How it works

One face. Many hands. Your rules.

One AI and one line of communication is the only thing you, your staff and your customers ever meet. Underneath, the work is split up, fenced off, and written down.

Step 1

You name it

At setup you pick a name. That name answers your phone, texts your customers, sends your invoices, and writes your morning briefing. Your staff get their own seats, their own roles, and their own memory, and they talk to the same name.

Pick a name

Caller ID
Max, Rivera Heating and Air
Answering your business line
Text sender
From Max at Rivera Heating and Air
Your tech is 20 minutes out. Reply STOP to opt out.
Email signature
Max · Rivera Heating and Air
AI assistant. Replies are read by the team.

Step 2

You set the rules

Tell it your prices, your hours, your service area, and your limits in plain English. It turns them into rules that are checked before any action, in code the AI cannot change.

Your rules, checked before every action

Max discount 10%
No jobs outside 30 miles
Refunds always need me
After 9pm, emergencies only

Written in plain English. Enforced in code the AI cannot change.

Step 3

It works, inside the rules

Before any action, the gate checks your rules and your approval settings. Allowed actions run and are recorded. Anything outside the rules waits for you.

Your customers and your staff

Max

One name

Policy gate

Checks your rules

Your approval queue

On your phone

Phone
Sales follow-up
Billing
Schedule
Your day

The record

quote.sent EXECUTED

invoice.send DRAFTED

discount 15% BLOCKED

Step 4

You approve from your phone

Approvals are one tap. If your server restarts while something is waiting, it resumes exactly once after you approve. It never sends twice.

Approvals1 waiting

Max is asking · 4:12 PM

Send invoice #1042 for $2,940 to Dana K.?

Over your $2,500 approval limit.

Step 5

Everything is written down

Every call, message, quote, invoice and decision is a line in your action log: what happened, why it was allowed, and who approved it. Each line is chained to the one before it, so the record cannot be quietly edited. Export it any time.

Step 6

It improves, with your permission

When you correct it, it proposes a change to its runbook. You approve the change or you do not. The rules are yours.

You
Correct something: "We do not charge a trip fee inside town."
Max
Proposes a runbook change: remove the trip fee for ZIP codes inside town.
You
Approve it, or do not. Nothing changes until you say yes.
The record
The change is applied and logged, with your approval attached.

Step 7

Your morning briefing

Two minutes every morning: what happened overnight, what is on today, what needs you, and what it did about the surprises.

Your Assistant · 6:00 AM · by Max

Good morning. Here is your day.

Overnight

3 calls answered, 2 jobs booked ($1,340).
1 emergency paged to you at 1:12 AM. Customer safe, tech booked for 8:00.

Today

9 jobs on the board. 1 tech out sick.
2 customers moved to new windows and told by text.

Needs you

Invoice #1042 for $2,940 is over your $2,500 limit.
A customer asked for 20 percent off. Your rule caps it at 10.

Surprises

The condenser delivery moved to Thursday. Max rebooked job #J-2288 and texted the customer.

About 2 minutes to read. Example briefing, fictional business.

Onboarding

Running in under an hour. Fully moved over in three to seven days.

Min 0 to 15

Business profile

Services, hours, staff, and the name you want your AI to answer by.

Min 15 to 30

Connect your tools

Phone, email and calendar, payments, accounting. Your own server is set up.

Min 30 to 45

Rules and runbooks

Upload the price book. Answer the questions about limits, emergencies, and after-hours.

Min 45 to 60

First real call

You call the line. It answers by the name you chose. The transcript is in your Control Center.

Week one

01
Number porting
Your number moves over, or we connect to the phone system you keep. Customers dial the same number.
02
Customer history import
Past customers, jobs and open quotes come in, so follow-ups start from real history.
03
First custom tools
Your customer list, job tracker and quote log, built around how you already work.
04
Week-one report
Real numbers from your action log: calls answered, jobs booked, invoices collected.

Control and safety

Run it for you. Or run it with you.

During your first phase, anything that moves money, messages a customer, or publishes asks you first, whatever your settings say. After that, it is your call, per job, and you can move it back any time.

FOR YOU / Execute

Acts within your rules and logs it.

FOR YOU / Execute and notify

Acts, and adds a line to your morning briefing.

WITH YOU / Draft for review

Prepares the work and waits in your queue.

WITH YOU / Escalate

Pauses and pages you. Never acts alone.

Try it: set each job

Answer calls

Send quotes

Send invoices

Post to social

Issue refunds

One button stops everything.

Every scheduled task halts and every part of the system stops within 10 seconds, from the app or by calling us.

See it on your own numbers.

Get your free Recovery Audit Book a demo