Client Inbox Manager
On shift· 24/7212client emails sorted this week
Sorts client email, answers routine questions and files attachments to the right client folder.
Last action at Filed 2 bank statements to a client folder
We staff the work you repeat every week.
We advise on what to hand over, configure each AI employee for your software and your rules, then hand the whole team over to you. Marketing, bookkeeping, sales, operations and more — without hiring.
- 01
Advise
We find the steps in your week worth handing over.
- 02
Configure
We connect your software and give each employee its job, its rules and its shift.
- 03
Hand over
You own the accounts. We stay on call for changes and new hires.
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Accounting and bookkeeping firms
Tax season stops being a pile-up. The chasing, sorting and drafting happen overnight.
Document Collector
On shift· 24/731missing documents chased
Chases missing W-2s, 1099s and bank statements by email until the checklist is complete.
Last action at Sent a second reminder for a 1099-NEC
Bookkeeper
Needs you1,480transactions categorized
Categorizes transactions and drafts reconciliations for review in QuickBooks or Xero.
Last action at Drafted a March reconciliation, 2 items to check
Deadline Tracker
On shift· 24/746filing dates watched
Watches filing and extension dates and reminds clients and staff ahead of time.
Last action at Reminded 6 clients: extensions due Oct 15
Reporter
On shift· 24/718monthly summaries drafted
Drafts monthly client summaries from the books for an accountant to approve.
Last action at Sent 4 summaries to an accountant to approve
Real estate brokerages and agents
Every lead gets an answer in minutes, every deadline gets a nudge, and your agents spend their time showing homes.
Lead Responder
On shift· 24/741leads answered this week
Replies to Zillow, Realtor.com and website leads within minutes and books showings.
Last action at Booked a Saturday showing from a Zillow lead
Listing Coordinator
On shift· 24/76listings prepared
Drafts listing descriptions, organizes photos and prepares MLS entries for approval.
Last action at Drafted an MLS entry for approval
Transaction Coordinator
Needs you12open deals tracked
Tracks contract dates, inspections and closing checklists, and nudges every party.
Last action at Appraisal due Thursday: needs a call to the lender
Follow-up Specialist
On shift· 24/7260past clients kept in touch
Keeps past clients and open-house visitors warm with timely check-ins.
Last action at Sent 18 open-house thank-yous
E-commerce brands
Listings stay current on every channel and customers hear about delays before they think to ask.
Listing Manager
On shift· 24/786listings updated from one sheet
Writes and updates product listings across Shopify, Amazon, Etsy and eBay from one product sheet.
Last action at Pushed new prices to 4 channels
Order Tracker
On shift· 24/79delays flagged before customers asked
Watches shipments, flags delays and updates customers before they ask.
Last action at Emailed 3 customers about a carrier delay
Customer Service Rep
On shift· 24/7132questions answered
Answers “where’s my order”, returns and sizing questions, and escalates the rest.
Last action at Answered a sizing question, escalated a damaged item
Inventory Watcher
Needs you5reorder emails drafted
Warns about low stock and drafts reorder emails to suppliers.
Last action at Navy tee, size M: 12 left, reorder drafted
Reporter
On shift· 24/730daily summaries sent this month
Sends a daily sales, refunds and ad-spend summary.
Last action at Sent yesterday’s sales and ad-spend summary
Logistics, freight and distribution
Load requests land in your system, shippers get updates without calling, and invoices go out the day the POD arrives.
Dispatch Assistant
On shift· 24/764load requests entered
Turns emailed load requests into entries in your TMS or spreadsheet.
Last action at Added a Newark to Allentown load
Status Updater
On shift· 24/7118shipper updates sent
Checks carrier tracking and sends proactive updates to shippers.
Last action at Told a shipper its pallets leave the dock at 11:00
Paperwork Clerk
On shift· 24/797PODs matched to invoices
Collects and files BOLs, PODs and rate confirmations, and matches them to invoices.
Last action at Filed the BOL and POD for load 4471
Billing Specialist
On shift· 24/722invoices drafted
Drafts invoices once a POD arrives and follows up on overdue ones.
Last action at Sent a polite reminder on a 30-day invoice
Home services: HVAC, plumbing, electrical and cleaning
Every request gets booked, every quote goes out the same day, and invoices get chased before they go stale.
Booking Coordinator
On shift· 24/727service requests booked this week
Answers web and email requests, books the visit into your calendar or field service software and confirms the time.
Last action at Booked a furnace tune-up for Tuesday 9:00
Quote Writer
Needs you8quotes drafted, 2 need your price
Turns job notes and photos into written quotes from your price list, ready for you to approve.
Last action at Drafted a water heater quote: venting needs your price
Dispatch Assistant
On shift· 24/741jobs routed to techs
Builds tomorrow’s schedule by area and sends each tech their route and job notes.
Last action at Sent 6 techs their routes for today
Reminder Specialist
On shift· 24/763visit and maintenance reminders sent
Reminds customers about visits and seasonal maintenance, and offers cancelled slots to the waitlist.
Last action at Reminded 14 customers: AC tune-up season
Follow-up Specialist
On shift· 24/719invoices chased and reviews requested
Sends the invoice when a job closes, follows up on unpaid ones and asks happy customers for a review.
Last action at Asked 5 of yesterday’s customers for a review
Law firms, consultancies and agencies
New inquiries get a reply within the hour, client files stay complete, and the weekly report is drafted before Monday.
Intake Coordinator
On shift· 24/723new inquiries answered
Replies to new inquiries, asks your intake questions and books consultations.
Last action at Booked a consultation from a website inquiry
Proposal Assistant
Needs you4proposals drafted, 1 needs review
Drafts proposals and engagement letters from your templates and sends them for signature once you approve.
Last action at Drafted a proposal: scope needs your review
Deadline Tracker
On shift· 24/738deadlines and renewals watched
Tracks court dates, filing deadlines, renewals and deliverables, and reminds the right person ahead of time.
Last action at Reminded a partner: response due Friday
Billing Assistant
On shift· 24/7112time entries tidied for billing
Chases missing timesheets, tidies time entries and drafts monthly invoices for approval.
Last action at Chased 3 missing timesheets from last week
Reporter
On shift· 24/712client reports drafted
Pulls numbers from your tools into weekly client reports for an account lead to check.
Last action at Drafted 4 client status reports
Clinics, restaurants, shops and property managers
Intake, scheduling, reminders, quotes and reports look much the same in every office. We set up the same kind of team around your software.
- ClinicsScheduler, Reminder Specialist
- Restaurants and cafesInbox Manager, Inventory Watcher
- Retail shopsCustomer Service Rep, Inventory Watcher
- Property managersMaintenance Coordinator, Rent Reminder
Don't see your business?
If it involves email, spreadsheets and the same steps every week, we can probably staff it.