Follow-up chaser
Unanswered threads surfaced before they go cold.
AI Chief of Staff Setup
You already pay for AI. You are still drowning by 9am.
We set up a private AI assistant that knows your business, prepares your day, drafts the next step, and never sends anything without your approval.
It is not a chatbot you have to brief from scratch. It is a file-based assistant built around your inbox, calendar, notes, documents, meetings, and follow-ups.
Watch it run
This is my own setup, running my real business.
I run this exact system myself, every day. Here is what a morning looks like when the admin is already handled.
Morning brief
- Reply to Tan Group - revised quote needed before Wednesday.
- Approve the Dusit deposit-date reply - draft is ready.
- 9:30 new-client call - prep pack is waiting.
- Marina Bay quote has gone quiet - follow-up drafted.
The daily payoff
Your day, already sorted.
You open your laptop and see what needs you, what is waiting, what might slip, and what has already been drafted.
The morning brief and weekly review happen automatically. Everything else, you ask for when you need it.
The idea
Not a chatbot. A colleague that remembers.
Most AI tools forget you the moment the chat ends. This setup keeps your working context in files you own.
It learns how your business works, where things live, what your clients expect, and how you prefer to write. Then it helps you move through the day without starting from a blank screen.
What it does
Twelve automations on the menu. Here are the ones owners start with.
Quotes & invoices
A request becomes a branded quote from your pricing, then an invoice to match - same numbers, ready to send.
Morning brief
Your day, waiting items, and possible slip-ups before work begins.
Meeting prep
A short pack before each call: context, history, open loops, and talking points.
Inbox triage
What needs you, what can wait, and what needs a draft.
Friday review
Decisions, commitments, and next week's priorities pulled into one place.
Checked research brief
Proper research with the checking built in: real sources, every claim verified, and confidence labelled honestly.
New client welcome
A closed deal becomes a client file, welcome email, and kickoff checklist.
And four more - see the full menu on a fit call.
Ships with every package
The foundation that keeps the system useful.
These are system features, not automations you spend your menu choices on.
Self-updating memory
A five-minute daily wrap-up and quiet background review keep the memory current. It gets sharper with use instead of decaying like most AI setups.
Document intake
Drop in a proposal, past quote, or meeting note. It is read, organised, and made usable by the assistant.
Drafts in your voice
The system studies your own writing, so replies sound like you and are ready for approval.
Weekly health check
A quiet self-check flags anything stale or stopped before it becomes a bigger problem.
Why it works
Most DIY setups turn into a pile. This one stays organised.
Most people dump every document into one heap and hope the AI finds the right line. It usually does not.
We keep the knowledge organised behind the scenes, so the assistant knows where to look and does not lose what you already told it.
You stay in control
Useful help, clear boundaries.
Draft-only by default
Emails, messages, and follow-ups wait for your approval before they go anywhere.
Files you control
Your business knowledge lives in files you own, not a mystery cloud you cannot inspect.
Read-only first
We connect only what you choose and start with the safest access where possible.
Email and calendar connections are guaranteed for Google Workspace and Microsoft 365 only.
Beyond one person
The same idea works for small teams too.
If the first setup works for you, the same structure can help a team find answers, draft consistently, and keep knowledge inside the business.
Faster onboarding
New starters find their feet in days, not weeks.
One consistent voice
Everyone drafts from the same source of truth.
One clear picture
Leadership sees what is happening without chasing everyone.
Knowledge that stays
What the team learns stays in the business.
What it costs
One setup fee. You own what we build.
Most owners start with the two jobs that pay for themselves first: a follow-up chaser that keeps leads warm, and quotes and invoices out the door the same day. Pick the tier that fits how much you want handled.
Basic
2 automations
- Follow-up chaser for quiet leads
- Quotes and invoices, same day
- Set up on your own computer
- Handover so you can run it
Standard
6 automations
- Everything in Basic
- Morning brief and inbox triage
- Meeting prep before every call
- Friday review of the week
Extended
All 12 automations
- Everything in Standard
- All 12 automations installed
- A custom automation built for you
- Monthly strategy session with Matt
Care plan (optional)
If you stop paying, the system keeps working - you own it. The care plan is maintenance and improvements, not rent.
Straight answers
The questions owners actually ask.
What is the real monthly cost?
A one-off setup fee, and that is it. No per-seat charge, no metering, no surprise bill at the end of the month. The care plan is optional, and you keep the system whether you take it or not.
Is my data safe?
The system runs on your own computer and your business knowledge stays there. We connect only the sources you choose, start read-only where we can, and nothing external is sent without your approval.
How is this different from a $30-a-month AI app?
An app is rented, metered, and built for one person. This is owned, set up around your whole business, done for you, and maintained. If you stop paying for an app it switches off. This does not.
Will it beat a VA?
We will run it live on your real inbox during the call, so you can judge for yourself. It costs about six months of a VA, once, and unlike a new hire it does not inherit your chaos - it runs the process the same way every time.
The next step
Tell Matt what your first morning brief should know.
Book a fit call or send a note. We will tell you honestly whether the AI Chief of Staff is the right first move.
15 years running creative teams (Dark Horse Comics, theme parks, licensing) - so everything the system produces looks right.