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AI Office, AI staff for your back office
JP日本語Free demo

AI staff for small businesses

Hand the office work to AI.Your team approveswhat goes out.

Client replies, quotes, proposals and meeting minutes. A team of AI agents does the drafting, and a person on your team checks and approves before anything leaves.

Book a free demoGet the overview (free)

Tell us how your office works today and we'll show you what AI can take on. A demo commits you to nothing.

  • No IT staff needed
  • Keep the tools you use
  • Start on the Free plan

Sound familiar?

Too much of the work sits with one person.

  • When the person in charge is off,the work stops

    The steps live in one person's head, and nobody else can pick them up.

  • Hours go into diggingthrough files

    Client details, past quotes and meeting notes are spread across inboxes and folders.

  • Client replies eat intothe real work

    And there is no room in the budget to hire someone for it.

So AI Office is not another tool to learn. It is a team of AI staff that does the drafting, while your people keep the final say.

What it does

Your AI staff handle the routine office work.

Pick the work you want to hand over. You review what comes back.

  • Client replies and quote drafts

    Drafts replies to enquiries and quotes in your format, from your price list and past jobs. A person checks the figures and decides what is sent.

  • Meeting minutes and next steps

    An AI agent joins Google Meet, answers questions by voice and takes minutes. It says it is an AI and that it is recording, and only the follow-ups a person approves become tasks.

  • Answers from your own files

    Ask about a client, a manual or a policy and get an answer that shows which document it came from.

  • Proposals from your notes

    Turns the last meeting's notes into a client proposal draft for a person to review.

  • A morning summary

    Starts the day with what came in, what is waiting for approval and what is due.

How it works

AI does the work,a person approves it.

Of the four stages, the one that affects anyone outside your company is decided by a person.

Demo (illustration)Press Approve or Reject at stage 03 to see what happens next.
Enquiry emailorder.pdfClient recordsFields readClientAmountDue date

Reads emails, PDFs and your existing records.

We set up where it reads from to match how you work.

The AI does not send things on its own.

Emails and actions in outside tools wait for a person to check and approve them.

  • Nothing sent before approval
  • Reject any draft
  • Set it per agent

Not just a chatbot

A chatbot answers you. AI Office gets the work done.

ChatGPT and Claude tell you how to do it. AI Office drafts it in your format, waits for a person to approve it, and then sends or saves it.

  1. 01

    Receive

    Chat assistant

    Reads what you paste in

    AI Office

    Reads enquiry emails, PDFs and your records

  2. 02

    Draft

    Chat assistant

    Explains how to write it

    AI Office

    The agent in charge drafts it in your format

  3. 03

    Check and approve

    Chat assistant

    Stops here

    Turning it into a document and sending it is still your job.

    AI Office

    A person approves

    A person checks the amount, terms and recipient, then approves or rejects

  4. 04

    Send or save

    Chat assistant

    Not part of it

    AI Office

    Only approved work is sent or saved to your tools

Why AI Office

Easy to start, easy to stop.

Getting started

  • No IT staff needed

    Our dedicated Philippines and Japan team sets it up with you, and the AI agents do the daily work.

  • Works with the tools you have

    Gmail, Google Drive, Calendar and Meet are fully supported. No need to switch systems.

If you want to stop

  • Start free, decide later

    Try it on real work on the Free plan before you pay for anything.

  • Hand any task back to a person

    Any task can go back to a person at any time. You decide what the AI does.

For every team

Each team has work it can hand over first.

Examples of the work AI Office is built for. We'll sort out what to hand over together in the demo.

Management

01 / 06

First work to hand over

  1. Morning summary
  2. Meeting minutes and follow-ups

In every case the AI drafts, and a person approves before anything is sent or saved.

Any team that writes and checks the same kinds of documents again and again is a good fit.

The product

See who is doing what, and how far it has got.

Your AI agents sit in their departments in a 3D office. Assignments, schedules and items waiting for approval each have their own screen.

The AI Office 3D virtual office, with AI staff placed in management, sales, admin, planning and web development
  • Org chartWho handles what, and who reports to whom.
  • CalendarSchedule one-off and repeat work.
  • ApproveA person checks what the AI drafted before it goes out.

Screens are from a development build and show the Japanese interface. Projects and names are demo data.

Over time

The more you use it, the more it knows about your business.

No need to explain the same thing twice. Documents you add and procedures you save are used from the next request on.

Your library (example)01 / 03

Company documents3

  • Staff handbookAddedCited
  • Service manualAddedCited
  • Quote templateAddedCited

Answers come from your own documents.

When an answer is based on your files, it shows which document it used.

Getting started

Start with one task, on your real work.

Our Philippines and Japan team handles the setup. All we need from you is how the work runs today, and a check of what comes back.

  1. 01

    Free demo

    Online, about 30 to 45 minutes

    What we do

    Listen and suggest where to start

    We look at how your office works and show you what AI can take on, and what it should not.

    What you do

    Walk us through your work

  2. 02

    Try it free

    As long as you need

    What we do

    Help with setup and tuning

    Run one task on real documents and data. Check the accuracy for yourself.

    What you do

    Share sample documents and check the results

  3. 03

    Roll it out

    Reviewed monthly

    What we do

    Monthly check-in and adjustments

    Move to a paid plan, add more work, and review it each month. Any task can go back to a person at any time.

    What you do

    Daily approvals and a monthly review

Your part is only the lower row.

Try it before you pay.

Run it on real documents on the Free plan and see how accurate it is. Decide on a paid plan after that.

Pricing

Start free. Upgrade when it pays for itself.

Priced per company workspace, not per user.

AI usage is billed separately

Your agents run on your own Claude or OpenAI account, so you pay the AI provider directly for what you use. Set monthly and daily caps so the bill never surprises you.

  • Free

    Try AI Office on one task.

    ₱0/ month

    • 1 AI agent
    • 1 team member
    • Approval controls
    • Gmail, Drive, Calendar and Meet
    Get started free

  • Starter

    For a small team handing over its first tasks.

    ₱3,990/ month

    • 3 AI agents
    • 2 team members
    • Everything in Free
    • Scheduled work
    Book a demo
  • Most popular

    Pro

    For a growing business running AI across teams.

    ₱9,990/ month

    • 20 AI agents
    • 15 team members
    • Everything in Starter
    • Permissions per agent and audit log
    Book a demo

  • Business

    For larger teams, or your own server.

    Let's talk

    • Unlimited AI agents
    • Unlimited team members
    • Everything in Pro
    • Own-server set-up
    Talk to us

Pay yearly and get 2 months free on any paid plan. Prices include VAT.

Connect, extend, do more.

Works with the tools you already use.

22 apps connect out of the box, and you can add your own through MCP or an API.

  • Gmail
  • Google Calendar
  • Google Meet
  • Zoom
  • Trello
  • Slack
  • GitHub
  • Outlook
  • HubSpot
  • Notion

  • App connections

    Connect the tools you use every day.

  • MCP

    Connect any system that supports MCP.

  • API

    Connect your own business systems through our API.

Microsoft 365: mailbox read and draft only. Voice in meetings works in Google Meet.

Stay in control

You decide what the AI may do, and you can check it later.

Set where the AI stops and a person decides. Everything is logged, and you can stop it at any time.

Admin console (demo)Try it. Nothing real changes.

What needs approval

  • Sending email

  • Actions in outside tools

  • Scheduled and automated work

    On by default

Email and outside actions can be switched on here too. Email can also be set per agent.

Outside instructions cannot trigger a send

If an email or a PDF says "send this", that alone does nothing. Automated work waits for approval by default.

Security

See exactly how your data is handled, before you sign up.

Choose our managed cloud or run it on your own server. Our managed cloud runs on servers in Japan. If your data must stay in your own country, we can install it on your own server.

How it runs

  • Managed cloud

    A separate workspace per company, on our servers in Japan. The least setup and upkeep.

  • Your own server

    Runs on your Linux or Mac server and keeps your business data with you. The AI itself uses an outside AI model.

Technical details

ItemDetails
Sign-in6-digit email code, Google or GitHub. Optional workspace password and allowed email domains.
Stored credentialsTokens and mail passwords are encrypted with AES-256-GCM. API keys are stored only as a hash.
ConnectionsAll traffic to outside services is encrypted with HTTPS.
RolesOwner, admin and member, enforced by the API.
Your dataAudit trail of changes. The owner can export the data; deleting a workspace removes its files and records.

About the documents you share with us

Please share documents without personal data during the demo. We'll send full technical details on request.

FAQ

Frequently asked questions

The questions we hear most. Anything else, just ask in the demo.

Next step

Before you bring in AI,find out what it can take off your plate.

A demo does not commit you to anything. Pick whichever suits you.

  • Want to see it?

    Free online demo

    We look at your work and show you what AI can take on, and what a person should keep deciding.

    • Fully online
    • Tailored to your work
    • No commitment
    Book a free demo

  • Need to share it internally?

    Get the overview

    The key points in one document, easy to pass to whoever signs off.

    • What AI Office does
    • Plans and pricing
    • How to get started
    • Data handling and security
    Get the overview (free)

Contact

Free demo and overview

Tell us a little about your business and we'll get back to you by email.

  • Online, about 30 to 45 minutes
  • We show you what AI can take on, and what stays with a person
  • A demo does not commit you to anything

Prefer email?t-ono@smartcontents.co.jp

We'll reply by email.