04Custom AI Agents
AI agents that prepare the work. You approve it.
Custom agents that read your documents and emails, pull out the details, draft quotes from your price list and chase the ones you’ve sent, inside the tools you already use. Your team reviews and approves anything that matters.
Quote for rooftop solar
Hi, we'd like a quote for solar on our home in Mesa. Latest utility bill attached, plus a few roof photos.
- pendingRead email and 2 attachments
- pendingExtract details from utility bill
- pendingCheck price list and service area
- pendingDraft quotation Q-2026-0418
- pendingRequest approval
- pendingSend quote and update CRM
The problem
Skilled people, stuck retyping.
In most businesses the slow part isn’t the decision. It’s everything around it: opening attachments, copying numbers between systems, building the same quote again and remembering who to chase.
- 01
Documents retyped by hand
Invoices, order forms and applications arrive as PDFs and emails. Someone reads each one and types the same details into two or three systems.
- 02
Quotes wait in a queue
Every quote means finding the right prices, checking the rules and formatting a document. Requests pile up while the customer waits.
- 03
Sent quotes go quiet
Once a quote is out, nobody owns the follow-up. Unopened quotes and open questions sit in inboxes until the customer moves on.
Key features
Four jobs an agent can take off your desk.
Each agent is built around one of your real processes, your documents, your price list and your approval rules. Start with one, then connect more.
01Document processing
Reads documents so your team doesn’t retype them
Invoices, purchase orders, forms and contracts are read the moment they arrive. The agent extracts the fields you need, checks them against your records and flags anything it isn’t sure about for a person to confirm.
- PDFs, scans, emails and spreadsheets
- Checks against POs and records
- Unclear fields flagged, never guessed
- Saves to the right system and folder
- Supplier found in accounting
- Line items add up to the total
- PO-7741 not found · sent to Layla Hassan
02Quotation generation
Draft quotes from your own price list
A quote request comes in by email or form. The agent matches each item to your price list, applies your volume tiers and discount limits, and prepares a formatted draft in your template, ready for someone to review and send.
- Uses your price list and tiers
- Respects your discount limits
- Your branded quote template
- Nothing sent without approval
Could you quote 40 Ridge 4P tents, 120 Trail 28L daypacks and 60 camp stove kits for delivery to Dubai?
- —
- —
- —
03Automated follow-up
No sent quote left unanswered
The agent keeps track of every quote you’ve sent. When one goes unopened or quiet, it drafts a relevant follow-up and sends it on the schedule and in the wording you’ve approved. Replies and acceptances go straight to your team.
- Tracks opened, viewed and accepted
- Follow-up timing you choose
- Only pre-approved templates auto-send
- Acceptances routed to your team
If a quote isn't opened within 3 days, send the “Quote check-in” template. Anything else goes to the office team.
04Custom workflow integration
Connects the systems you already use
Most of the work is moving information between tools: inbox to drive, drive to accounting, accounting to CRM. The agent carries each item through the whole path and asks a person for approval at the steps you choose.
- Email, drive, accounting and CRM
- Approval steps where you want them
- Full activity log for every item
- Built on each tool’s official API
- Waiting for a new invoice…
Human in the loop
The agent prepares. Your team decides.
Custom agents are built to take on the repetitive part of a process, not the judgment. You decide which steps run on their own and which always wait for a person.
What the agent does
- 01Reads incoming emails, documents and forms
- 02Extracts details and checks them against your records
- 03Drafts quotes, replies and records in your templates
- 04Sends reminders you’ve already approved
- 05Logs every action it takes, with the source
What your team approves
- Prices, discounts and anything outside your rules
- Quotes and messages to new customers
- Any field the agent flagged as uncertain
- Payments, contracts and commitments
- Changes to the rules the agent follows
Approval rules are agreed with you during setup and can be tightened at any time. Anything the agent can’t handle confidently goes to a person, not to the customer.
How it works
From incoming request to approved output.
Every task an agent handles follows the same visible path, with a person at the checkpoints you choose.
- 01Trigger
Work arrives
An email, an uploaded document, a form or a scheduled check starts a new run.
- 02AI
Read and extract
The agent reads the content and attachments and pulls out the details your process needs.
- 03AI
Check against your rules
It looks up your price list, records and policies, and flags anything unclear or out of range.
- 04Action
Prepare the output
A draft quote, a reply, an updated record or a filed document, ready in the right system.
- 05Handoff
A person approves
Your team reviews what matters and approves with one click. Everything is logged.
Business applications
Wherever the same work repeats every day.
A few examples of processes a custom agent could take on. Yours will be built around how your team actually works.
Quotes from site details
Turn job requests, measurements and photos into draft quotes using your service price list.
Order emails to quotes
Read product requests from buyer emails, apply volume tiers and prepare a quote for approval.
Supplier invoices and referrals
Extract invoice details, match them to purchase orders and route referral forms to the right team.
Tenancy and listing documents
Pull key terms from tenancy contracts and IDs into your records and flag missing items.
Client intake and engagement letters
Collect intake details from forms and emails and draft engagement letters for a partner to review.
Shipping documents and updates
Read bills of lading and delivery notes, update your system and draft status emails to customers.
Potential applications shown for illustration. They describe how the system could be configured, not results from specific clients.
Where to start
Which tasks are worth automating?
Tick the tasks your team does every week. Good candidates repeat often, follow clear rules and use the same few systems. Bring your list to a discovery call and we’ll tell you honestly which ones make sense.
Tick the tasks that sound familiar. Your shortlist appears here, ready to bring to a discovery call.
Integrations
Works across the tools you already use.
Agents connect to your inbox, documents, accounting and CRM through their official APIs, so information moves between them without anyone copying it.
Email & documents
- Gmail
- Microsoft Outlook
- Google Drive
- SharePoint / OneDrive
- Dropbox
Accounting & ERP
- QuickBooks
- Xero
- Zoho Books
- Odoo
CRM
- HubSpot
- Salesforce
- Pipedrive
- Zoho CRM
Approvals & team
- Slack
- Microsoft Teams
- Email approvals
- WhatsApp Business Platform
Data
- Google Sheets
- Microsoft Excel
- Airtable
- Custom databases and APIs
Integrations depend on each tool's available API or connector access. We confirm what's feasible for your stack during discovery.
Next step
Show us the task that eats your week.
In a discovery call we’ll walk through one of your processes, what an agent could take on and where a person should stay in control.
Explore more
Other solutions
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- AI Websites & ChatbotsConversion-focused websites with a trained AI assistant.
- Custom AI CRMA pipeline built around your sales process, with AI assistance.