Ten typical roles of a small advisory, brokerage, insurance, lending or accounting firm, with the weekly tasks of one full-time person and the part MyChatBot agents can take.
A financial services firm sells trust and regulated judgement, so the repeatable work sits around it: first replies to enquiries, noting what the client needs, booking the first consultation, answers from the firm's own materials, nudges about missing documents, follow-ups and post drafts. Advisors keep recommendations and agreements, the compliance officer keeps identity checks and rule decisions, and the accountant keeps the books and tax. A person sets up and reviews every agent, and the hours are estimates for one typical full-time person that you can change.
Hours are modelling assumptions for one full-time person. The status shows who does the task: MyChatBot out of the box, a routine or connector you set up, or a person.
What a manager tracks: Client retention and referrals · Pipeline of qualified enquiries · Regulatory standing and team capacity
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Set strategy, the service mix and the fee policyDirection, pricing and priorities are the head's decisions. | 5 | Person | — |
| Hold the relationships with key clients and referral partners | 7 | Person | — |
| Carry responsibility for licence and regulator obligations and sign off policiesFinal responsibility for licence and regulator obligations stays with the head. | 4 | Person | — |
| Decide on complex cases, exceptions and escalated complaints | 7 | Person | — |
| Coach the team, run one-to-ones and make hiring decisions | 6 | Person | — |
| Go through fee income, cash flow and costs with the accountant | 3 | Person | — |
| Compile the weekly summary of enquiries, leads and unanswered questionsNeeds chats and leads on the Sales Platform and an agents balance; a person starts it; the head decides what to change. | 3 | MyChatBot does it | Summarise last week's chats and leads into a report |
| Review advisors' tone and helpfulness in the chats handed over to themCovers hand-offs handled in MyChatBot; scores communication, not the advice, in batches; coaching stays with the head. | 2.5 | MyChatBot does it | Review conversations and score human managers' replies |
What AI agents handle: AI agents write the weekly summary of what people asked in your connected chats and what went unanswered, and score the tone and helpfulness of advisors in finished hand-offs.
What stays with the person: Strategy, fee policy, key client and partner relationships, responsibility to the regulator, complex cases and hiring decisions stay with the head.
What a manager tracks: Qualified enquiries by channel · Cost per qualified enquiry · Consultations booked from campaigns
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Plan campaigns, budgets and the channel mix by service line | 5 | Person | — |
| Run paid ads: audiences, bids, budgets and creativesAgents can list ad accounts and campaigns, not edit bids or budgets. | 8 | Person | — |
| Get every promotional text approved by compliance before it goes live | 3 | Person | — |
| Organise client seminars, webinars and partner events | 8 | Person | — |
| Build landing pages for a service or a seasonal deadlineThe person writes the brief with approved wording; the result is one scrolling page on a page.mychatbot.app address. | 4 | MyChatBot does it | Build and publish a landing page from a written brief |
| Send one-time announcements and deadline notices to a client segmentA person picks the segment; Personal WhatsApp, Telegram account, Viber, Email, SMS and Calls can start chats. | 4 | MyChatBot does it | Send a one-time message campaign to a customer segment |
| Capture lead-ad enquiries and send a first messageNeeds a Facebook page and the Meta Ads add-on; first message only on channels that can start a chat. | 3 | MyChatBot does it | Capture Facebook and Instagram lead-ad leads and follow up |
| Read news on named competitors and market topics in a short briefType the topics and competitors to watch before each run. | 2 | MyChatBot does it | Watch competitors and market news and write a brief |
What AI agents handle: AI agents build landing pages from an approved brief, send one-time announcements to a client segment, message lead-ad enquiries first and write a news brief on the competitors you name.
What stays with the person: Campaign strategy, paid ad accounts, events and getting every promotional text approved by compliance stay with the marketing manager.
What a manager tracks: Reach and engagement on educational posts · Enquiries started from social channels · Response time to comments and messages
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Plan the week of educational posts: deadlines, explainers and how-tosDelivers a plan with captions to paste; it does not publish, and compliance still reads each post. | 3 | MyChatBot does it | Write a 7-day content plan with captions |
| Write captions, hooks and post variants from approved materialA person supplies approved facts and edits before posting; attach the firm's materials as knowledge for tone. | 5 | MyChatBot does it | Write captions, hooks and post variants in bulk |
| Produce three short explainer reels with captions and optional musicGenerated from a brief, not your footage; a person approves the plan and price; auto-posting needs connected accounts. | 3 | MyChatBot does it | Produce three reels with captions, music and a posting plan |
| Film and photograph advisors, the office and client explainersEditing footage you filmed yourself is not covered by MyChatBot. | 10 | Person | — |
| Reply to comments and move real requests into direct messagesDMs follow only real requests such as price; on Instagram the client must accept the message request. | 3 | MyChatBot does it | Reply to post comments and continue the sale in DMs |
| Answer Instagram direct messages about services and how to book a consultationNeeds a business or creator account linked to a Facebook page; instructions decide what goes to an advisor. | 5 | MyChatBot does it | Answer customer questions in Instagram DMs |
| Handle reviews, complaints and sensitive replies personally | 6 | Person | — |
| Review post performance and engagement trendsNeeds a custom connector with the account key and a paid social plan; no ready-made report exists. | 2 | Possible with setup | Pull post analytics and engagement trends into a report |
What AI agents handle: AI agents draft the weekly plan and captions, assemble explainer reels, reply to comments, answer Instagram messages from your materials and, with a connector, pull post analytics.
What stays with the person: Filming, expert voices, reputation and complaint replies and the final check of every claim before posting stay with the SMM manager.
What a manager tracks: Enquiry-to-client conversion · Time from enquiry to first consultation · Client retention and referrals
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Respond to new enquiries about services, process and published feesNeeds WhatsApp connected and the firm's service and fee information written down; each other channel is connected separately. | 5 | MyChatBot does it | Answer customer questions on WhatsApp |
| Note what the client needs and by when, and set the lead statusContact fields, labels and statuses must be created first; it records what the client says and checks nothing. | 4 | MyChatBot does it | Qualify a lead and set its labels and funnel stage |
| Create leads in the CRM with the chat link and sourceOne CRM per assistant; a person connects it and picks fields; covers contacts who chat with it. | 2 | MyChatBot does it | Create or update leads, deals and orders in your CRM |
| Book first consultations into the advisors' calendarsSomeone signs in with Google and ticks the calendars; only one scheduler per assistant. | 3 | MyChatBot does it | Book appointments into Google Calendar and check free time |
| Follow up with prospects who went quiet after the first consultationA person sets the status, then writes, publishes and attaches the sequence; skips operator-mode chats; WhatsApp Business may refuse after the window. | 3 | MyChatBot does it | Send a follow-up sequence to leads who go quiet |
| Hold consultations, assess the client's situation and make the recommendationPersonal recommendations and suitability judgement stay with the licensed advisor. | 11 | Person | — |
| Prepare proposals and agree scope, fees and termsMyChatBot does not generate proposals; email only attaches files you provide. | 7 | Person | — |
| Run periodic client reviews and renewals | 4 | Person | — |
What AI agents handle: AI agents answer first enquiries on the channels you connect, note what the client needs and by when, create the lead in the CRM, book the first consultation and send your follow-up sequence to prospects who go quiet.
What stays with the person: Consultations, personal recommendations, proposals, fees, agreements and the client relationship stay with the advisor.
What a manager tracks: Time from engagement to complete client file · Share of files complete at first review · Client satisfaction with onboarding
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Answer routine onboarding questions about documents, steps and typical timingAnswers come only from the FAQ and documents you connect, not from a client's file; a person defines when it hands over. | 5 | MyChatBot does it | Answer routine questions from your FAQ and documents |
| Nudge clients who went quiet about missing documents and formsTargets clients under a status such as Documents pending; a person writes and publishes it; skips operator-mode chats; checks nothing that arrives. | 4 | MyChatBot does it | Send a follow-up sequence to leads who go quiet |
| Queue a reminder in the chat for an intake call or a promised documentNeeds self-scheduling on and instructions to queue it; the calendar sends no reminders; WhatsApp Business needs a template after the window. | 2 | MyChatBot does it | Schedule a reminder or call-back to a customer in the chat |
| Book intake and kick-off calls into advisors' free slotsNeeds staff, a service and the business timezone; free slots come from MyChatBot only, not advisors' other calendars; staff-side changes are silent. | 4 | MyChatBot does it | Book, reschedule and cancel appointments on the built-in calendar |
| Log onboarding requests raised in chat as tasks for the teamNeeds Task Manager connected; every task is tied to a lead and reminders go through Telegram. | 2 | MyChatBot does it | File a follow-up task for a manager from a conversation |
| Verify client identity and run the checks the regulator requiresIdentity and due diligence checks are not covered by MyChatBot. | 7 | Person | — |
| Prepare engagement letters and agreements and collect signaturesNo contract drafting or e-signature is documented in MyChatBot. | 6 | Person | — |
| Review the documents received and set up the client file in the firm's systems | 8 | Person | — |
What AI agents handle: AI agents answer routine onboarding questions from your FAQ, nudge clients who went quiet about missing documents, book intake calls and log requests as tasks for the team.
What stays with the person: Identity and due diligence checks, agreements and signatures, document review and setting up the client file stay with the coordinator.
What a manager tracks: First response time · Share of questions resolved without escalation · Client satisfaction
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Answer routine client questions about services, deadlines and processAnswers come only from the FAQ and documents you connect; account-specific facts are not in them. | 7 | MyChatBot does it | Answer routine questions from your FAQ and documents |
| Reply to routine client emails from the shared inboxNeeds Gmail authorized with every requested permission; the sign-in can expire and need renewing. | 4 | MyChatBot does it | Reply to customer emails from a shared Gmail inbox |
| Answer incoming calls with routine questions and pass the rest to a personNeeds a SIP trunk or Twilio number; transfer to a person follows a condition you set. | 4 | MyChatBot does it | Answer inbound phone calls with an AI voice assistant |
| Draft and translate replies in handed-over chats for the person to editThe person edits and sends; drafts work only while the chat is in operator mode. | 3 | MyChatBot does it | Draft and translate replies for a human operator |
| Log document and change requests raised in chat as tasks for advisors to pick upNeeds Task Manager connected; every task is tied to a lead and reminders go through Telegram. | 2 | MyChatBot does it | File a follow-up task for a manager from a conversation |
| Pick up handed-over chats and answer account-specific questionsHanded-over chats arrive flagged for attention; the assistant's instructions decide when it hands over. | 8 | Person | — |
| Handle complaints and sensitive cases through the firm's procedure | 5 | Person | — |
| Process client change requests in the firm's back-office systems | 5 | Person | — |
What AI agents handle: AI agents answer routine client questions from your FAQ by chat, email and phone, draft replies in handed-over chats for a person to edit and log requests as tasks for advisors.
What stays with the person: Account-specific answers, complaints, sensitive cases, change requests and the rules for when a chat goes to an advisor stay with the support manager.
What a manager tracks: Time to close compliance findings · Completeness of client records · Staff training coverage
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Run client due diligence, identity and anti-money-laundering checksIdentity and due diligence checks are not covered by MyChatBot. | 8 | Person | — |
| Approve promotional and client-facing wording against the rules | 5 | Person | — |
| Maintain policies, procedures and the register of complaints and incidents | 5 | Person | — |
| Decide on high-risk clients and escalated casesCompliance decisions are not covered by MyChatBot. | 4 | Person | — |
| Train staff on conduct, data protection and financial crime rules | 4 | Person | — |
| Handle regulator requests, audits and reportable incidents | 5 | Person | — |
| Read a brief on news about the regulators and rule topics you nameA person types the topics before each run; the brief is not a legal reading, a person decides what applies. | 3 | MyChatBot does it | Watch competitors and market news and write a brief |
| Pick conversations to review from reports on handed-over chatsScores tone and helpfulness; red flags are sales thresholds such as no next step, not a regulatory review. | 3 | MyChatBot does it | Review conversations and score human managers' replies |
What AI agents handle: AI agents write a brief on the regulator news and rule topics you name and give the officer quality reports on finished hand-offs, so the sample of conversations to read is easier to pick.
What stays with the person: Due diligence, rule decisions, wording approval, complaints and incidents, regulator contact and staff training stay with the compliance officer.
What a manager tracks: Month-end close on schedule · Accuracy of the books · Timely collection of fees
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Record fee income, commissions and expenses and reconcile bank statementsNo bookkeeping tool exists in MyChatBot. | 10 | Person | — |
| Prepare and send fee invoices and chase overdue onesMyChatBot does not issue or chase invoices. | 6 | Person | — |
| Calculate and pay advisor commissions, referral fees and payroll | 6 | Person | — |
| Prepare tax returns, VAT and statutory reports and file themTax filing is not covered by MyChatBot. | 6 | Person | — |
| Close the month and report results to the head | 4 | Person | — |
| Prepare documents for auditors and the regulator's financial requests | 3 | Person | — |
| Log payments received through Stripe into a revenue sheetNeeds Stripe and Google Sheets connected; a log only, not bookkeeping; fires at most 12 times an hour. | 2 | Possible with setup | Log incoming Stripe payments into a spreadsheet |
| Log supplier invoices and receipts from email into an expenses sheetNeeds Gmail and Google Sheets connected; no accounting system is involved and a person categorises. | 2 | Possible with setup | Log invoice and receipt emails into an expenses sheet |
What AI agents handle: At most a spreadsheet log of incoming Stripe payments and Gmail invoice emails, set up by a person. It does not keep the books.
What stays with the person: Bookkeeping, invoicing, payroll, advisor commissions, tax filing and the month-end close stay with the accountant.
What a manager tracks: Time to fill a vacancy · Quality of hire · Retention through probation
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Write vacancy texts and outreach messages for candidatesThe person edits and posts the text; attach the firm's culture notes as knowledge. | 2 | MyChatBot does it | Write captions, hooks and post variants in bulk |
| Research advisor and analyst candidates on public web pages into a tableAsk for a source URL per fact in the brief; LinkedIn and similar sites may block the browser. | 4 | MyChatBot does it | Research leads or candidates into a sourced table |
| Review Work.ua candidates and draft follow-up messagesAdd HR Recruiter (Work.ua) from the agent library first; it drafts only and a person sends. | 3 | MyChatBot does it | Review the candidate pipeline and draft follow-ups |
| Book candidate interviews into the shared calendarCandidates write in a connected channel; a person signs in with Google and ticks the calendars. | 2 | MyChatBot does it | Book appointments into Google Calendar and check free time |
| Screen candidates by phone and run interviews | 10 | Person | — |
| Check qualifications, licences and references of candidates | 4 | Person | — |
| Make hiring decisions with the head and negotiate offers | 3 | Person | — |
| Onboard new hires, handle paperwork and run probation reviewsNo HR administration tool is documented beyond the Work.ua recruiter. | 8 | Person | — |
What AI agents handle: AI agents write vacancy texts, research candidates into a sourced table, draft follow-ups for waiting Work.ua candidates with the recruiter agent and book interviews in the calendar.
What stays with the person: Interviews, qualification and reference checks, hiring decisions, onboarding and probation reviews stay with the recruiter and the head.
What a manager tracks: Reports delivered on schedule · Data quality in the CRM · Usefulness of insights to decisions
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Compile weekly chat volume and AI cost by channel and campaignSales figures come only from recorded orders, so fee revenue is read from the books. | 4 | MyChatBot does it | Report sales, chat volume and AI cost by channel and campaign |
| Review which follow-up campaigns get replies and which stallNeeds follow-up campaigns already set up; a person picks which changes to make. | 3 | MyChatBot does it | Review which follow-up campaigns get replies |
| Fill missing statuses and labels on recent chats before the reports runRuns on a schedule from each chat's last intent; a person spot-checks; existing values are kept unless overwrite is on. | 3 | MyChatBot does it | Fill in missing funnel statuses and labels on recent chats |
| Have a weekly digest of pipeline changes and chats emailed to one addressNeeds Gmail, scheduling, a Sales Platform connector and an agents balance; MyChatBot numbers only. | 2 | Possible with setup | Email yourself a weekly digest of pipeline, chats and orders |
| Build the funnel report from enquiry to consultation to signed client | 7 | Person | — |
| Analyse revenue and profitability by service line and client segment | 7 | Person | — |
| Forecast pipeline and fee income for the next quarterPipeline forecasting is not documented in MyChatBot. | 5 | Person | — |
| Answer ad hoc questions from the head and test hypotheses | 6 | Person | — |
What AI agents handle: AI agents report chat volume and AI cost by channel, review follow-up campaigns, fill missing statuses and, with Gmail connected, email a weekly digest.
What stays with the person: Funnel and revenue analysis, profitability by service line, forecasts and answers to the head's ad hoc questions stay with the analyst.
It should not. Personal recommendations, and any judgement that depends on a client's situation, stay with your licensed advisors, and a person writes the instructions that keep the agent to general questions and hand everything else over. The agent answers from the FAQ, documents and website links you connect, notes what the client says they need and, once a calendar is connected, books the consultation; it hands the chat over only in the cases those instructions describe.
No. Identity checks, due diligence and compliance decisions are not covered by MyChatBot and stay with your compliance officer. A follow-up sequence that a person writes, publishes and attaches can nudge clients who went quiet about missing documents, but it does not check what arrives, and on WhatsApp Business or Messenger a message may be refused once the messaging window has closed.
It can book, but the calendar sends no reminders. Once someone sets up staff, services and the business timezone, the built-in calendar offers only free slots, books the right staff member and service and can reschedule or cancel; Google Calendar can be used instead after a person signs in and ticks the calendars. Staff-side changes are silent, so a person tells the client, or the assistant queues its own one-off reminder in the chat when a person switches self-scheduling on.
No. Engagement letters, e-signature, invoicing, bookkeeping, payroll and tax filing are not covered and stay with your team, your accountant and your lawyer. Once a person connects Stripe, Gmail and Google Sheets and enables the triggers, an agent can log payments and invoice emails into a spreadsheet, which is a log and not an accounting record.
Create an account, connect one channel and start with the roles where agents already cover the most hours.