Less Admin
Everything goes in once and turns up wherever it's needed, so nobody's typing the same thing twice or ringing round to find out where a job's up to.
Bespoke Intelligent Business Architecture: Custom AI Operating Systems for UK BusinessesRun the Whole Business from One Intelligent Place
Your enquiries, jobs, stock and invoices in one system, built around how you work. Ask it questions out loud and let the AI get on with the admin, while your team keeps the final say.
- Built around how you already work
- Nothing goes out without a yes
- You own the data
Enquiries73 quoted today
Jobs on site122 finishing
Waiting on you4orders & drafts
In progress
Quote 2318 has gone quiet, six days since it went out
50mm insulation below reorder level, needed Thursday
Supplier invoice 8841 is £218 over the agreed prices
Elm Road second fix signed off, invoice ready to send
AI suggestions
- Follow up quote 2318Message drafted for Mr Patel, with the two options he asked about.Approve Edit
- Order 40 sheets of 50mm insulationFrom your usual supplier, for Thursday. Tied to the Harbour View job.Approve Edit
- Query invoice 8841Three lines don't match the agreed price list. Query drafted.Approve Edit
Ask anything, or give it a job
Everything that needs your attention today, with the AI's suggestions waiting for a yes.
★★★★★ 4.9 · 91 Google reviews
70+ in-house digital experts
15+ yrs helping businesses grow
Award-winning · Poole Business Awards 2022
The Problem We Fix
Several Bits of Software That Don't Talk to Each Other
Bespoke Intelligent Business ArchitectureMost businesses run on several bits of software that don't talk to each other, held together with group chats and the two or three people who know how it all fits together. It works, up to a point. The cost is the hours spent typing the same thing into different places, and whatever gets missed when those people are busy or off.
We replace that with one system, built around the way your business actually runs. We call it Bespoke Intelligent Business Architecture, or BIBA for short. In practice it means everything in one place and up to date, with AI you can talk to that also gets on with some of the work.
The Difference
What Your Business Gets
Fewer Things Slipping Through
The system keeps an eye on everything in progress and tells you when something's about to go wrong, while there's still time to sort it.
Straight Answers
Ask how the week's looking and get the answer from live figures, instead of waiting for someone to pull a report together.
A Business That Doesn't Depend on One Person
What used to live in one or two people's heads is in the system, so things keep moving when they're off. That includes you.
Ask It Out Loud
A System You Can Talk To
You can talk to it the same way you'd talk to someone in the office. Ask which jobs are waiting on materials, or who hasn't paid this month, and it tells you straight away, whether you're at your desk or on a beach.
You can give it instructions the same way. People out on site can speak their notes into it instead of typing them on a phone in the rain. Everyone uses the same system, but each person only gets the answers their role allows.
And if you want, it'll answer the phone too, day or night, and book the work straight into the diary.
Listening
SpokenWhich jobs are waiting on materials?
Three.
- Harbour View: kitchen worktops, due Thursday
- 14 Elm Road: boiler arrived this morning, not booked in yet
- Westfield: roof tiles, supplier says Monday
Spoken, on siteSecond fix done at Elm Road. Two sockets short, need two more doubles.
Logged against 14 Elm Road. Two double sockets added to the materials list and the job marked ready for inspection.
Call answered 7:42pm. Boiler service booked, Tuesday 10am, Mrs Owen.
Agentic AI
AI That Gets On with the Work
The AI in it gets on with jobs without being asked, which is what people mean by agentic AI. If stock is running low, the order is drafted before anyone's noticed. A quote that's gone quiet gets a follow-up, and an invoice that doesn't match the prices you agreed gets flagged. It'll also go through past customers and pick out the ones worth getting back in touch with.
Done without being askedThis morning
- Stock running low50mm insulation. Order drafted before anyone noticed. Waiting for a yes
- Quote gone quietQuote 2318, six days. Follow-up drafted in your tone. Waiting for a yes
- Invoice doesn't matchSupplier invoice 8841 is £218 over the prices you agreed. Flagged
- Past customers worth a callNine picked out from the last three years, with a reason for each. List ready
You Stay in Charge
Nothing it drafts goes out until someone on your team has looked at it and said yes. Once they have, everything linked to it updates by itself, and the customer is told what's happening. We think that's the right way round.
What It Covers
Built for the Business It's Going Into
Each system is built for the business it's going into, so the details change from one to the next. Most include some version of these.
Enquiries and Customers
Every enquiry lands in one inbox, however it came in, and is logged against the customer. Quotes go out sooner. Where it helps, customers get their own login to book and see how things are going, which cuts down the calls asking for updates.
Jobs and Scheduling
Each job is tracked from the first booking to sign-off, with the diary and the paperwork attached. Anyone out on site gets what they need on their phone and sends updates back the same way.
Buying and Stock
Stock levels stay up to date, and every order and supplier invoice is tied to the job it's for, so you can see what each job really cost.
Money
Invoices go out from the work that's been done, and payments are matched as they come in. Overdue accounts get chased without anyone having to remember. It connects to your accounts software rather than replacing it.
Records and Compliance
Checks and certificates are recorded as the work happens, so the paper trail's already there when someone asks for it.
Your Team
Rotas, holidays, absence and training records sit in the same system as the work, which makes planning who goes where a much quicker job.
Who It's For
For Businesses Buried in Admin
Businesses that have outgrown their spreadsheets, where too much depends on a few people knowing how everything works. So far we've worked with building trades and contractors, field service firms, sailing clubs, retailers and professional practices.
This is for any business buried in admin and paperwork, with clunky and disjointed systems.
- Building trades and contractors
- Field service firms
- Sailing clubs
- Retailers
- Professional practices
How It Works
How We Build It
Changing the way a business runs is the part most people dread, and fair enough. This is how we go about it.
We Learn How You Work
We spend time with you and your team, on site where it helps, looking at how things really get done, workarounds included.
You Try It First
Before the proper build starts, you get a working version to click through, set up with examples from your own business. It's much easier to say what's wrong with something you can use than with a document.
Built in Stages
We build it a section at a time, usually starting with whatever costs you the most time, so something useful is running early.
Moving Over
We bring your records across and check everything's where it should be before anything old is switched off. Your team is trained before it goes live, and support starts on day one.
Systems We've Built
A Few We've Built Already
Each one is built around the business it's for, so no two look the same.
Under the Bonnet
A Stable and Secure Modular Architecture
BIBA is built on a state-of-the-art modular architecture of interconnecting, hyper-secure modules. Meaning that if there is any kind of issue with any module, the problem is isolated and doesn't bring down the whole system.
It also makes it much more secure and difficult to hack. As each module has its own security layer, any attack has many walls to try and break through.
Several Layers of Fallback
In a fast-moving and dynamic world of artificial intelligence, up-time is important. That's why our BIBA intelligent software systems feature three layers of fallback for their intelligent brains. So you can be assured that no matter what is happening in the AI landscape, your software system will function regardless.
EnquiriesRunning
JobsRunning
StockIssue isolated
MoneyRunning
RecordsRunning
TeamRunning
Each module has its own security layer. One isolated, five still running.
Three layers of fallback for the AI
1
Primary intelligent brain
In use
2
Second brain takes over
Standing by
3
Third brain keeps it running
Standing by
Ready to Take the Admin Off Your Team's Plate?
Book a demo and watch a system running on sample data. Ask it questions out loud and give it a few jobs to do.
Questions
Things People Ask Before a Demo
Anything else, ask us on the call.
What Does It Cost?
Each system is priced for the business it's built for. There's a fixed price for the build, paid in stages, then a monthly fee for hosting, support and updates. We'll give you a proper figure once we've seen how you work.
Do We Have to Replace Everything?
No. If there's software you rely on and want to keep, the system connects to it. We'll go through what you use at the start.
What If the AI Gets Something Wrong?
You'll have the chance to catch it, because nothing it drafts goes anywhere until someone on your team has approved it. They can change whatever they like before it does.
Who Owns the Data?
You do, and you can take a copy whenever you like. It isn't used to train outside AI models, and each person only sees what their role allows.
How Long Does It Take?
The first part is normally running within a few months, with the rest following in stages. You'll get a timeline with the price.
Will My Team Actually Use It?
It's built around the way they already work, so there's less to learn, and they can ask it things out loud instead of hunting through menus.
Book a Demo
See One Working
We'll show you a system running with sample data. Ask it questions yourself, out loud, and give it a few jobs to do while you watch. We can do it on a video call or, if you're near enough, in person. Bring whoever does most of your admin if you can. They'll know pretty quickly whether it would help.
Prefer to talk? 01202 684400
- Video call, or in person if you're near Poole
- Ask it your own questions, out loud
- A proper price and timeline once we've seen how you work
Book a Demo
Tell us a little about the business and we'll come back within one working day to fix a time.
