Admin Agent
Get Your Evenings Back From the Inbox and the Invoices
The Admin Agent sorts your email and drafts replies for you to approve, turns emails and photos of paperwork into invoices or QuickBooks entries, keeps your job schedule up to date, chases unpaid invoices politely and sends you a short summary every week. It does the typing. You keep the final say.
What does the Admin Agent do on a normal day?
It works in two places: your inbox and your books.
📥 Email and the schedule
- Sorts the inbox: new enquiries, customer questions, supplier emails and junk each get a label, so the ones that matter sit on top.
- Drafts replies: for routine emails, like availability, directions or "did you get my payment?", it writes a draft in your voice. You read it, change what you like and hit send.
- Keeps the schedule current: when a customer emails to move a job, it proposes the change in your calendar or job list for you to confirm.
🧾 Money and paperwork
- Turns paperwork into entries: forward a supplier bill or snap a photo of a receipt, and it reads the vendor, date, amount and GST/HST, then creates a draft entry in QuickBooks Online for you to check.
- Drafts invoices: from a job note or a quick email like "bill the Patel job, 3 hours plus parts", it prepares the invoice for you to approve.
- Chases unpaid invoices: polite reminders at the intervals you choose, a little firmer each time, and it stops once the payment shows up.
- Weekly summary: one short email listing what came in, what's waiting on you and who still owes you money.
What could a day with the Admin Agent look like?
Example only: a made-up fine art business run by one artist who sells originals, prints and commissions.
| When | What came in | What the agent did |
|---|---|---|
| Overnight | Two commission enquiries, a gallery asking for an updated price list, a print shop invoice, a shipping notice and some spam | Labelled everything and moved the spam out of the way. |
| By 7 a.m. | The two commission enquiries | Drafted a reply to each with the artist's commission process and current wait time, taken from her info sheet. |
| By 7 a.m. | The print shop invoice | Created a draft bill in QuickBooks with the PDF attached. |
| By 7 a.m. | The gallery request | Drafted a reply with the current price list attached. |
| Over coffee | The artist checks her drafts | She edits one line, sends all three replies and approves the bill. Then she goes to the studio. |
| Friday | Weekly summary | Notes that one collector's invoice is 30 days past due and that the second polite reminder has gone out. |
A second example: a two-van plumbing company
Example only. The plumbers photograph supply-house receipts and send them to a dedicated email address. The agent turns each one into a draft expense in QuickBooks, tagged to the job. At the end of each job, the plumber's notes become a draft invoice that the owner approves from his phone in the evening, instead of typing everything up on Sunday.
What do you need to provide?
- Email access: Gmail or Google Workspace, or Outlook and Microsoft 365. You approve the connection; you don't hand over your password.
- Your books: QuickBooks Online access, or tell us what you use and we'll check it.
- Your schedule: wherever it lives today, whether that's Google Calendar, Outlook, a spreadsheet or a job app.
- A few of your past replies: so drafts sound like you and not like a robot.
- Your rules: payment terms, reminder timing, your expense categories and any emails it should never touch.
What won't it do?
- It won't send money, pay bills or move funds. It drafts. You pay.
- It won't send emails to customers on its own until you decide it can, one type of email at a time.
- It won't delete your email. It labels and files.
- It won't replace your bookkeeper or accountant. They still review the books and do your taxes; they just start from tidy entries with receipts attached instead of a shoebox.
- It won't argue with a customer about a bill. Disputes come straight to you.
Access you control: we set the agent up with only the access it needs, tell you exactly what that is, and show you how to remove it from your Google or Microsoft account whenever you want.
What does the Admin Agent cost?
Start with a free working prototype, like receipts turning into draft entries in a QuickBooks test company, built in 5 business days. Then a fixed price, agreed in writing before the production build.
The full Admin Agent
One-time build covering inbox sorting, drafts, paperwork to QuickBooks, invoice reminders and the weekly summary, with a test period, documentation, a walkthrough and 2 weeks of support. Optional monthly support is from $99/month, month to month, cancel anytime.
One piece on its own
If you only want one job done, like receipts into QuickBooks or polite invoice reminders, we build it as a single automation. You can add more later.
Admin Agent questions
Does it work with QuickBooks?
Yes. QuickBooks Online is the easiest to connect, and the agent creates draft entries and invoices that you or your bookkeeper review. If you use QuickBooks Desktop or a different accounting app, we'll check what's possible on the free call before quoting.
Will it send emails without me seeing them?
Not unless you decide it can. It starts by writing drafts that wait in your drafts folder. Once you trust one kind of reply, like confirming an appointment time, you can let that kind go out on its own.
Does it work with Gmail and Outlook?
Yes, both. It works with Gmail and Google Workspace, and with Outlook and Microsoft 365.
Does it read all my email?
It has to read incoming email to sort it, but you can keep it out of folders, labels or senders you'd rather it didn't touch, like personal mail or your bank. We tell you which services process your email, and you can see a log of everything the agent did.
Can it chase unpaid invoices without being rude?
Yes. You approve the wording for each reminder. For example: a friendly note on the due date, a reminder a week later and a firmer note after that. Anything beyond that comes to you.
What will my bookkeeper think?
It's built to make their job easier: entries arrive with the receipt attached and the job tagged. We're happy to talk to your bookkeeper before we build, so the entries match how they keep your books.
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