Office AI
An AI team that picks up the work.You give the go-ahead.
Office AI is a standing team of AI staff for support, administration, sales, development, your website and legal matters. A coordinator watches WhatsApp, email and chat and routes every request to whoever owns it. The team investigates, prepares and puts it in front of you. Sending, booking and going live only happen after your yes.
Not a demo product: we run our own company on it, every day.
Team overview
- CoordinatorWorkingInvoice email routed to Administration, WhatsApp question to Support.
- SupportWaiting for youReply to a question about user permissions is ready.
- AdministrationWorkingPurchase invoices from the inbox booked as drafts, bank match prepared.
- SalesWaiting for youFollow-up after yesterday's demo ready as a draft.
- DevelopmentWaiting for youFix for the export button tested, merge request awaiting approval.
- WebsiteDoneNew blog post is live, links checked.
The team
Seven standing roles, each with its own rules
Every team member has a defined job, knows which systems it may use and what it never does on its own. Just like a new colleague: shadow first, more independence later.
- 01
Coordinator
Watches WhatsApp, email and chat, recognises what is going on and routes it to the right team member. Only flags what needs your attention.
WhatsApp · Gmail · Google Chat
- 02
Support
Answers and resolves customer questions: looks up the account, reproduces the problem, drafts a reply or hands a bug to Development.
Your application · email · chat
- 03
Administration
Reads invoices from the inbox, books them in the accounts and matches them to the bank. Prepares payroll, quotes and contracts.
Moneybird · bank · Gmail
- 04
Sales
Follows up prospects after a demo, writes quotes, tracks who is where and hands signed customers over to Support.
Gmail · calendar · quotes
- 05
Development
Picks up bugs and small changes in its own working copy, tests them and prepares a merge request. Production only after a fixed check and your approval.
GitLab · tests · your codebase
- 06
Website
Maintains your websites: copy, blogs, pages, SEO and broken links. Every change as a preview first, live after approval.
CMS · Git · hosting
- 07
Legal
Keeps files and partner agreements up to date, prepares contracts and advice. Sends nothing without your approval.
Files · contracts · email
Missing a role?
Adding a team member is mostly a matter of writing down the rules. We do that together.
How it works
From request to done, with you at the decision point
- 01
Something comes in
A customer sends a WhatsApp, a supplier emails an invoice, a colleague asks something in chat. You don't need to forward anything.
- 02
The coordinator routes it
Every signal reaches the team member who owns it, with context: who, which customer, what happened before.
- 03
The team member does the work
Investigates in your systems and prepares a reply, booking, fix or quote. Where things stand is recorded per case.
- 04
You give the go-ahead
You get a short summary on your phone: what will happen, why and with what risk. After your yes it is carried out and reported.
Rules that are fixed
Never without your approval
Autonomy is a destination, not a starting point. What the team may do on its own is fixed in the setup, not in a one-off instruction.
Nothing goes out
Messages and emails to customers and third parties stay drafts until you approve them.
No money without a yes
Payments, bookings and invoices only go through after your approval.
No release without a check
Before every production update a fixed check: what goes along, tests green, rollback plan. Only then your approval.
Always recognisable as AI
Every message starts with an AI disclosure. The team never poses as you or as a human, in line with the transparency obligation of the EU AI Act.
You do the logging in
Passwords and logins stay with you. If something needs a login, the team brings up the screen and waits.
Everything traceable
Per customer and per case the team records what happened and why. When you correct something, it remembers next time.
Connected
Works in the systems you already use
An AI employee that can't see or do anything is a chatbot. Office AI reads and writes where your work already lives.
- Reads messages from customers and partners, drafts replies.
- Gmail
- Keeps up with the inbox, reads invoices and attachments, drafts emails.
- Google Chat, Calendar and Drive
- Internal questions, meetings and documents.
- Moneybird
- Books purchase invoices, matches them to the bank, maintains recurring invoices.
- GitLab
- Working copies, tests and merge requests for your software and websites.
- Your own application
- Looks up accounts and data. Production read-only, writes after approval.
Something else, or something old?
Systems without an off-the-shelf connection we open up through their API. That's our trade.
More on AI integrationOurselves first
Office AI grew out of our own work. Second Company and Famelab run on it daily: support, administration, sales, development and our websites. What we show you, we use ourselves.
Who it's for
Organisations where a small team juggles many channels, customers and recurring work. You don't need an IT department, but you do need to be willing to write down the rules: what may the team do on its own, and when do you want to check.
Questions
What people ask before they start
Does Office AI make decisions on its own?
It prepares and carries out what you approve. What a team member may do independently, such as investigating, drafting and testing, is agreed per role. Anything that goes out, costs money or goes live waits for you.
What if it makes a mistake?
That's why your approval sits in between and every step can be traced. When you correct something, the team records it so the same mistake doesn't come back.
Which systems does it work with?
Out of the box with WhatsApp, Gmail, Google Chat, Calendar and Drive, Moneybird and GitLab. Other systems we connect through their API, including older software.
Do I need the whole team at once?
No. You can start with one role and expand once it runs well. In the demo we look together at where most of your time goes.
What does a demo look like?
We show the team working live on our own company: how a request comes in, gets routed, prepared and put up for approval.
See the team at work
In a demo you'll see how Office AI runs at our company, and we look together at where it saves you time.