An AI Operations Agent Running the Admin Layer

The problem

Every project began in the inbox: requests read by hand, proposals assembled from old documents, work scheduled across calendars, invoices created in QuickBooks, follow-ups remembered or forgotten. The administrative layer consumed the team's day and none of it was anyone's actual job.

What we did

We built an agent platform around the inbox: incoming email is read and classified, project tasks are created, proposals are drafted from the firm's own templates and pricing, scheduling is prepared against the team calendar, QuickBooks estimates and invoices are staged, and follow-ups on unanswered proposals and unpaid invoices are drafted automatically. Every outbound document and financial action waits for human approval.

What we connected

• Gmail & Google Calendar
• QuickBooks Online
• The project tracker
• Document templates & PDFs
• Slack notifications
• Claude

What we automated

• Email intake, classification and task creation
• Proposal drafting from firm templates
• Scheduling prepared against real calendars
• Invoice and estimate staging in QuickBooks
• Follow-up drafts for proposals and receivables

Reliability & controls

• Human approval on every send and every financial action
• Idempotent writes: a retry can never double-invoice
• Role-based access and full audit logging
• Low-confidence emails routed to a person