WhatsApp message 2:58 pm
Anika RaoGuest
Hey - do you have garden room availble? 2 people, 16th -18th oct. Pls tell me the price
What the agent understood
- Room
- Garden Room
- Guests
- 2
- Dates
- 16 to 18 Oct
- Wants
- The price
AI WORKFLOWS
AI handles the routine work.
You handle the rest.
AI reads what comes in, runs the checks and replies or prepares the next step. Routine work goes out on its own. Anything unusual, or anything you choose, waits for your OK.
01 / SEE IT RUN
Two agents, step by step.
Example workflow
Casa Kokum Villas
A guest asks about a room on WhatsApp. The AI agent works out what they need, checks the dates and prices, and replies.
- 01 Message in
- 02 Understood
- 03 Checked
- 04 Reply written
- 05 Sent
AI agent
-
Read messageGarden Room · 2 guests · 16 to 18 Oct · wants the price -
Earlier messagesNone from this guest -
AvailabilityGarden Room G1 available for 2 nights -
Rate sheet₹6,000 a night · 50% deposit · check-in 2 pm -
Hold roomG1 held until 3:30 pm -
Deposit link₹6,000 · link ready -
Write replyEvery figure taken from the rate sheet -
Send replyWhatsApp · 2:59 pm
It only uses your rate sheet. It cannot change prices or offer discounts.
Reply · WhatsApp
Ready
Hi Anika! Yes, the Garden Room is available from 16 to 18 Oct for 2 people. It's ₹6,000 a night, so ₹12,000 for both nights. A 50% deposit of ₹6,000 confirms it, and check-in is from 2 pm. I've held the room for you for 30 minutes. Here's the deposit link: pay.casakokum.example/G1-deposit
Ask me before sending Off · routine replies go out on their own
When it is on, every reply waits for your OK. Discounts, big groups and complaints always come to you first.
Reply sent · about 1 minute after the message Follow-up at 3:30 pm
Reply sent in about a minute. A follow-up is set.
It also handles
- The same guest fills in the website form as well Linked to the WhatsApp message. No second hold and no second reply.
- 22 guests and a sangeet on the lawn after 10 pm Passed to the manager. No reply goes out until they decide.
- “Do you have a room for us?” with no dates The reply asks only for the dates. No hold and no price.
- “Please stop messaging me” Messages to this guest stop straight away.
- A WhatsApp message arrives, typed in a hurry.
- The agent works out what the guest is asking for.
- It checks for an earlier message from the same guest.
- It checks the Garden Room is available on those dates.
- It reads the room rate and deposit rule.
- It holds the room for 30 minutes.
- It prepares a deposit link for the exact amount.
- It writes the reply. Every figure comes from your rate sheet.
- A routine request, so the reply goes out on its own.
- Reply sent in about a minute. A follow-up is set.
Konkan Homecare
A small manufacturer's purchase, production and sales entries are checked every morning. Anything that looks wrong waits for a person to decide.
- 01 Export read
- 02 Checked
- 03 Flagged
- 04 Decided
- 05 Re-checked
- 06 Approved
Tally export 7:30 am
- Format
- Day book export
- Period
- 1 Apr to 28 Sep 2026
- Vouchers
- 378
- Status
- Complete · read only
Purchase PUR/0049
SLES 70% · 550 kg
Entered ₹1,800/kg
Usual ₹180/kg
AI agent · read only
-
Read exportComplete · 378 vouchers · 1 Apr to 28 Sep -
Run checks7 things to check, each linked to its voucher -
Check F-01SLES 70% at ₹1,800/kg · usual rate ₹180/kg -
Work out costFloor cleaner 1 L: ₹137.49 a unit, ₹38.66 once corrected -
Check F-02LABSA 90% ₹100 → ₹125/kg · supplier note attached -
Run checksCorrected entry read · F-01 resolved -
Write summaryShort summary · each figure linked to a voucher
Totals come from regular code, not AI. The agent explains what it found.
To check
7 items
F-01 SLES rate is 10 times the usual
- Entry complete
- Looks wrong
- Checked by Anita
Correction requested
Corrected · floor cleaner back to ₹38.66 a unit
F-02 LABSA up 25%
- Entry complete
- Price rise
- Supplier note
- Checked by Anita
Accepted as a real price rise
Anita PaiAccounts
Owner summary: 1 entry corrected, 1 price rise accepted, aloe vera hand wash cost incomplete (no agreed rate), ₹55,043.60 overdue after a part payment and credit note, 1 disputed invoice on hold.
Summary approved · payment reminder saved
Approved. The payment reminder is saved for later.
It also handles
- A material has no agreed rate The cost is marked incomplete. It is never filled in as zero.
- An overdue bill with a part payment and a credit note The reminder uses the balance actually due.
- The same export is loaded twice Nothing is counted twice.
- Tally cannot be reached It shows the last good check, not “all clear”.
- The morning export from Tally is read.
- The agent confirms the export is complete.
- It runs the checks. Totals are calculated, never guessed.
- A purchase rate is ten times the usual rate.
- It shows what that does to the cost of each bottle.
- A second rate rise has a supplier note attached.
- The accounts lead decides: correct one entry, accept the other.
- The corrected entry is read again and the checks run again.
- It writes a short summary for the owner.
- Approved. The payment reminder is saved for later.
02 / WHAT WE SET UP
Where a workflow helps most.
Enquiries and bookings
- Availability and prices checked
- Replies sent on their own, or after your OK
- Rooms held and deposit links sent
Orders
- Stock and prices checked
- Confirmations sent
- Problems passed to the right person
Accounts
- Wrong rates and quantities flagged
- Costs traced to their source
- Reminders on the balance actually due
03 / THE RULES
Every workflow we build
follows five rules.
- 01
You choose what goes out on its own.
Routine replies can send automatically. Anything else waits for your OK.
- 02
Every figure shows its source.
Replies and summaries point to the record each number came from.
- 03
Your books are never changed by AI.
The agent flags what looks wrong. A person decides what to fix.
- 04
Missing means missing.
Gaps are labelled, never filled with a guess or a zero.
- 05
Failures are visible.
You see when a system last worked, not a false all-clear.
04 / HOW A PROJECT RUNS
One workflow at a time.
- 01
Show us the work
A short call about where time goes today.
- 02
Agree one workflow
What it does, what needs your OK, the price and timing.
- 03
Test on sample data
You see it working before it touches live records.
- 04
Run it and look after it
Your team uses it. We fix problems and adjust it.
05 / QUESTIONS
Common questions.
Will AI send messages on its own?
Yes, if you want it to. Routine replies, such as availability, prices and booking details, can go out on their own. Anything unusual, such as a discount, a large group or a complaint, comes to you first. You can also turn on approval, so every reply waits for your OK.
Do we need new software?
Usually not. We start from what you already use, such as WhatsApp Business, email, spreadsheets, your CRM or your accounting exports.
What happens to our data?
Your data stays yours. We build and test on sample data first, use only the access the workflow needs and tell you which AI services are involved before anything is connected.
Can it work with Tally?
Our accounts agent example reads sample Tally-style exports. For a real business we first check compatibility with your own exports. It only reads your books. It never creates or changes entries.
Is this an accounting service?
No. The accounts agent helps your team check entries and prepare summaries. Your accountant remains responsible for your books and filings.
What does it cost?
It depends on the workflow. The work, price and timing are agreed before we start, and any running costs, such as AI usage, are explained before you decide.
Which part of your work
takes too long?
Tell us what takes your team the most time. We will suggest one workflow to start with.
Tell us what you need