OfficeAdmin.

The AI office admin for small business.

Reads your email. Drafts your replies.
Pulls invoices from QBO. Books your calls.
Surfaces what's overdue, what's owed, what's owing.

★ Focused on your customers.
★ Handles your inbox.
★ Sends what you'd send.
★ Asks before anything risky.

Book a Demo ▶ Watch It Work

Before

After

Built and battle-tested in

Shaffer ConstructionElectrical · Los Angeles · daily use
First Phase ElectricPilot deployment
FireflyPilot deployment · EV charging
+ a short waitlist of contractorsYours could be next

Today at OfficeAdmin HQ

Things happening right now, while you're reading this.

9:14 amAutoConfirmed Wednesday 3pm appointment with Diane M.
9:21 amDraftDrafted reply to Bob Henderson about Square D panel pricing.
9:28 amAutoSent invoice #2284 to Mariposa Plaza · $4,250.00
9:33 amYouEscalated: insurance question from a new lead. Full context attached.
9:41 amAutoCaptured ETA from voicemail (Gonzales Plumbing, on site 1:30pm).
9:47 amDraftDrafted "got it, on the way" SMS for the 11am Echo Park job.
9:52 amDraftDrafted follow-ups on 2 overdue invoices (Boyle Heights · $1,820 / Highland Park · $940).
10:03 amDraftDrafted estimate for new commercial lead. Pulled rate card and crew availability.
10:11 amAutoHeld 30 min on your calendar for tomorrow's site walk in Glendale.
10:18 amYouA check arrived without an invoice number. Asked you which job to apply it to.

Illustrative — real action types, fictional names, amounts & invoice numbers. See your own ticker on a demo →

How OfficeAdmin Decides

Three lanes. You stay in control. OfficeAdmin handles the rest.

Auto-handled

Confirmations
Reminders
Invoice receipts
Calendar holds

Just done.

Drafted for review

Customer questions
Scheduling
Follow-ups
Estimates

One tap to send.

Sent to you

Anything new
Anything sensitive
Anything unclear
With full context

You decide.

The answer to "but what if it sends something wrong?"

Trust grows. The "you" lane shrinks.

Everything starts in the "review" lane. As you watch it work, you promote categories to auto. Most owners reclaim their inbox in three weeks.

Week 1

Everything drafted. You're the editor. Watching, not approving on autopilot.
Week 3

Confirmations and invoice receipts auto-handled. "These never need my brain. Promote them."
Week 8

Routine follow-ups, scheduling, calendar holds auto. Drafts now arrive only for things that need a real decision.
Week 12+

70% just done. 25% one-tap. 5% comes to you. You stop reading email at 9pm.

Auto-handled
Drafted for review
Sent to you

The old Tuesday vs. the OfficeAdmin Tuesday.

Same business. Same customers. Same hours in the day.

When this happens…

Old way

With OfficeAdmin

Bob texts "what time will you be here?"

You stop wiring a panel, dig out the calendar, text back, get pulled out of flow for 8 minutes.

"On the way, ETA 11:35 — I'll text again from your block." sent in 4 seconds.

An invoice goes 30 days overdue.

You forget. You remember at 11pm. You write "hey just following up on…" for the third time. They feel awkward. So do you.

It's already on the daily summary, with the open balance and the original invoice. One tap drafts a follow-up in your tone for that customer.

A new lead DMs your business Instagram.

You see it Tuesday. Reply Thursday. They booked someone else Wednesday.

Reply drafted in 60 seconds with your standard discovery questions. You hit send. Booked.

A crew member texts at 6am: "I'm out sick."

You drive while texting two backups, calling the customer, checking the schedule. Risky on every front.

"OK, I'll find a backup." OfficeAdmin pings the bench, suggests Mark (free + nearby), drafts the customer text.

You record a 90-second voice memo on the freeway.

It dies in your voice memos folder. You forget by Friday.

Transcribed. Action items extracted. Estimate drafted. Calendar hold placed. Reminder set.

An angry email arrives Sunday night.

You ruin Sunday. You write three drafts. You send the wrong one.

OfficeAdmin holds it, drafts a calm reply with the full job history, surfaces it Monday at 8am.

A Day with OfficeAdmin

Same desk. Same phone. Same QuickBooks. Different morning.

7am

Coffee. Daily summary.

4 things to approve. 12 things handled overnight. Tap, tap, tap, tap.

11am

Estimate drafted with full job history.

Bob texts asking for a quote. Before you finish your coffee, the estimate is drafted with everything you know about Bob attached.

2pm

Invoice goes out automatically.

You marked the job complete. The invoice, the receipt, the "thanks" note, and the next-day text to your crew all just happen.

Knows every customer like a 10-year employee.

Residential homeowner. Commercial property manager. Vendor. Every reply is drafted on full context, not a CRM field.

Bob Henderson

Echo Park · Residential · Since 2023

Active job

JobKitchen remodel — $14,000

Last contactTuesday 9:14am — text re: Square D panel

Owes$4,000 since June 14

PrefersTexts. Hates morning calls.

Referred bySusan G. (2 referrals · '23)

Note"Loyal. Slow on payments. Worth the patience."

Residential customer dossier

Sunset Plaza Mgmt

West Hollywood · Commercial · Since 2021

Net 30

ContactDiana Khoury (PM) · diana@sunsetplaza.co

Properties3 buildings · 47 units · panel work since 2024

YTD$118,400 invoiced · 100% paid on time

Open workBuilding B EV chargers (8 ports) · permit pending

ToneFormal. Wants written confirmations. CC Diana on everything.

WatchUp for renewal Q3. Don't miss the bid window.

Commercial customer dossier

Anixter (LA branch)

Vendor · Wire & gear distributor · 9 yrs

Vendor

RepMarcus Reyes · cell only after 4pm

Standing order12/2 Romex · weekly truck Wednesdays

Avg lead3 days · 1 day if Marcus owes you a favor

OutstandingPO #2244 — $1,820 — payment terms net 30

WatchUL spec missing on last EV charger order. Marcus said "Friday."

NoteBrings donuts on his birthday (March 12). Reciprocate.

Vendor dossier

Three customers. Three completely different reply styles. OfficeAdmin already knows which one to use.

Works with what you use

QuickBooks
Gmail
Google Calendar
iMessage
Phone (transcripts)
Notes & Reminders

Not "connected to." Working inside.

Under the hood, this is a real machine.

Not a wrapper. Not a chatbot with integrations bolted on. Here's what actually ships today, and where the chains are still being wired.

The inbound pipeline · shipping today

Every message in. Triaged, routed, drafted, surfaced.

This is the part that runs on its own. comms-pipeline reads three Gmail accounts, iMessage, Google Chat, and voicemail on a cron, applies routing rules, classifies risk into trust tiers, auto-sends Tier 1, and lands Tier 3 in your review queue with the dossier attached.

A real message, in slow motion

① INBOUND · iMessage

"Hey, can you quote a sub-panel for the garage?"

+1 (323) 555-0142 · 9:14 am · Tue

Comms pipeline scans three Gmail accounts, iMessage, Google Chat, voicemail — every minute, on a launchd cron.

② RESOLVE

identity → Bob Henderson · Echo Park · customer since 2023

Phone, email, slug, or fuzzy name → one canonical entity. So every channel maps to the same human.

③ PULL DOSSIER

know "bob henderson"

entities graph notes voice sessions commitments calls

MERGED

4 jobs · $48,250 lifetime · prefers texts · owes $4,000 since 6/14

last seen Tue · note: "loyal, slow on payments, worth the patience"

Seven backends queried in parallel, merged on the fly. Drafter sees full history before writing a word.

④ DRAFT REPLY

drafter + Bob's voice profile

"Hey Bob — yes, sub-panel work, same crew as your kitchen. I'll send the estimate by EOD. Heads up, the June balance is still open ($4k) — want me to roll it into the new invoice?"

Drafter writes in the entity's voice (tone, persona, do-not-say rules) merged from three layers.

⑤ TIER CLASSIFY

tier-classifier

✓ known customer
✓ routine ask
✓ open balance flagged
✓ low risk · within your voice rules

→ Tier 2 · for review

AUTO

just done

12 today

DRAFT

your one tap

+1 ← this one

YOU

brain needed

0 today

This part actually fires on a cron. Every action it takes is logged. Mike has been running it on his own business since October 2025.

The know command · shipping today

Type a name. Get the whole story.

know is the CLI under the dossier. It resolves any name, email, phone, or slug to a canonical entity, then fans out to seven backends in parallel — entity records, the MemPalace graph, Apple Notes, voice transcripts, AI-session logs, commitments, and call history — and merges everything into one answer.

mike@officeadmin ~ $ know "bob henderson"

## entities (1)
slug:     bob-henderson
name:     Bob Henderson
type:     residential customer · Echo Park
prefers:  text · hates morning calls

## graph (12 facts from MemPalace)
[0.94] kitchen remodel — $14,000 — 60% complete
[0.91] referred by Susan G. (2 referrals since '23)
[0.88] panel preference: Square D
[0.84] note: "Loyal. Slow on payments. Worth the patience."
[...]

## commitments (2 open)
OPEN  · Bob owes you $4,000 since 2025-06-14
OPEN  · You owe Bob: panel quote (asked Tue 9:14am)

## notes (3)
- 2024-06-12 Apple Note: "Bob mentioned Square D panel for kitchen."
- 2024-08-03 Apple Note: "Bob asked about EV charger install Q4."
- [...]

## voice (2)
- 2024-11-04 (12 min) — re: kitchen scope change
- 2025-02-18 (4 min)  — re: payment plan

## calls (4)
- 2025-06-14 outbound — discussed June balance
- [...]

_Generated: 2026-05-15T13:47:12Z_

That's the actual output format — per-backend Markdown sections, merged on the fly. Now imagine OfficeAdmin pulling that before it drafts a reply for you.

QuickBooks & estimates · partly automated, partly on call

The money side. What ships, what we'll wire next.

QuickBooks is where the money actually lives. OfficeAdmin doesn't replace it, it operates it. The CLI wraps the QBO and QB Time APIs so the comms pipeline can pull and push without you clicking through.

SHIPS TODAY
Create estimates & invoices in QBO from one CLI call. Convert estimate → invoice. Send invoice by email. Pull customer history, line items, rate card, and outstanding balance into the dossier.
SHIPS TODAY
QB Time integration. See who was on the job, when, for how long. Labor summaries by job. Crew schedules. So drafts know which crew member to mention by name.
SHIPS TODAY
AR aging on demand. Open invoices, days overdue, balance summaries — pulled into the dossier and surfaced when a customer messages you.
CHAINING NEXT
Mark a job complete → invoice drafted → thank-you drafted → crew text drafted — each one queued in your review lane, none auto-sent until you promote it. The pieces exist; the trigger from "complete" doesn't ship yet.
CHAINING NEXT
Overdue follow-ups on a schedule via the schedule-send module. The schedule-send tool ships today as a one-shot scheduler; the AR-aging-driven nudge cadence is the next chain.
REFERENCE DATA
Pricing guides for electrical work live as electrical-estimating: rate, service-call fee, minimums, tax rate, materials markup. The drafter reads them when building an estimate. It's not an automated pricing engine — it's a rate card the drafter quotes from.

How it all wires together · interactive docs

The whole system, every module.

All 65+ modules in the AIVA codebase, grouped by what they do. Click any module to see its description, machine, and relationships. Use the filters to focus a cluster, or search by name. The orchestrator at the center is comms-pipeline; the engine ring is AIVA; you sit outside, in control.

Open the full module docs → Auto-generated from MODULE.md on disk. Re-run python3 bin/generate-docs.py to refresh.

What's actually in the box

Real modules, doing real jobs.

Each of these is a working CLI in the AIVA codebase. Some execute work, some are reference skills the drafter consults. All of them ship today.

loading…
Pulling from ~/.aiva/modules/.

Loading the live module count…

Built in a real business.

OfficeAdmin runs the back office at Shaffer Construction, a Los Angeles electrical contractor doing real work for real customers. Every feature on this page exists because Mike needed it on a Tuesday at 9am, not because a product manager spec'd it.

★★★★★

— Mike Shaffer, owner

From Mike's desk

Tuesday, the morning I almost lost my mind.

Hi —

I built OfficeAdmin because in October 2025 I opened my work Gmail and the unread count was 47. Not 47 today. 47 still owed a reply from across the previous three weeks.

Some were customers. Some were vendors. One was the inspector for a job I'd already finished. I'd lost track of who was waiting on me. I knew I was about to drop a ball that mattered.

I couldn't afford to hire someone full-time, and the part-time office help I'd tried before always quit when the workload got spiky. So I built the assistant I needed instead. It pulled every customer's history into one place. It started drafting the obvious replies. It put the overdue invoices in front of me instead of hiding them in QuickBooks. It asked me about the weird ones. Within three weeks the inbox was empty.

That assistant is what's on this page. It runs my whole back office now. It's not a chatbot, it's not a wrapper, and it's not for sale at $20/month, because $20/month would make me cut every corner that makes it actually useful.

If you're another contractor or small-business owner who's losing the email war the same way I was, hit the button. I'll walk you through it personally.

— Mike Shaffer
Owner, Shaffer Construction · Los Angeles

Setup, day by day.

A real human (Mike, usually) walks you through it. No "complete onboarding course."

Day 1

Install & connect.

Mac mini lands. We plug it in, connect QuickBooks, Gmail, Calendar, iMessage. Two hours, not two weeks.
Day 3

First batch handled.

OfficeAdmin has read your last 90 days of email and built dossiers for your top 100 customers. Your first daily summary lands.
Day 7

Trust tiers tuned.

You've approved a week of drafts. The "yeah, always send these" patterns get promoted to auto. The lane shrinks.
Week 2

It just hums.

You stop thinking about it. You think about the work. Your spouse notices you're not on your phone after dinner.

Your data, your control.

✓ Bring your own API keys. We don't resell inference. The API bill is yours, predictable and unmarked-up.
✓ Runs on your hardware. A Mac mini in your office, or hosted if you want. Either way, your data stays yours.
✓ Your approval until you tell it not to. Every outbound message starts in the "drafted for review" lane. You promote categories to auto when you trust them.
✓ Nothing trains anyone's model. Period. Not in fine print, not under a setting.

Where it stops

What OfficeAdmin won't do.

Boundaries on day one, in writing. Not in the fine print.

✕ Sign contracts on your behalf.
✕ Take payments or store credit cards.
✕ Reply to your spouse, your kids, or anyone in the "personal" lane unless you tell it to.
✕ Post publicly to your website, Instagram, or Google Business profile without your approval.
✕ Fire a crew member, raise a price, or send a quote outside your stated rate card.
✕ Send anything to a brand-new contact without your eyes on it first.
✕ Touch your customers' bank info, social, or anything regulated.
✕ "Learn from your data" for anyone other than you.

If something feels close to a line, it lands in your lane. Always.

Compared to what?

Three ways to handle the back office. One of them lets you sleep.

Hire an admin

DIY (you, at 11pm)

OfficeAdmin

Monthly cost

$4,000–$6,000+

$0 cash, your sanity

$499 + your AI keys

Setup time

3 weeks hiring + onboarding

Forever

A weekend

Hours of your attention / week

5–8 (managing them)

15–25

~30 minutes

Sick days, vacations, attitude

Yes

You don't get them

None

Knows every customer's history

After 6 months, maybe

If you remember

Day one. Always.

Scales with volume

Hire another one

You break

Same flat fee

Turnover risk

Real (~25%/yr in admin)

You quit your own life

Zero

We're not the cheapest. We're cheaper than the wrong option, and better than the lonely option.

Book a demo 15 minutes. No slide deck. Mike picks up.

Honest answers, quickly.

No FAQ chatbot. Just real things owners actually ask before they buy.

But what if it sends something wrong?

That's the entire reason for the three trust lanes. Until you tell it otherwise, every outbound message lives in "drafted for review." You promote categories to auto only after you've watched it work. Brand-new contacts always come to you first.
Does my data leave my office?

OfficeAdmin runs on a Mac mini we ship to you. Your customer history, transcripts, and invoices live on your hardware. The only outbound calls are to whichever AI provider you chose with your own API key. We don't see your data.
What about my existing CRM / tools?

QuickBooks, Gmail, Google Calendar, iMessage, Apple Notes & Reminders, and your phone transcripts are first-class today. If you use something else, ask — most integrations slot in within about a week of request.
Can my team (Maricar, etc.) use it too?

Yes. OfficeAdmin can route the same draft to whoever should see it. Your bookkeeper sees the invoice questions. Your scheduler sees the calendar back-and-forth. You see the things only you can decide.
What does "BYOK" mean and do I have to set it up?

"Bring your own keys." You sign up for an API key with Anthropic or OpenAI in about five minutes — Mike walks you through it on the install call. The inference bill comes straight from them, not us. We'll help you size your usage on the install call so there are no surprises.
What if I cancel?

You keep your Mac mini and your data, full stop. The software stops getting updates and the auto-handle lanes turn off. Your customer history, dossier, and transcripts are still on your hardware in plain formats you can read.
Do I need to know AI?

No. You need to know your business. The whole point is that you keep doing the work and OfficeAdmin handles the back office around you. If you can use QuickBooks and reply to a text, you're qualified.
Why $499 and not $99?

Because the alternative is a $5,000/month employee. We're not a productivity app, we're a virtual back office. At $99/mo we'd cut the corners that make it actually trustworthy. We'd rather charge a fair price and earn it.
What happens if it sends something wrong despite the lanes?

Text Mike directly. The exact draft, the dossier it was built from, and the rule that promoted it to auto are all on your hardware, so we can trace the decision in minutes — not days. The category gets demoted back to "drafted for review" until we understand what slipped through. You're never alone with a mistake, and you're not waiting on a support queue.

Ready to stop being your own office admin?

Setup in a weekend. Pays for itself in a week. A real human (probably Mike) walks you through the install.

$499 / month, flat

Bring your own AI keys. Cancel any time.

Get Started Book a Demo