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Beyond Prompts Agents

A prompt answers a question. An agent does a job. You define the role, set the rules, and let it run — across steps, tools, and decisions you'd normally handle yourself.

A real agent does things a prompt can't: multiple steps, decisions between systems, running without you watching. If a single prompt could do it, it's not an agent — it's just a good prompt.

Executive AssistantProductivity
Pipeline
⏰
6:30am trigger — daily briefing
📧
Scan inbox — categorise & rank by urgency
✍️
Draft replies for top-priority emails
📅
Pull today's calendar — prep notes per meeting
📎
Attach relevant docs & last meeting context
📋
Flag overdue tasks & upcoming deadlines
☕
Deliver morning briefing before first coffee
Running...
▸ Daily briefing triggered — 6:30am
▸ Scanning inbox... 34 new emails
▸ 3 urgent, 8 need reply, 23 informational
▸ Drafting reply: RE: Q1 Budget Sign-off
▸ Drafting reply: RE: Partner Meeting Reschedule
▸ Today: 4 meetings — 9am, 11am, 2pm, 4pm
▸ 9am Strategy Review — attaching last month's deck + action items
▸ ⚠ 2pm Client Call — proposal draft still pending your review
▸ 3 tasks overdue, 2 deadlines this week
▸ Morning briefing compiled
✓ Delivered to inbox + Slack
Your day, prepared before you start it. Emails triaged, replies drafted, meetings prepped with context, overdue tasks surfaced.
~90 secondsManual: ~45 min → Saved 43 min/day
Invoice ProcessingFinance
Pipeline
📧
Invoice email received
📄
Extract supplier, line items & totals
🔗
Match to existing purchase order
⚠️
Flag mismatches or missing POs
🏷️
Auto-code to GL account
✅
Queue for approval with notes
Running...
▸ Invoice received — Officeworks #INV-29841
▸ Extracting... 4 line items, total $1,847.20
▸ Matching to PO #4821...
▸ ⚠ Line 3: $240 variance — expected $180
▸ Coded: GL 5200 — Office Supplies
▸ Queued for approval — variance flagged
✓ Complete — awaiting review
Supplier invoices extracted, matched, coded, and queued without manual data entry. You only touch the exceptions.
~30 secondsManual: ~15 min → Saved 14 min/invoice
Lead Qualification PipelineSales
Pipeline
📩
New enquiry lands in inbox
🔍
Research company — website, LinkedIn, size
📊
Score against ideal client criteria
🔀
Route: qualify → personalised reply, or decline
✍️
Draft outreach referencing their pain points
📝
Log to CRM with research summary
Running...
▸ New enquiry — sarah@greenfield.com.au
▸ Researching Greenfield Logistics...
▸ 45 employees, Brisbane HQ, transport & warehousing
▸ ICP score: 82/100 — strong match
▸ → Qualified — routing to personalised reply
▸ Pain point identified: manual route scheduling
▸ Drafting reply referencing logistics automation
▸ Logged to CRM — tagged Hot Lead
✓ Reply ready for your review
Every inbound lead researched, scored, and responded to — with a personalised reply drafted from their actual business context.
~60 secondsManual: ~25 min → Saved 24 min/lead
Competitor IntelligenceStrategy
Pipeline
📆
Monday 7am — weekly scan triggered
🌐
Check 3 competitor websites for changes
💼
Scan their LinkedIn, socials & job listings
🔎
Detect pricing shifts, new products, hires
📝
Summarise changes & flag what matters
📊
Deliver weekly competitor brief
Running...
▸ Weekly scan — Monday 7:00am
▸ Checking Competitor A — acmecouriers.com.au...
▸ ⚠ New pricing page detected — 12% rate increase
▸ Checking Competitor B — swiftfreight.com.au...
▸ No website changes. 2 new job posts: ops manager, dev lead
▸ Checking Competitor C — primelogistics.com.au...
▸ ⚠ New service launched: same-day metro delivery
▸ Brief compiled — 2 items flagged for action
✓ Delivered to inbox
Every Monday you get a brief on what your competitors changed — pricing, products, hiring signals. No manual checking, no missed moves.
~3 minutesManual: ~2 hours → Saved 2 hrs/week
Employee OnboardingHR
Pipeline
🆕
HR triggers "new starter" with name & role
📄
Generate personalised welcome pack
📅
Schedule day-one meetings & IT setup
🎯
Build training plan based on role type
📧
Send welcome email to starter + manager
🔄
Auto check-ins at day 7, 30, 90
Running...
▸ New starter: Jamie Chen — Marketing Coordinator
▸ Generating welcome pack — marketing team template
▸ Day 1 schedule created — 4 intro meetings booked
▸ IT request sent — laptop + marketing tool licences
▸ Training plan: content tools, brand guidelines, CRM basics
▸ Welcome email sent to Jamie + manager
▸ Check-ins scheduled: Feb 28, Mar 21, May 20
✓ Onboarding complete — all systems active
One trigger starts the entire onboarding chain — welcome pack, meetings, IT setup, training plan, and automated follow-ups. HR spends 5 minutes instead of 5 hours.
~2 minutesManual: ~5 hours → Saved 4.5 hrs/hire
Meeting-to-Action PipelineOperations
Pipeline
🎙️
Meeting recording uploaded
📝
Transcribe & identify speakers
🎯
Extract commitments & deadlines
✅
Create tasks & assign owners
📧
Draft follow-up email to attendees
⏰
Set reminders for items due within 7 days
Running...
▸ Recording received — Client Call 18 Feb
▸ Transcribing... 3 speakers identified
▸ 5 action items extracted
▸ Task: "Send revised proposal" → Ben, due Feb 21
▸ Task: "Confirm budget range" → Sarah, due Feb 20
▸ Follow-up email drafted — summary + next steps
▸ 2 reminders set — items due within 7 days
✓ Pipeline complete — ready for review
A meeting ends and everything that was agreed gets turned into tasks, emails, and reminders. Nothing falls through the cracks.
~45 secondsManual: ~30 min → Saved 29 min/meeting

Try One Now

Free agents you can test today — no setup, no cost.

🤖

ChatGPT Custom GPTs

Thousands of pre-built agents for specific business tasks. Browse by category or search for your use case.

Free with ChatGPT account
💎

Google Gems

Create custom AI personas with baked-in instructions. Great if your business runs on Google Workspace.

Free with Google account
📂

Claude Projects

Set up persistent instructions and reference documents. Your AI gets smarter about your business over time.

Free tier available
🧩

Microsoft Copilot Agents

Build agents inside the Microsoft 365 ecosystem — Outlook, Teams, SharePoint, Excel all connected.

Requires M365 Copilot licence

Which of these would change your Monday morning?

These are examples. A custom agent built around your data, your processes, and your rules is where the real value lives.

Ben Griffiths
Ben Griffiths
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knownstateai
hello@knownstateai.com Brisbane, QLD
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Ben Griffiths

Ben Griffiths

Founder
LinkedIn

25+ years in technology and service transformation, from infrastructure and virtualisation to continuous improvement. Ben has worked across public and private sectors, large enterprises, and startups, managing teams spanning Sydney, Melbourne, China, and Malaysia. He's lived and worked in London, Africa, and Brazil, and is now based in Brisbane.

After years researching Bitcoin, Blockchain, and digital assets, and consulting on the la