CAPABILITIES

everything your watchstander can handle

your watchstander isn't a chatbot. it's an AI employee — one that can handle dozens of tasks across your entire operation.

here's everything we can build. you don't need all of it. most businesses start with 3-4 capabilities and add more over time.

HOW YOUR WATCHSTANDER WORKS

integrates into your existing workflow — not another app to check

your watchstander plugs into the tools you already use. no new systems to learn. no apps to download. it meets you where you are.

you choose how to communicate:

• phone — call your watchstander, or have it call you with updates
• text message — quick back-and-forth, get alerts, give instructions
• email — detailed reports, summaries, documents
• Slack or Teams — if that's where your team lives
• Telegram — instant alerts and commands

you determine the communication channels. some owners want everything via text. some want a morning phone call and email summaries. some want Slack notifications for leads and text alerts for urgent issues.

your watchstander adapts to you — not the other way around.

CUSTOMER ACQUISITION

getting new customers in the door

→ see these in action right now:

Inbound Voice Agent

your phone rings. your watchstander picks up.

• answers calls 24/7 — nights, weekends, holidays
• asks your questions — the ones you'd ask if you answered yourself
• gets the info you actually need — make, model, symptoms, timeline, budget, whatever matters for your business
• books appointments directly on your calendar
• routes urgent calls to you immediately
• identifies as an AI assistant (transparent, not deceptive)

when a call comes in, you don't get "someone called, here's their number." you get everything you need to know before you call them back — or better yet, they're already booked.

if the customer has a question your watchstander can't answer? it gathers all the details, lets them know you'll follow up personally, and hands you a complete summary so you can call back with answers — not more questions.

ROI: leads answered in under 60 seconds convert 391% better than those answered in 2+ minutes.

Speed-to-Lead Response

someone fills out your website form. within 60 seconds:

• they get a personalized text from your business
• they get an email with next steps
• you get an alert with their info
• the appointment is already getting booked

but here's what matters:

your watchstander doesn't just say "thanks for reaching out!" and wait.

if they submitted incomplete info — "my AC isn't working" with no details — your watchstander immediately follows up: "Got it. To get you scheduled quickly, can you tell me the make/model, when it started, and what you're experiencing?"

it knows what questions to ask because you trained it. make, model, year, symptoms, timeline, budget, service address — whatever you need to actually help them.

by the time you see the lead, you have everything. no manual back-and-forth. no phone tag. no "let me get more info and call you back."

the customer gets fast, thoughtful, personalized responses. they don't care if it's AI — they care that someone actually responded and asked the right questions.

the first business to respond almost always wins. the first business to respond intelligently closes.

→ Try our speed-to-lead demo — submit the form on our homepage and see it work.

Outbound Campaigns

stop leaving money on the table.

if you've done work for people before and they were happy, why aren't you reaching out to them? they already trust you. they already know your work. and they probably need something again.

your watchstander runs outbound campaigns — texts, emails, calls — to:

• past customers — "hey, it's been 6 months since we serviced your AC. want to schedule your annual tune-up?"
• stale leads — people who inquired but never booked
• seasonal outreach — spring cleaning, winter prep, whatever fits your business
• re-engagement — customers you haven't heard from in a while

not robocalls. not spam. personalized outreach that sounds like it came from you.

previous customers are 5x cheaper to convert than new ones. your watchstander makes sure you're not forgetting about them.

Lead Qualification

before someone gets on your calendar, your watchstander screens them:

• budget range
• timeline
• service needed
• location
• any dealbreakers you specify

but it goes deeper than checkboxes.

your watchstander understands context. if someone says "my water heater is making a weird noise," it knows to ask: "Is there any water on the floor? How old is the unit? Gas or electric?"

if someone says "I need a quote for a bathroom remodel," it knows to ask about scope, timeline, budget range, and whether they've already had contractors out.

you define what you need to know for each type of inquiry. your watchstander asks until it has everything — or identifies when something needs your personal attention.

stop wasting time on calls that were never going to close. start every conversation with complete context.

CUSTOMER EXPERIENCE

serving existing customers better

Appointment Reminders

no-shows kill your schedule. and your revenue.

automatic reminders at:

• 48 hours before
• 24 hours before
• 2 hours before

customers confirm or reschedule with a single tap. you find out immediately if someone's not coming — while there's still time to fill the slot.

ROI: cuts no-shows by 30-50%.

"On My Way" Notifications

when your technician leaves for a job, the customer automatically gets a text with ETA.

it's what Amazon does for deliveries. now you do it too.

reduces "where are you?" calls by 80%.

Customer FAQ Handling

common questions answered automatically via text, email, or chat:

• "what are your hours?"
• "do you service my area?"
• "what's your pricing?"
• "can I reschedule?"

and when it doesn't know the answer?

your watchstander doesn't guess or make things up. it gathers all the relevant details, lets the customer know you'll follow up personally, and sends you a complete summary.

you call back with answers — not questions. customer's happy because they got a thoughtful response. you're happy because you have context before you pick up the phone.

no human involvement needed for the easy stuff. smart handoff for everything else.

Post-Job Survey

quick satisfaction check sent after every job.

• catches unhappy customers before they leave bad reviews
• gives you data on what's working
• shows customers you care

Maintenance Reminders

"it's been 6 months since your last service."

automated outreach for recurring service needs. turns one-time customers into repeat business.

BILLING & COLLECTIONS

getting paid faster

Auto-Invoicing

job marked complete. you move on to the next one.

your watchstander sees the completion and the info associated with the job — price, services rendered, customer details — and sends the invoice immediately. same day. automatically.

if your client pays on the spot? your watchstander sends them a receipt and knows to follow up for valuable touchpoints — google review requests, post-job surveys, referral asks. the payment triggers the next step automatically.

no more waiting until you "have time" to do invoicing. no more forgetting. no more cash flow delays because paperwork piled up.

faster invoicing = faster payment.

Payment Follow-Up Sequence

invoice sent. customer didn't pay. you're busy doing actual work.

your watchstander handles it:

• day 0 (invoice sent): confirmation email with payment link
• day 1 (due date): friendly reminder via text and email
• day 3: second reminder via text
• day 5: email with "just checking in"
• day 7: phone call from AI — polite but persistent
• day 10: another text and email
• day 14: escalation notice ("please respond to avoid further action")
• day 15+: alert you for manual intervention

multiple channels. multiple touches. customizable timing.

want reminders more aggressive? less aggressive? different timing? you set the rules.

optional: physical mail

some customers ignore digital. your watchstander can send invoices and reminders by actual mail — printed, stamped, delivered. we integrate with mailing services that handle it automatically.

sometimes a letter in the mailbox gets attention when emails don't.

you focus on work. your watchstander chases the money.

ROI: cuts average days-to-payment significantly. recovers revenue you'd otherwise write off.

Subscription & Expense Scanner

find the money you're bleeding without realizing it.

your watchstander scans your business email for recurring charges — subscription confirmations, renewal notices, payment receipts.

monthly or quarterly, you get a report:

"Found 14 recurring subscriptions totaling $847/month. Here's the breakdown — which of these do you still use?"

software you signed up for and forgot. services you meant to cancel. trials that converted to paid.

most businesses are leaking hundreds per month on stuff they don't use. your watchstander finds it.

Quote Follow-Up

you sent a quote. customer said "let me think about it." then silence.

your watchstander doesn't forget.

• day 2: "Hey [name], just wanted to make sure you got the quote for [project]. Happy to answer any questions or adjust scope if needed."
• day 5: "Following up on the [project] quote — is there anything holding you back? Sometimes there's a concern I can address."
• day 10: "Still thinking about [project]? No pressure — just want to make sure I'm available if you decide to move forward. My schedule fills up, so wanted to give you a heads up."
• day 21: "Circling back one more time on [project]. If the timing isn't right, totally understand — just let me know either way so I can close out the estimate."

personalized. natural. persistent without being annoying. until they say yes, say no, or tell you to stop.

you're not chasing. you're closing — without lifting a finger.

RETENTION & GROWTH

keeping customers and getting more

Google Review Request Automation

happy customer finishes a job. perfect moment to ask for a review.

• request sent at exactly the right time (after payment, not before)
• makes it easy — one tap to leave a review
• follows up once if no response

more 5-star reviews. more trust. more business.

why this matters:

you know how when you're looking at a product on Amazon, you trust the one with 4,000 five-star reviews over the one with 6 reviews? same thing for local businesses on Google.

more good reviews = higher ranking on Google = more people find your business = more people trust it when they do.

businesses that systematically ask for reviews get 3-5x more reviews than those that don't. and reviews compound — once you have momentum, it builds on itself.

Negative Review Alert & Response Help

instantly notified when someone leaves a negative review.

but it doesn't stop there — your watchstander drafts responses for you to review and send:

• suggested public response — professional, addresses concerns, shows you care
• suggested private message — apologize, offer to make it right, take it offline
• pattern flagging — if multiple complaints mention the same issue, you'll know

you stay in control — you review the drafts, edit if needed, and send. but you're not starting from a blank page, and you're responding quickly instead of letting it sit.

catch problems before they spread. respond quickly and professionally. turn a bad situation into a chance to show you care.

Physical Mail Campaigns

sometimes digital isn't enough. your watchstander can send actual mail:

• thank you cards after big jobs
• holiday cards to your customer list (you pick the design, your watchstander handles the rest)
• anniversary notes ("it's been a year since we installed your system — how's it holding up?")

we integrate with mailing services that print, stamp, and deliver automatically.

you look professional and caring. you stand out from competitors who only send emails. your customers feel remembered. and you don't lift a finger.

a handwritten-looking card in the mailbox hits different than another email in an overflowing inbox.

Referral Requests

ask happy customers for referrals at the right moment. track who sends business your way.

people trust recommendations from friends. your watchstander makes sure you're asking.

INTERNAL OPERATIONS

running the business smoother

Smart Job Assignment

jobs assigned to technicians based on:

• location (minimize drive time)
• skills (right person for the job)
• availability (who's actually free)
• workload (balance the team)

no more manual juggling. no more miscommunication.

ROI: reduce windshield time 20-30%. more jobs per day with same team.

Work Order Generation

appointment information → detailed work order. automatically.

uses your format — if you already have a work order template, we use it. if you don't, we'll help you build a simple, effective one.

technician knows exactly what they're walking into. customer info, job details, special notes — all in one place.

Job Completion Reports

technician submits notes and photos. system generates customer-ready report.

matches your style — professional documentation in the format you want. we'll help you design a template if you don't have one.

great for warranty documentation, customer records, and proving work was done right.

Customer History Lookup

before arrival, technician gets full customer history:

• past jobs
• preferences
• notes
• issues

they show up knowing everything. customer feels remembered.

Internal Knowledge Base

employees can text questions about procedures, pricing, policies. AI answers instantly.

"what's the warranty on X?" → immediate answer.
"what's our policy on Y?" → immediate answer.

no more "let me check with the boss" for routine questions.

RESEARCH ASSISTANT

the world's best paralegal — at your fingertips

imagine having a paralegal who knows your business inside and out. knows your industry, your jurisdiction, your specific situation. available 24/7. answers in plain English — no legal jargon, no "it depends," no $300/hour consultation fee just to ask a basic question.

that's what your watchstander's research assistant does.

what makes this different:

your watchstander isn't a generic AI. it's trained on your business context — your industry, your state, your specific operations. when you ask a question, it already knows the relevant background. it doesn't give you a generic answer that applies to "businesses in general." it gives you an answer that applies to your business.

and it's trained to present you with clear-cut options. not vague "it depends" answers — actual choices you can evaluate and act on. here's option A, here's option B, here are the tradeoffs, here's what I'd consider in your situation.

plain language. no jargon. clear explanations of what's going on, what your options are, and when you actually need to call a professional.

Legal Education Assistant

common legal questions answered in plain English — with your business context already factored in:

• "is this contract clause standard or should I push back?"
• "what are the licensing requirements for my type of work in [your state]?"
• "can I fire this employee? what do I need to document first?"
• "someone's threatening to sue me — how serious is this?"
• "do I need an LLC or S-corp for what I'm doing?"
• "what should be in a contractor agreement for my industry?"

your watchstander explains the general legal framework, identifies the key questions you should be asking, and tells you when you actually need to call a lawyer vs. when you can handle it yourself.

when you do need a lawyer? you show up prepared. you've already done the research. you ask better questions. you waste less of their time (and your money).

not legal advice — a knowledgeable starting point that saves you hundreds in consultation fees and helps you show up informed when you do need professional help.

Contract Scanner

know what you're signing before you sign it.

you know those 20-page contracts that show up and you just sign because who has time to read all that?

upload it. in 30 seconds you get:

• plain-English summary — what type of contract, who the parties are, what you're actually agreeing to
• key terms highlighted — payment, duration, termination, auto-renewal, liability
• red flags called out — unusual clauses, one-sided terms, missing protections, things that differ from industry standard
• questions to ask — clarifications needed, potential negotiation points
• risk assessment — low/medium/high, and whether you should probably have a lawyer look at it

because your watchstander knows your business, it can flag things that are specifically problematic for your situation — not just generic red flags.

works for vendor agreements, service contracts, leases, employment contracts, NDAs, customer terms — any business document you're asked to sign.

the ROI: one bad contract clause can cost you thousands. a lawyer charges $300-500 per contract review. this pays for itself the first time you catch something you would have missed.

Tax Researcher

tax questions answered without the billable hours.

small business tax questions come up constantly — and most of the time you just need a straight answer, not a $400 consultation.

• "can I deduct this expense?"
• "what's the difference between these entity structures for tax purposes?"
• "how do I handle this 1099 situation?"
• "what quarterly payments should I be making?"
• "what records do I need to keep for this?"

your watchstander knows your business structure, your state, and your general situation. it gives you jurisdiction-aware answers that actually apply to you — not generic advice that may or may not be relevant.

for complex situations, it tells you when you need a CPA. for straightforward questions, it gives you the answer and explains the reasoning.

not tax advice — educational information to help you understand your situation and prepare for conversations with your tax professional.

General Business Research

jurisdiction-aware, industry-specific answers to questions like:

• compliance requirements for your specific type of work
• permit and licensing questions for your state
• insurance coverage questions
• HR policies and employment law basics
• vendor comparison and due diligence
• industry regulations and best practices

24/7 access to informed answers that would otherwise require scheduling a meeting with an expensive professional — or worse, guessing and hoping you got it right.

TEAM MANAGEMENT

keeping your people in the loop

these are operational add-ons for businesses that want deeper team integration

Morning Briefings

daily summary to each employee:

• their jobs for the day
• special notes
• weather alerts
• anything they need to know

no more morning huddles just to share what everyone already should know.

prefer a phone call?

on your way to work, your watchstander calls you with a verbal briefing: what happened yesterday, new leads that came in overnight, the plan for the day, any issues that need your attention. you structure the report however you want — whatever you need to know to hit the ground running.

some people read better. some people listen better. your watchstander delivers information however works for you.

Schedule Change Notifications

schedule changes → affected team members automatically notified.

no more "I didn't know." no more missed jobs because someone didn't get the update.

Time Tracking

employees clock in/out via text. hours calculated automatically. exportable for payroll.

simple, no-app-needed time tracking. they text "in" and "out." that's it.

Time-Off Requests

requests received via text or form. coverage checked. routed to you for approval.

no more verbal requests that get forgotten. everything tracked, everyone informed.

COMPLIANCE & DOCUMENTATION

keeping the paperwork straight

Contract/Agreement Generation

service agreements, contracts, proposals generated from templates with job-specific details.

you fill in the blanks once. your watchstander handles the rest.

E-Signature Integration

documents sent for electronic signature. tracked. stored. reminders if they don't sign.

get contracts signed in hours, not days.

License & Certification Tracking

tracks business licenses, employee certifications, renewal dates. alerts before expiration.

never let a certification lapse because you forgot the date.

Certificate of Insurance (COI) Tracking

stores COIs. tracks expiration dates. reminds you when renewals are coming.

this is just tracking dates and documents you already have — not dealing with insurance policies or claims.

ANALYTICS & REPORTING

understanding what's happening

Daily/Weekly Digest

summary report: calls, appointments, invoices, payments, key metrics.

know what happened without digging through data.

Job Costing

tracks labor, materials, time per job. shows you true profitability.

stop accidentally doing unprofitable work.

INDUSTRY-SPECIFIC

capabilities for specific business types

Service Trades (Plumber, Electrician, HVAC, Landscaping)

• permit status tracking
• inspection scheduling coordination
• material estimation helpers
• seasonal service campaigns ("time for your annual AC tune-up")
• equipment warranty tracking
• maintenance reminders to customers

Contractors/Construction

• subcontractor scheduling and confirmation
• change order processing
• progress documentation (organized photos by phase)
• lien waiver collection
• project timeline updates to clients

Auto Shops

• diagnostic intake (make, model, year, symptoms, timeline)
• parts availability notifications
• service interval reminders
• vehicle history tracking

Real Estate

• lead qualification (budget, timeline, preferences)
• property matching
• showing scheduler
• transaction coordination

CUSTOM SOLUTIONS

if it's repetitive, predictable, and language-based — we can probably build it

every business has unique workflows that eat up time.

an electrician writing code compliance letters for every job. a contractor generating change order documentation. a service company compiling weekly reports from messy data.

tell us what's killing you. we'll figure out if your watchstander can handle it.

READY TO SEE WHAT MAKES SENSE FOR YOUR BUSINESS?

~ Cooper