What We Build
One system, built around your company.
It starts with the work that wastes the most time, and everything after it is added to the same system.
Where companies start
Three common first steps.
Supplier invoices and purchasing
Every supplier invoice is checked against the order and the receipt as it arrives. The ones that agree are ready to approve together; the rest come with the reason and a note to the supplier drafted.
Orders and customers
Customer emails and POs turn into draft orders and replies from your own records, and anyone can see which step every order is at.
Jobs, repairs and service
Every job on one board: which step it’s at, what it’s waiting on, which parts are late, and when it will be done.
Every one comes with: a board for every job, documents matched line by line, labels and QR codes, supplier and job scorecards, and a written brief for management. Your process isn't here? Anything with steps, people and documents works the same way.
Running today
In daily use at a manufacturer.
Each one does the work and stops at the decision, which stays with a person.
Accounting & finance
Supplier invoices, checked on arrival
Every line held against the purchase order, what receiving counted and the agreement — in whatever layout the supplier sends.
A person approves the batch, and decides on the few that disagree.
How it worksAccounting & finance
Expense claims, against your policy
Receipts photographed on a phone, checked against the rules in your handbook.
A person approves what fits, and asks about the rest.
Customer service & sales
Customer emails, answered from your records
When does it land, is the paperwork in the box, what did we send last time.
A person edits it and sends it, under their own name.
How it worksCustomer service & sales
A request becomes the record
A customer’s email turns into the opportunity on the board and the note on their account.
A person decides who owns it.
Customer service & sales
Two minutes before the call
What they ordered, what is still open, and what they asked last time — before anyone picks up the phone.
A person makes the call.
Operations & purchasing
The old job file, found
Drawings, travelers, certificates and emails you can ask in plain English — with the page each answer came from.
A person decides what to do with the answer.
How it worksOperations & purchasing
Meetings become the to-do list
Decisions, actions and owners out of the recording — merged with what is already on the list.
A person accepts each task and says who gets it.
Operations & purchasing
Your order system, searchable
Stock, open orders, deliveries and purchase orders — read from the file your system already writes every night.
Nothing is written back unless you switch it on, one workflow at a time.
Leadership
The morning brief
One page before the day starts: what came in overnight, what is due, the public news you chose.
A person reads it with the coffee.
How it worksLine 10 is billed at 1.18; the order says 1.12. Flagged with the reason, a note to the supplier drafted — nothing paid.
Also built, and working in the demo
Built and working in the demo, not yet in daily use at a customer.
- Customer payments, put against what they owe. One transfer paying fourteen invoices, and a remittance that is almost right.
- The month-end pack. The aging, sales by site and what moved — built from the copy taken the night the month closed.
- Who is worth a call. The customer who read the update three times, the request that went quiet, the account that is drifting.
- Deliveries and counts, checked at the dock. A photo of the packing slip and a crushed pallet, a count sheet in pencil — read, and held against the order and last night’s stock.
- Paperwork chased before it runs out. Supplier certificates and declarations, sixty days before they expire.
- The business at a glance. Sales, cash, overdue and on-time, with four sentences on what the numbers can’t say by themselves.
- The weekly report, written. A short memo for the leadership team, every paragraph with its sources.
- Things nobody had joined up. A customer who owes money, stopped ordering and unsubscribed — four records in four people’s hands, side by side.
- Agreements, read before you sign. Agreements read against the terms you always strike, every flag with the clause quoted.
What's underneath
One platform, built once.
Everything above runs on it, so the second part costs less than the first and nothing is typed twice.
Your own cloud, one sign-on
The whole system runs in a cloud account in your company’s name. The data, the bill and the keys stay with you.
Behind it
- Dedicated cloud project and network
- Encryption and key management
- Single sign-on with your existing company accounts
Data that knows where it came from
One data foundation under everything. Every record can say where it came from, who changed it and why.
Behind it
- Incremental sync with your other systems
- Every record links back to its source email or document
- Full audit trail: who, when, what changed
Roles and permissions
Each person sees only the screens, actions and data their role allows, and so does the AI.
Behind it
- Field- and record-level permissions
- Enforced on the server, not just hidden on screen
- Every permission change logged
Email, read and acted on
Every incoming email is read, filed to the right record and turned into the next step, with a reply drafted when one is needed. The whole mailbox becomes something you can ask.
Behind it
- Live connection to your mailboxes and calendars
- Customer, order, amount, date and part extracted
- Nine checks before anything is filed; duplicates and forwards recognized
Paper, read and checked
Any document, photographed or dropped in, is read, checked and filed: handwritten and printed alike.
Behind it
- Layout recognition tuned to your own forms
- Part and serial numbers checked character by character
- Every field scored; doubtful ones flagged for a person
Drafted by AI, approved by a person
Anything going out is drafted in your voice, from your own records, and sent only when a person approves.
Behind it
- Facts cited back to the record they came from
- Approval before anything is sent
- Every message sent is logged
One-tap actions and alerts
One tap records it, tells the right people and starts the next step. Alerts follow your own rules and escalate when nobody acts.
Behind it
- Actions bound to your workflow
- Time and person recorded
- Escalation to a supervisor; every alert says why
Your own admin console
Run it yourselves, without code: add people, change alert rules, tune the tone of drafts, see that every sync is healthy.
Behind it
- User and role controls
- Alert rules, approvers and templates
- Sync health and usage at a glance
Also part of the platform: search across everything by meaning, screens that work as well on a phone as on an office screen, a personal workspace that opens on what matters today, exports to Excel at any time, and as many languages as you need.
Your documents, made usable
Search and ask your files
Manuals, inspection reports, past jobs and records, kept in your own cloud and turned into knowledge you can search and ask, every answer with its source.
Behind it
- Files ingested automatically: text recognition, chunking, indexing
- Answers only from your own files, each line linked to the page
- Folders and records follow your permissions
Formal documents, drafted
Reports, procedures and letters drafted in your format and voice, from your own records; your people edit and sign off.
Behind it
- Company templates and house style
- Every passage traceable to its source
- Versions and revision history
Meetings, written up
When the meeting ends, the minutes, decisions and tasks are already written, each with an owner and a date.
Behind it
- Recordings transcribed by speaker
- Discussion kept apart from decisions
- Tasks assigned and dated
Keystone, the AI assistant
The AI assistant across the whole system. Ask anything about your business in plain words: it searches your email, files and records, answers with the source, and acts once you confirm. It runs in your own cloud account, and your files aren’t used to train public AI.
Behind it
- Runs in a private project in your own cloud account
- Searches email, files and records by meaning
- Every line linked to its source
- Answers only from what the person asking may see
“Which jobs are waiting on parts, and which of those parts are late?”
“What did we promise this customer about the delivery date?”
“Draft a reply to that email from our records, and show me before it goes.”
Also on the same platform: customers and sales, a management dashboard, tasks, projects and expenses, and equipment and maintenance.
On top of what you run
Nothing has to be replaced.
Which system it reads, which one it writes to, and who approves each kind of record is your decision.
Synced on a schedule, with the links between orders, shipments and invoices made clear. Connected the way it allows: the export it already writes each night, its interface or import, or its own screens. Nothing is written back into it unless you switch that on.
QuickBooks and the job-management software your trade runs on, read where they are. What gets written back, and where, is your decision.
Your company mailboxes and calendars, read as mail arrives.
Read where they already are, and the old records cleaned up and loaded in.
Simple screens, big buttons, the camera on their phone. Snap the paper, tap when it’s done; the system does the typing.
One view of everything: where every job stands, what’s late and why, and what is waiting for your OK.
See it for your trade: HVAC · Electrical · Logistics & 3PL · Machine Shops
Not sure where to start?
Tell us how your company runs. We'll build a free working demo around it.