace: create it, connect your AI provider and connect Slack. Each workflow then takes one request to your agent, plus signing in to any tool it needs. ### Do we need a developer? No. You set up each workflow by asking your agent in plain words. A repository is only needed for coding work. ### What does it cost? $149 per workspace per month, with unlimited people and $20 in cloud credits each month. Your AI provider bills its usage separately. ## Put your AI teammate to work. Set it up in minutes. Start with one workflow, and let it earn the next one. [Put Maito to work](https://maito.app/login?returnTo=%2Fworkflows%2Fteam%2Foperations)[Book a demo](mailto:support@maito.app?subject=Maito%20demo)