SynthesisLogic

AI agents for small business owners

An agent that takes one repeated job off your evenings, such as answering enquiries, booking, chasing invoices or confirming orders, using the apps you already have and handing you anything that needs you.

Book an intro call How it works
A morning with this agent
  1. Answered 12 customer messages about prices and hoursDone
  2. Booked 3 appointments and sent remindersDone
  3. Yesterday's sales entered into the spreadsheetDone
  4. A supplier invoice is due tomorrowAsks a person

An example. Your agent is built around your own work.

How it works

  1. Pick one job

    We start with the one task you repeat most each week, say replying to quote requests or chasing unpaid invoices. A small first version is faster to check and cheaper to fix than a big one.

  2. Teach it your business

    You answer questions about your services, price ranges, opening hours and what to do when unsure. The agent works from those answers and from your own price list or sheet, and nothing else.

  3. It does the job

    It replies to enquiries, books, confirms, sends reminders or invoice nudges, and writes what it did into the sheet or tool where you track customers and jobs.

  4. You stay in charge

    Complaints, payment questions and quotes above a value you set go to your phone with a short summary. At the start you read the first conversations, correct any wrong answer, and widen its job only when you are happy.

New to AI agents? How they work, in plain words

Real examples, setup steps and tool connections for this agent

An example conversation

An example of how a conversation runs. The grey lines show what the agent does in your systems meanwhile.

  1. Customer(customer, WhatsApp, 9:40 pm) Hi, I need my kitchen tap fixed. How much, and can someone come Saturday?
  2. Read the price list: call-out fee and standard rate for tap repairs. Checked the calendar: Saturday has slots at 10:00 and 14:00.
  3. AgentHello. A tap repair is a 150 AED call-out plus 120 AED per hour, and most take under an hour. Saturday at 10:00 or 14:00 is free. Which suits you?
  4. Customer10:00. It's in Al Nahda, Sharjah.
  5. Al Nahda is inside the service area. Booked Saturday 10:00 in the calendar, saved the customer to the jobs sheet.
  6. AgentBooked for Saturday at 10:00. Please send the exact address or your location pin, and I will send a reminder on Friday.
  7. CustomerAlso the tap leaks under the sink, and the cupboard is flooded. Can you do a full kitchen replumb quote?
  8. A full replumb is not on the price list. Sent the chat summary to the owner's phone.
  9. AgentA full replumb needs a person to see the job, so I have passed your message to the owner. They will contact you tomorrow morning. Your tap repair on Saturday stays booked.

How it is built

Start from your inbox
The agent connects to the place where your customers already write: WhatsApp Business, your email or a web form. The first version uses one channel, so there is one thing to check.
Your own tool holds the facts
Customers and jobs sit in whatever you already use, such as a Google Sheet, a CRM or QuickBooks or Xero. The agent reads prices and availability from it and writes bookings and notes back, so you do not have to copy anything between tools.
A language model talks, your rules decide
A language model understands the customer's message and writes the reply in their language. What it is allowed to do is a short list you agree with us: quote from the price table, check the calendar, book, send a reminder, send a template message, hand over to you.
Written from your answers
Its knowledge of the business comes from your answers and documents, and not from guessing. When it does not know, it says so and passes the conversation to you.
Your phone gets the exceptions
Any complaint, payment question or quote above the value you set is sent to your phone with a summary, so you never have to ask the customer to repeat it.
Messages follow the channel's rules
On WhatsApp the agent replies freely within the 24 hours after a customer writes, and uses templates that WhatsApp has approved for anything else. It messages only people who agreed to hear from you and gives them a way to opt out.
Logging, a short pilot and where it runs
Every message and action is logged, so you can see what it said. We judge the first job on the time you actually save, after subtracting the time you spend checking it, and stop any task where the saving is zero. It usually runs in the cloud, and customer data is handled under a data processing agreement and your privacy notice. If you prefer, it can run on your own computer or server, including the language model itself, using an open model such as Llama, Qwen or Mistral, so customer data stays inside. WhatsApp, email and other outside services still pass their messages through those services. Local open models are smaller than the largest cloud models. For answering from your own price list and notes they are usually enough, and we test on your own cases first.

What you can connect to it

WhatsApp Business
Answers enquiries, takes bookings and sends approved reminder templates.
Gmail or Outlook
Reads and drafts replies to enquiries in your mailbox, and sends them only within the rules you set.
Google Calendar or Outlook Calendar
Shows open slots, books, moves and cancels appointments, and sends reminders.
Google Sheets or Excel
Holds the price table, the customer list and the jobs list when you have no other system.
QuickBooks Online or Xero
Reads unpaid invoices and sends the reminders you approve, and creates draft invoices for you to check.
Shopify or another online shop
Reads orders and products, answers order-status questions and records new orders.
Payment link provider
Puts a payment link in the chat and notes the job as paid when the payment arrives.
Web form on your site
Takes the enquiry, replies straight away and puts the details in your sheet or CRM.
Phone and text messages
Missed-call text-backs and booking confirmations by SMS to customers who agreed to receive them.
Book an intro call

Connects to your tools. You stay in control.

Works with what you have
WhatsApp Business, Gmail, Outlook, Google Calendar, Google Sheets, Excel, QuickBooks, Xero, Shopify, payment links, web forms, SMS.
A person approves what matters
Payments, orders, discounts or anything you choose wait for approval. Every action is logged.
Can run on your own servers
The agent, its data, its logs and even the language model (open models such as Llama, Qwen or Mistral) can run on your servers, so documents and customer data stay inside your network. How that works

What it does not do

  • It does not make up prices or promises. It quotes from your price table, and anything unusual goes to you.
  • It does not take payments or send money by itself, and it does not sign contracts.
  • It does not handle complaints or disputes. It passes them to you with a summary.
  • It does not text or message people who never agreed to hear from you.
  • Saving time is not guaranteed. In the first weeks you spend time checking it, and we count the net saving, not the gross.

Questions

Is a custom agent affordable for a small business?

We keep the first version small on purpose, for one task. After the first call you get a clear estimate before you decide anything.

I am not technical. Is that a problem?

No. You use the agent through the apps you already know, such as WhatsApp, email and your spreadsheet. Setup and maintenance are on us.

Where should I start automating my business?

With the task you repeat most each week. List your repeated tasks for a week, sort them by time spent and by how often they go wrong, and begin with the top one. In the first call we do that together.

What are good first things for a small business to automate?

Common first picks are invoice reminders, booking confirmations, replies to new enquiries, review requests and a weekly report from your accounting data. Keep a person checking the output for the first month.

Can it answer the phone?

A voice agent can answer outside opening hours, take a booking or a message, and send you a summary, and the first version usually does one task, such as booking. Callers should be told they are speaking to an AI and have a way to reach a person. Phone setups need a hosted telephony service, which we connect for you.

Can it send text messages to customers?

Yes, for bookings, reminders and order updates, using approved templates where the channel needs them. It texts only customers who opted in and includes a way to opt out, because regulators and carriers in many countries enforce that.

Is customer data safe with an AI service?

It depends on the setup, so we settle it before anything starts: where the data is stored, a data processing agreement with the provider, and a clear privacy notice for your customers. The agent only sees the data it needs for the job.

Do I have to change my software?

No. It works with the tools you already use, such as Google Sheets, QuickBooks, Xero, Gmail and WhatsApp. If you have nothing yet, a simple spreadsheet is enough to begin.

How much does an agent like this cost?

It depends on the task and the systems it connects to. After a first call we give you a clear estimate of cost and time.

Want this agent built around your work?

Tell us in a few lines what the job looks like today and we will set up an online intro call.

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