How It Works

Your AI team, explained simply

Think of it as hiring a team of assistants that never sleep. One takes your requests, one manages the workload, and specialists handle HR, marketing, finance and operations. All running around the clock.

Running 24/7
Everything is logged
No IT team needed
ISO 9001 Certified
GDPR Compliant
UK-Based Support
No Long-Term Contracts
Trusted by UK SMEs
How it works

Three roles. One team working for you.

Whether it's an email from a client, a message from your team or a task that needs doing — your AI team picks it up, works out what needs to happen and gets it done. Nothing gets lost. Everything is logged.

Your front desk
Chat Agent
The first point of contact. Reads your message, works out what needs doing and passes it to the right person.
Behind the scenes
The Manager
Decides what's urgent, assigns tasks to the right specialist and chases things up until they're done.
The doers
Specialist Agents
HR, Marketing, Finance and Operations specialists — each one an expert in its area, handling tasks on its own so your team doesn't have to.
Complete request flow
Slack WhatsApp Email Telegram Web API
Chat Agent
Reads your message · Works out what's needed · Passes it on
The Manager
Prioritises · Assigns · Chases up
HR Marketing Finance Operations Business Hub Custom
Task complete · Logged · Response returned
Always listening
The Chat Agent
This is your front desk. The Chat Agent runs around the clock, watching your email, WhatsApp, and web messages. When something comes in — a viewing request from a client, a query from a supplier, a task from your team — the Chat Agent is the first to see it.
It reads the message, works out what needs doing, decides how urgent it is and passes it to the Manager with everything needed to get the job done. It never sleeps, never misses a message and never forgets to follow up.
  • ✓Watches your email, WhatsApp and web messages around the clock
  • ✓Works out what each message is about and how urgent it is
  • ✓Picks out key details — client name, what they need, any deadlines
  • ✓Sends a professional reply straight away where appropriate
  • ✓Flags anything urgent to you or your team immediately
  • ✓Keeps a full record of every message and what was done with it
Real examples
Email
Subcontractor sends an invoice → picked up, passed to Finance agent to process
Web
"Can you get Jamie's starter paperwork ready for Monday?" → sent to HR agent
WhatsApp
Client asks about a viewing time → acknowledged instantly, details pulled, reply drafted
What the Chat Agent works out
What's neededIs it a question, a task, or something urgent?
Who handles itHR, Finance, Marketing or Operations
How urgentNeeds attention now, today, or can wait
Key detailsClient name, deadline, what they've asked for
Behind the scenes
The Manager
Think of the Manager as an office manager who never goes home. Once the Chat Agent passes a request along, the Manager takes over. It decides which specialist to hand it to, gathers the information that specialist needs, and stays on top of it until it's done.
If five things land at once — a tenant chasing a repair, a supplier invoice that's overdue, and three new enquiries — the Manager puts them in order. Urgent things first. Routine admin gets batched up. Nothing falls through the cracks, and anything that stalls gets chased automatically.
  • ✓Takes every request from the Chat Agent and decides who handles it
  • ✓Picks the right specialist for each job — HR, Finance, Marketing or Operations
  • ✓Gathers any background information the specialist needs before starting
  • ✓Keeps track of everything that's in progress across your whole team
  • ✓Chases overdue tasks automatically — no more sticky notes or forgotten follow-ups
  • ✓Sends you a morning briefing so you know what happened overnight
  • ✓Asks for your approval before doing anything sensitive — you stay in control
The Manager's to-do list — right now
Chase 3 overdue invoices from subcontractors
Urgent
Prepare starter paperwork for Monday's new hire
Today
Draft this week's property listing posts
Scheduled
Log this morning's client calls into the CRM
In queue
Put together the weekly numbers for the partners
Friday
The doers

Your specialist agents

Each specialist is brilliant at one thing. They know your processes, your preferences and your tools — and they get better the longer they work for you. You choose which ones you need, and we can build custom ones for anything unique to your business.

HR Agent
Handles your people admin
  • Prepares starter packs and contracts whenever someone new joins
  • Processes holiday requests and keeps your calendar up to date
  • Answers staff questions about policies, pay dates and procedures
  • Schedules interviews and sends confirmations to candidates
  • Fills in contract details from your templates automatically
  • Reminds you when probation reviews or appraisals are due
Saves 4–6 hrs/week
Marketing Agent
Keeps your brand visible
  • Writes and schedules your social media posts across all platforms
  • Drafts email newsletters and follow-up sequences for leads
  • Sends personalised follow-ups to new enquiries automatically
  • Writes property listings, job ads, service pages and blog posts
  • Puts together a weekly report on what's working and what isn't
  • Updates your website content from a simple brief
Saves 5–8 hrs/week
Finance Agent
Keeps the money moving
  • Creates invoices and chases late payments at 30, 60 and 90 days
  • Sorts expenses by job, client or department for easy reporting
  • Sends payment reminders that get progressively firmer over time
  • Connects to Xero, QuickBooks or Sage — whatever you already use
  • Puts together monthly summaries so you can see where you stand
  • Matches purchase orders to supplier invoices and flags mismatches
Saves 3–5 hrs/week
Operations Agent
Keeps the day-to-day running smoothly
  • Logs client calls, emails and meetings into your CRM automatically
  • Turns meeting notes into action items and assigns them to the right person
  • Chases suppliers, tracks deliveries and flags anything running late
  • Sends you a daily briefing and a weekly numbers roundup
  • Hands work between departments so nothing gets stuck in a silo
  • Routes documents for approval and files them when they're signed off
Saves 6–10 hrs/week
Business Hub
Your dashboard — everything in one place
  • One screen showing every task, every department, every agent
  • Live numbers pulled from all your connected systems
  • A morning briefing waiting for you every day — written by your agents
  • Different access levels for owners, managers and team members
  • Batch invoicing, time logging and payroll prep in one place
  • Instant alerts when something needs your attention
Full visibility, zero chaos
Custom Agents
Built around how your business actually works
  • Workflows unique to your industry — lettings, conveyancing, site management
  • Connected to whatever software you already use
  • Complex multi-step processes handled start to finish
  • Estate agents, accountants, builders, solicitors — we've seen it all
  • You tell us the pain point, we build the agent
Built around your business
In practice

A viewing request at 11pm. Booked by morning.

Here's exactly what happens when a potential buyer emails your estate agency outside office hours — without anyone lifting a finger.

01

A buyer emails at 11:17pm about a property

"Hi, we saw the 3-bed on Oak Lane on Rightmove. We're first-time buyers with a mortgage agreed in principle. Can we book a viewing this week?"

Came in via email
02

The Chat Agent reads the email in seconds

It recognises this is a viewing request, spots that they're serious buyers (mortgage agreed), and passes everything to the Manager with the property details, buyer info and urgency level.

Understood and passed on in 4 seconds
03

The Manager decides what needs to happen

It tells the Marketing agent to send an acknowledgement, asks the Operations agent to log the lead in your CRM, and flags it for your team to confirm the viewing at 9am.

Three tasks created in 8 seconds
04

The Marketing agent sends a warm reply

Within 3 minutes the buyer gets a personalised email — thanking them by name, confirming the property, and including a link to pick a viewing slot from your available times.

Reply sent at 11:20pm
05

The Operations agent logs everything in your CRM

Buyer name, contact details, property reference, mortgage status and a summary of their message — all logged automatically. A follow-up task is created for your negotiator at 9am.

CRM updated · Task created
06

Your negotiator arrives to a warm, managed lead

Everything they need is on one screen — the buyer's details, the property, the acknowledgement that was sent, and the viewing slot the buyer picked. Zero admin. They just confirm and move on.

Viewing booked before the kettle's boiled
Where it works

Works wherever your team already does

Your agents plug into the tools you and your clients already use. No new apps to learn — they just show up where you need them.

WhatsApp
Your team or clients message the agent just like texting a colleague. Great for quick requests on site, approvals on the go, or status checks from your phone.
Email
Emails from clients, suppliers and staff are read and dealt with automatically. The agent can reply, log the details in your CRM, or flag it for your team to handle.
Microsoft Teams / Slack
If your office runs on Teams or Slack, your agents live right there too. Ask them to do things in plain English — no special commands, just type what you need.
Phone
Calls can be transcribed and logged automatically. The agent picks up the details — who called, what they wanted, what needs doing next — and creates the task for you.
Web Dashboard
The Business Hub is a simple web page your whole team can use from any computer, tablet or phone. Different views for owners, managers and staff.
Your existing software
Rightmove, Zoopla, Xero, Sage, Microsoft 365, Google Workspace — if your business already uses it, we can connect your agents to it. No need to change anything.
Oversight

Security, audit and human control

Every agent operates within defined boundaries. You set the autonomy level for each workflow — from fully automatic to approval-required before any action is taken.

Full audit log
Every agent action is logged with timestamp, input, output and routing decision. Nothing runs in secret — you can review any action at any time from the Business Hub.
Human approval gates
For any consequential action — sending an external email, submitting an invoice, making a purchase — you can require human approval before the agent proceeds. Your call, per workflow.
Local data routing
Sensitive data — client records, financials, HR documents — can be configured to run exclusively on your local hardware. It never touches a cloud API. You decide the routing rules for every data type.
Role-based access
Admin, Manager, Team and read-only access levels control who can see what inside the Business Hub. Agent configuration requires admin access. Standard users interact only with outputs.
GDPR-friendly by design
Built with UK data protection rules in mind. Sensitive data stays on your machine. We document everything clearly, help with any compliance paperwork you need, and an NDA is available on request.
Monthly maintenance
We monitor, update and improve your agent system on an ongoing basis. Model upgrades, prompt tuning, new integrations and issue resolution are all covered in the monthly retainer.
Built-in memory
Agents that learn your business
Every agent has its own private memory stored on your machine. As it works, it remembers — your clients, your preferences, what worked last time and what didn't. The longer it runs, the better it gets at doing things the way you want them done.
Before an agent acts, it checks its memory for anything useful — past conversations, documents it's read, decisions you've made. That's how it gives you answers that actually fit your business, not generic responses. And because the memory lives on your hardware, your data never leaves your office.
  • ✓Each agent has its own private memory, stored on your machine
  • ✓Searches thousands of documents instantly to find what's relevant
  • ✓Understands meaning, not just keywords — finds the right thing even when the wording is different
  • ✓Learns from every email, document and conversation it handles
  • ✓You can browse, edit or delete anything your agents have remembered
  • ✓Nothing is stored in the cloud — it's all on your own hardware
How the memory works
1
It reads — documents, emails, conversations and task results are saved and organised automatically
2
It recalls — before doing anything, the agent searches its memory for useful context from past work
3
It uses it — the agent combines what it knows about your business with its task, giving you a better result every time
What your agents remember
How you like things doneTone of voice, who to copy in, how you want reports laid out
Past decisionsWhich supplier you chose, what you approved, what you rejected
Your documentsContracts, policies, templates, onboarding packs, price lists
Client historyWho asked what, when, and how you dealt with it
The brains

Two types of AI, working together

Some tasks need the most powerful AI available. Others need speed and privacy. Your agents automatically pick the right one for each job — keeping costs down and sensitive data on your machine.

Powerful AI
For the hard stuff
Used for tasks that need real intelligence — writing polished content, analysing long documents, or making judgement calls. Runs via secure, encrypted connections to the world's best AI.
  • →Writing blog posts, property listings, reports
  • →Analysing contracts and documents
  • →Planning and strategy tasks
  • →Anything that needs nuance and creativity
Private AI
Runs on your machine
Runs entirely on the hardware in your office — nothing leaves your building. Perfect for handling client data, sorting emails, processing HR documents, and any task where privacy matters most.
  • →Client records and financial data
  • →Sorting and replying to emails
  • →HR documents and contracts
  • →High-volume routine work
Automatic Routing
Best of both
You don't have to think about any of this. The system decides automatically — sensitive data stays local, creative work uses the powerful AI. You set the rules once, and it follows them.
  • →Sensitive data always stays on your machine
  • →Simple tasks use the cheaper, faster option
  • →Falls back automatically if one service is busy
  • →You decide the rules — the agents follow them
How it decides — some examples
"Write a listing description for the Oak Lane property"
Powerful AI
"Sort this morning's 50 emails by department"
Private AI
"Pull the key dates from this tenancy agreement"
Private AI
"Summarise this quarter's figures and write a report for the partners"
Both — numbers stay local, writing goes to powerful AI
Connections

Works with the software you already use

Your agents plug straight into the tools your business runs on. No ripping anything out — we connect to what's already there. If you use it, we can probably hook into it.

HR Agent works with
  • Google Workspace or Microsoft 365 — calendar, docs, email
  • BreatheHR, CharlieHR or your existing HR system
  • Teams or Slack for staff notifications
  • DocuSign or HelloSign for getting contracts signed
  • Your existing onboarding checklists and templates
Marketing Agent works with
  • LinkedIn, Instagram, Facebook & X for posting
  • Mailchimp or your email newsletter tool
  • Rightmove, Zoopla or your listing portals
  • Your website — whatever platform it's built on
  • Google Analytics to see what's working
Finance Agent works with
  • Xero, QuickBooks or Sage — whatever you use for accounts
  • Stripe, GoCardless or your payment provider
  • Spreadsheets for reports and dashboards
  • Email for automated invoice chasing
  • Your bank via secure Open Banking
Operations Agent works with
  • HubSpot, Salesforce or whatever CRM you use
  • Monday, Asana or your project management tool
  • Google Calendar or Outlook for scheduling
  • Your email for supplier and client communication
  • Any other business software you want to connect
Business Hub gives you
  • One dashboard pulling data from every agent
  • Export to Excel or Google Sheets any time
  • Instant alerts via email, Teams or Slack
  • Log in with your Google or Microsoft account
  • Different views for owners, managers and staff
Something else?
  • If your software has a way to connect, we can link it up
  • Older systems? We can work around them
  • Industry-specific tools — Rightmove, Alto, COINS, Reapit
  • Internal spreadsheets and databases
  • Just tell us what you use — we'll build the connection
Your office
A small, quiet box in your office
Everything runs on a compact machine that sits in your office, under a desk or in a cupboard. We set it up, configure it and look after it remotely. Your data stays in your building — nothing is stored on our servers or in the cloud.
It runs 24/7 on less power than a lightbulb, handles all the private AI work, stores everything your agents learn, and serves the dashboard to your team. Your staff access it through a web browser on any device — no software to install.
  • ✓A small, dedicated machine — we install and configure it for you
  • ✓Powerful enough to run AI privately, quiet enough to sit under a desk
  • ✓All your data stored securely on an encrypted drive
  • ✓Your team accesses it through a web browser — in the office or remotely
  • ✓We update and maintain it remotely — included in your plan
  • ✓Battery backup keeps it running if the power blips
See full hardware guide
What's inside the box
Your Dashboard Web-based · Any device
The Agent Engine Runs all your agents
Private AI Brain Handles sensitive data locally
Agent Memory Everything your agents learn
Task Queue Keeps everything in order
Secure Access Encrypted · Works remotely
Size: About as big as a shoebox
Noise: Whisper quiet
Power: Less than a lightbulb
Visibility

See everything your agents are doing

The Business Hub gives you a clear view of every agent, every task and every decision. Nothing happens in the dark — you see exactly what's going on, whenever you want.

Live task board
See every task across all agents — what's being done right now, what's waiting, and what's finished. Filter by agent, department or priority. Updates in real time.
See what's saving you time
Track how many tasks each agent completes, how fast they work, and what it costs. See the numbers — so you know exactly what your AI team is worth.
Complete history
Every action your agents take is logged — what they did, when, and what the result was. Search, filter and export the full history any time you need it.
Morning briefing
Every morning, your agents write you a summary — what happened overnight, what needs your attention today, and any upcoming deadlines. Delivered to your inbox or Teams.
Instant alerts
Get a notification straight away when something needs you — a task that's stuck, a connection that's dropped, or a request waiting for your approval.
Memory browser
See, search, edit or delete anything your agents have learned. You're always in control of what they know — and you can correct them any time.