Receptionistdrafted a reply
Kia ora Mere, thanks for getting in touch. Sam can come out to measure up after the 20th. Does Tuesday morning suit?
audit · reply sent · approved by Sam · chained to the entry before it
A business requires many hats.Most of them are admin.Let AI wear those.So you can just wear the one.
- Receptionist
- Office manager
- Sales coordinator
- Bookkeeper
- Marketer
- Document clerk
- People and payroll
- You, on the tools
All the hats.
One easy system.
Every enquiry, job, invoice and email lands in one place. Your teammates sort the inbox, raise the invoices, post your work and write up your meetings, and each morning you see only what needs you. Nothing goes out in your name until you say so.
Mōrena, Sam.
Tuesday 17 November · four things need you
Waiting for your approval 4
ReceptionistReply to Mere Wilson: site measure Tuesday
Approve
Office manager · from an emailSite walk with Tom Reid, Thursday 10:00
Book
Bookkeeper · 14 days overdueReminder to Riverside Café, INV-0142
Approve
Marketer · from a finished jobInstagram post: new retaining wall in Cashmere
ApproveToday
Site measure, Cashmere
Hoon Hay planting, day 2
Supplier call · notetaker on
New leads
Mere Wilson78
Pool fencing, Hill Pools41
Needs you 4Enquiries 1Customers 1Invoices 1Team 1Filed 33
Select a conversationPick a thread to read it, summarise it and reply.
Mere WilsonRetaining wall quote?
EnquirySummary
Wants a quote for a 12 m retaining wall in Cashmere. Free after the 20th.
“Hi there, we’re after a quote for a retaining wall along our back boundary. It’s about 12 metres. We’re around after the 20th.”
Job · Harbour & Hill
Retaining wall, 3 Bowenvale Avenue
Ana Kingi · quote Q-0087 accepted
- Quoted
- Accepted
- In progress
- Done
Bookkeeper pulled the accepted quote, Sam’s timesheets and the materials used on the job.
- Retaining wall, 12 mFrom quote Q-0087$3,600.00
- Drainage gravel and pipeMaterials on the job$420.00
- Labour, 18 h at $65From the timesheets$1,170.00
- Subtotal
- $5,190.00
- GST 15%
- $778.50
- Total NZD
- $5,968.50
Due 26 November
In Xero as INV-0143Emailed to Ana KingiReminder set for 26 NovemberFinished job · from Sam’s phone
Retaining wall, Cashmere
Marketer picked the best photo, wrote the caption in your voice and chose Thursday evening, when your followers are most active.
A 12 m retaining wall in Cashmere, built to last and planted out. Thinking about your own garden this summer? Book a free site measure, link in bio.
Facebook and InstagramThursday 7:30 pmBoost $20 · within your $50 capScheduled for Thursday 7:30 pmBoost starts when it goes live
Site walk with Tom Reid14 Hackthorne Road · 32 min
- TomWe’d like the wall to curve round the lemon tree, if that’s doable.
- SamYep, we can follow the curve. It adds about a metre.
- TomCould it be done before Christmas? We’ve got family coming.
- SamIf the quote’s signed by Friday, we can start on the 8th.
- TomGreat. Can you send the revised quote through?
- SamI’ll get it to you today.
Summary
Tom wants the wall to curve round the lemon tree, adding about a metre. Work starts on 8 December if the revised quote is signed by Friday.
Decisions
- Curve the wall round the lemon tree (13 m)
- Target start: 8 December
Actions
- Revise the quote for 13 mDocument clerk · today
- Pencil in a start on 8 DecemberOffice manager
- Order extra sleepersSam · Friday
Follow-up email to Tom, drafted
Hi Tom, thanks for walking the site with me. We’ll curve the wall round the lemon tree, and your revised quote is attached. Sign by Friday and we’ll start on 8 December. Sam
Follow-up sent to Tom3 actions added to the job
It’s time to grow your team.
Your new teammates work 24/7.
24/7
8:00am
Four things to approve. Then the day is yours.
- Receptionist
Reply to Mere drafted. Waiting for you. - Office manager
“Does Thursday at 10 work?” Site walk with Tom, ready to book. 
Document clerk
Quote filled from the record and ready to send for signing.- Bookkeeper
INV-0151 paid and matched in Xero. A reminder drafted for INV-0142. - Marketer
Post drafted from today’s finished wall in Cashmere. - Bookkeeper
Today’s six payments matched in Xero. Two receipts filed. - Receptionist
A 2 am enquiry from the website. Answered, and a site measure offered. - Office manager
Read and filed the overnight email. Three need you. - Four things to approve. Then the day is yours.
A day at Harbour & Hill, a made-up landscaping business in Christchurch.
Every website.
One customer.
Run two brands or three sites? Every form, booking and email lands on the same record, so nobody keeps a second version of a customer.
harbourandhill.co.nzQuote request
hillpools.co.nzPool fencing enquiry
harbourandhill.co.nz/bookSite measure booked
Mere WilsonCustomer of both brands
- Quote request: retaining wallForm · Harbour & Hill
- Site measure, Tuesday 9:00Booking page
- Pool fencing enquiryForm · Hill Pools
- INV-0151 paidXero
Stop letting the business run you.
There’s AI for that.
Our customers.
Integrations
Plugs into what you already use.
Your accounts, inbox, calendar, social channels and AI tools, all reading and writing the same record.
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GmailEvery email read, filed and answered from the record
Microsoft 365Outlook mail and calendar, Teams and single sign-on
Google CalendarTwo-way sync and booking from an email
MetaFacebook and Instagram posts, boosts and lead forms
ClaudeThe AI teammates, drafting and checking
OpenAIBring the ChatGPT your team already uses
CopilotMicrosoft Copilot working from the same record
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Pricing
Your own system, from
$5kplus GST
Start with what you need. Add more when you’re ready.
Phase one
From $5kplus GST
Your own system with three hats switched on: enquiries answered, the inbox run, the paperwork done.
Phase by phase
Built around you
A phased build designed around your business. Each phase adds the hats and workflows you need next, with Xero, Meta and your campaigns connected.
Every month
A small monthly charge
Keeps everything running smoothly, and adds new features whenever you want them.
Built around how you workSet up with you, with your data brought acrossAI usage shown line by line on your bill
Training and one-off AI projects are priced separately.
Why Ai Tearoa
Wherever you’re starting from,
we’ll shorten the learning curve.
Ai Tearoa is a Christchurch team set up to help Kiwi businesses get the most out of AI, whatever industry you’re in. We start where you are, not where a software vendor wishes you were.
Starting from scratch
We find the jobs your team repeats every week, build your system around them and train everyone in plain English. No jargon and no big bang.
Already using AI
People are using ChatGPT or Copilot on their own. We bring that into your real systems and data, with shared prompts, approvals and a record of every action.
AI specialists in-house
We give them a platform to build on: one customer record, connections to Claude, OpenAI and n8n, and a team that builds alongside them.
- Any industry.Trades, clinics, professional services, hospitality, property and logistics. If it repeats, it can be handed over.
- People you can meet.A Christchurch team you can sit down with, not a ticket queue.
- Training built in.One-to-one AI training from $1,000. Eligible businesses can claim up to $5,000 a year.
- We stay with you.A small monthly charge keeps everything running and adds new features as you grow.
Questions
before you start.
Short answers to what people ask first.
Do I have to replace the tools I already use?
No. Your custom system connects Xero, Gmail or Microsoft 365, your calendar, Meta and the AI tools you use, and becomes the one record between them.
What does the AI do on its own?
It reads, files, scores, schedules and drafts. Anything that goes out in your name, or moves money, waits for you to approve it.
Where is my data kept, and who owns it?
You own it. It’s hosted in Sydney, on AWS through Supabase and on Fly.io. Every service that handles it is listed on our privacy page.
Which AI does it use?
The teammates run on Anthropic’s Claude. Deepgram and ElevenLabs handle voice. If your team already uses ChatGPT or Copilot, they connect to the same record.
What does it cost?
Prices start from just $5k plus GST. It’s a phased build designed around your business: start with the hats you need and add the rest in later phases. After that, a small monthly charge keeps everything running smoothly and adds new features when you want them.
How does getting started work?
Describe your business, agree the plan for your system with us, bring your data across from spreadsheets or your old system, connect your tools, then train your team in a session with us. We do most of it with you.
Are you certified?
Not yet. We don’t hold SOC 2 or ISO 27001. Our security page sets out what we do today: each business’s data kept apart, MFA and passkeys, single sign-on, and a tamper-evident audit log.
Answered by Claude from what’s on this page. Anything it can’t answer goes to Daniel.
Contact
Describe your business.
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Example filled in. Replace it with your own and press Build.
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- +64 21 178 2272
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Integrations
All your apps.
One source of truth.
One system, built for your business by Ai Tearoa, connects Xero, your inbox, your websites and the AI you already use. Then seven AI teammates do the admin in between.
Your systemBuilt by Ai TearoaYour websites
Gmail
OutlookMicrosoft 365Google CalendarMetaZoom, Teams, Meet
XeroClaudeOpenAICopilotElevenLabsDeepgramHiggsfieldn8n