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AI back office for a building supply company

Built for: A distributor or trade business owner chasing invoices by hand and keying bills into QuickBooks

Collections follow ups drafted in the owner's voice and sent only on approval, vendor bills read from email and matched to purchase orders, a 13 week cash forecast and a morning summary.

Open the working prototypeWhat it costs

Design and build. Harbor and Pine Supply Co.: interfaces, content and workflows by The HQ Labz Agency.

AI back office for a building supply company, shown on a laptop and a phone
Studio workDesigned and built by The HQ Labz Agency
The problem

What the buyer lives with today

Invoices age because nobody has time to chase them, vendor bills get keyed in by hand, and the owner finds out about a cash crunch the week it happens.

What we built
  • Lien rights: every job site you delivered to, with its state notice deadline, and the notice drafted before it passes
  • Drafts every collections follow up in the owner's voice, with the right attachment, and sends only on approval
  • Reads vendor bills from the AP inbox and checks them against the purchase order
  • Logs promises to pay and reminds when a date passes
  • Builds a 13 week cash forecast from real payment habits
  • Sends one morning summary: what needs you and what was handled
What sets it apart

Collections tools such as Chaser, Upflow and Tesorio send reminders and forecast cash. A supply house's real protection is its lien rights, and a missed notice deadline cannot be undone. This assistant knows every job site from the first delivery ticket and drafts the notice before the deadline.

Research: chaserhq.comupflow.io
The screens

Every screen, as built.

Captured from the working prototype. Open it to click through.

Collections by age, with the next step already drafted
01Collections by age, with the next step already drafted
Lien rights: notice deadlines by job site, and a notice drafted for approval
02Lien rights: notice deadlines by job site, and a notice drafted for approval
A follow up ready to approve, with the reason it was written
03A follow up ready to approve, with the reason it was written
Bills read from email and checked against the purchase order
04Bills read from email and checked against the purchase order
Cash forecast built from real payment habits
05Cash forecast built from real payment habits
The morning summary email
06The morning summary email
AI Agents and Assistants

Want this for your business?

AI agents that answer, draft, chase and report, so a small team stops doing the same task by hand. See the whole service

$100 an hour

Every project is different; upon discovery we will prepare a quote that meets your needs and budget.

Examples of the kind of work. Your quote comes after discovery.

Smaller scope

Automation audit and one workflow

We map the tasks your team repeats and automate the most expensive one, with a 30 minute handoff.

Get a quote
Typical scope

Two week AI assistant pilot

One assistant on one real job, nothing sent without approval, and a plain report on the hours it saved.

Get a quote
Larger scope

AI assistant build with 30 days of tuning

The assistant, its dashboard and its connections to your email, calendar or books, tuned for 30 days.

Get a quote
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Open the prototypeHow it works