The admin job you keep meaning to advertise
Quoting, purchase orders, supplier invoices, timesheets. AI agents do that work across the systems your business already runs, and one screen shows you what they did and what is waiting on you.
Running the back office at New Zealand manufacturers making to order.
You priced a job on Tuesday and did the timesheets on Sunday night
In a small business the owner is also the back office. Tuesday is pricing a job. Wednesday is chasing the supplier who never confirmed the order. Thursday the invoice does not match the purchase order and there is no time to find out why. Sunday night is the timesheets.
None of it is the work the business is actually good at, and all of it has to happen. The same job number gets typed into the quote, the spreadsheet, the accounting system and an email to the supplier, because none of those four know the other three exist. The person carrying it between them is you.
There are two ways it stops. You hire somebody to absorb it, or the work stops existing.
Two ways to get it off your desk
Both of them cost money. Only one of them is a person you have to find.
Hire for it
A salary, the on-costs that come with it, a desk, and three months before they know the business well enough to be left alone with it. In this labour market the harder part is finding the person at all. And when they leave, what they worked out about how you do things leaves with them.
Or stop the work existing
The typing, the chasing and the matching are the parts the agents take. Nobody is recruited and nobody is let go. It runs in weeks rather than quarters, and what it learns about your business stays in your business.
Do the sum with your own numbers
Add up what you already pay every month for the software you run now, and put the salary you were going to advertise beside it. That is the comparison. We would rather you did it before we talk than after.
The agents do the work. You say yes.
An agent prices the job from your own rates and drafts the quote. It raises the purchase order that job needs. It reads the supplier invoice out of your inbox and puts it against the order it belongs to. It notices what is late and says so.
Then it stops and shows you
Anything that would leave the business waits on one screen. The quote, laid out exactly as your customer would read it. The order, with its lines and its price. The payment, before it is a payment.
You read it and you say yes. Nothing goes out before you do, and that is built into the platform rather than written into an instruction an agent could talk itself out of. The afternoon of typing already happened. What is left is the minute of deciding.
Built around the way you already work
Ordinary business software is built for the average business and expects yours to be the average one. Then it expects you to run four more alongside it. We go the other way.
You keep what works
Your email. Your calendars. The drive the files live on. The accounting system you are not going to replace. The agents work across those directly, so nobody is signing into five products and copying between them.
We shape it around your day
We start from how a job really moves through your business, including the parts that only make sense here, and we build to that. The workflow is the thing we make. It is not a settings page with your name on it.
You stop being the go-between
The job number is typed once. Carrying it from the quote to the order to the invoice to the timesheet is the part the agents take, and it is the part that was eating your week.
Where the spreadsheet has run out
Agents need somewhere to write, and every business already has somewhere. A spreadsheet that has grown a tab for everything. A folder of PDFs. A shared mailbox, a whiteboard, and somebody who remembers the rest. It worked, and where it still works the agents work across what you have and we build none of it again.
Where it has run out of room, we bring ours. Quotes, jobs, purchase orders, stock, documents, staff time: built already and running already, so the parts of your workflow that need them are not waiting on anything. You are not buying a list of them. You get the ones your work actually needs.
The agents know more about your business every month
An agent that forgets everything between conversations is a very fast temp. Two services we build and run ourselves are what stop that happening.
The agents remember how you work
What your business calls things. How you price. Which supplier you actually use for what. The customer who wants everything confirmed in writing. It is written down and it is there next time, for whoever asks next rather than only for the person who taught it.
What one person works out, everyone gets
Everyone on the team has an agent of their own, and every one of those sessions is somebody solving a real problem in your business. A second service watches how the agents are used, turns what happened into a skill, and hands that skill to the rest of the team. Nothing useful stays stuck in one person’s chat.
The agents can tell you where the day got to
Because those sessions are the record, an agent can work out what a person actually finished today, put it beside what was planned, and say what comes next. The way somebody who had been in the room all day would.
Running it is our job, not yours
We stand up your own instance and set it up on how your back office really works. We support it, we upgrade it, and when something is wrong you tell a person who already knows your setup.
When the business changes, the software changes with it. A new product line, a second site, a supplier who starts invoicing differently: reshaping it is part of the arrangement rather than a new project with a new quote.
Four case studies. The same tools in all four.
A kitchen factory, a builder, an accounting practice and an immigration adviser. Their days have almost nothing in common, and all four run on the same set of tools put together differently. Each page walks one job through one of those businesses, from the first enquiry to the money.
Kitchen & joinery manufacturers
- Prices a kitchen from your own price book, a run from the measure with its mitres and cutouts, and a stair or a wardrobe off the same rates; the agent drafts the quote and you approve it.
- Turns a won quote into a job with your template’s tasks, tracks every piece of material and every offcut as a serialised unit, and raises the purchase orders the job needs.
Construction project management
- Sets up each job with its phases and tasks from your template, and drafts the subcontractor and supplier purchase orders it needs; you approve before they go.
- Keeps site documents with a version history, shows who is on site from the clock-in app, and raises progress claims as invoices.
Accounting firms
- Keeps client records and engagement notes, records time against each client’s work, and drafts the invoices; nothing reaches a client without your OK.
- Files documents against the client with every version kept. Your ledger stays the ledger; the platform is the practice’s record of who, what and when.
Immigration services
- Opens one file per client case with the tasks and dates your template says it needs, so nothing depends on memory.
- Keeps the document checklist with every version, raises the quote and invoice for each service, and holds anything to a client for the adviser’s OK.
Tell us how a job moves through your business
Bring two things: a job you priced this week, and the role you keep meaning to advertise. We will walk the job through and say plainly which parts of that role we can take and which we cannot.