Question 1

What is an AI agent, in your terms?

Accepted Answer

A worker that reasons, acts and improves a process on its own — not a tool somebody has to sit and operate. Each agent has one job, a defined trigger and a defined place to put the result: Cassie calls on overdue invoices, Vinnie codes vendor bills to the right job and cost code, Trina matches the bill to the PO and the receipt. Hired together they behave like a workforce you can scale without recruiting, working every corner of the back office 24/7. Each one is trained on your data, built for your industry and governed by your rules — you set the limits, they work inside them. The narrow scope is deliberate: it is what makes the output reliable enough to trust unsupervised.

Question 2

Is this a chatbot?

Accepted Answer

No. There is nothing for your team to open, prompt or talk to. The agents run in the background against the systems you already use, and the work shows up as a coded bill, a submitted pay app, a chased daily report or a call that got answered. Rexpt, the receptionist, is the one exception — it talks, because it answers your phone.

Question 3

Do the agents make decisions on their own?

Accepted Answer

They act inside limits you set, and anything above the line waits for a person. An agent will code a routine vendor bill, chase a missing daily report and send a follow-up on a quote without asking. It will not approve a payment, release a lien waiver, submit a change order to a GC or write off a balance without a human clicking approve. You choose where that line sits during setup, and you can move it later.

Question 4

What happens when an agent gets it wrong?

Accepted Answer

Every action is logged with what triggered it, what the agent did and what it wrote where. When confidence is low the agent stops and queues the item for a person instead of guessing. You get a daily exception list — the things that need a human — and we tune the rules against real cases in the first weeks, which is when most corrections happen.

Question 5

Will this replace my office staff?

Accepted Answer

It takes the re-keying off them. The work the agents absorb is the work nobody was hired to do: entering the same job number in four places, chasing paperwork, re-reading an email thread to find a change order. Your controller and PMs keep the judgement calls, the client relationships and the exceptions. In practice teams handle more volume with the same people rather than fewer people.

Question 6

Which model or AI provider do you use?

Accepted Answer

We use commercial enterprise APIs from major providers, chosen per task, and the choice can change as models improve. What stays constant is the contractual position: your data is not used to train anyone's model, and it is not retained by the provider beyond the processing of the request.

Question 7

Is my company data used to train AI models?

Accepted Answer

No. We use enterprise API tiers where training on customer data is contractually excluded, and we do not train any model of our own on your data. Your job costs, customer list, pricing and margins are inputs to a request, not training material.

Question 8

Where does my data actually live?

Accepted Answer

In your systems. The agents read from and write to ServiceTitan, QuickBooks, Procore and the rest of your stack, and those remain the system of record. We hold operational data — the queues, logs and rules the agents run on — in encrypted storage in US data centres, encrypted in transit and at rest.

Question 9

What access do you need, and can you be scoped down?

Accepted Answer

We ask for the narrowest permission set that lets each agent do its job, using each platform's own API and OAuth rather than shared logins or a password in a spreadsheet. If an agent only needs to read the budget, it gets read on the budget. Access is per-integration and per-agent, so you can revoke one without taking down the rest.

Question 10

Who on your team can see our information?

Accepted Answer

The engineers assigned to your build, and only while they are working on it. Access is role-based and logged. We do not move client data between accounts, and nothing from your account is used as an example, benchmark or demo without written permission.

Question 11

What about the phone calls Rexpt answers?

Accepted Answer

Calls are recorded and transcribed so the follow-up agents have something to work from, and recording notice is configured to your state's requirements. Retention is set by you. Transcripts and recordings live under your account and are deleted on your schedule.

Question 12

What happens to our data if we stop working with you?

Accepted Answer

The agents are switched off and your operational data is exported to you and then deleted, on request, within thirty days. Because the systems of record were always yours, nothing you rely on day to day leaves with us — no migration back, no export project, no hostage data.

Question 13

Do I have to switch software?

Accepted Answer

No. That is the whole premise. Your crews keep the app they know, your bookkeeper keeps the ledger they know, and no one gets a new login. The agents work in the gaps between those systems, which is where the money was leaking.

Question 14

Which platforms do you integrate with today?

Accepted Answer

ServiceTitan, QuickBooks, Procore, GCPay, Oracle Textura, FieldPulse, BuildOps, ServiceTrade, Jobber, Housecall Pro, Service Fusion, FieldEdge, Workiz and Simpro — plus email, calendars, spreadsheets, document drives, bank feeds, GC payment portals, permit portals and payroll providers.

Question 15

What if my platform isn't on that list?

Accepted Answer

If it has an API, we can almost certainly work with it. If it doesn't, we work the way your team does — through the portal, the export, the inbox. We have built against whiteboards and shared spreadsheets. Bring the actual stack to the audit call and we will tell you honestly what is straightforward, what is awkward and what isn't worth doing.

Question 16

Will this break the sync I already have between two systems?

Accepted Answer

We work around existing syncs rather than through them, and we watch them. Where a native sync is already moving data, the agents leave it alone and reconcile the result — the FieldEdge and QuickBooks gap is a common example. Nothing is deployed until it has run against your data in a staging pass first.

Question 17

How long does integration take?

Accepted Answer

The first workflow is usually live in days, not months. We start with your single largest bottleneck, get it running, and add from there. There is no migration phase because there is no migration.

Question 18

My industry isn't on your Solutions pages. Are you a fit?

Accepted Answer

Probably. Plumbing, electrical, HVAC and the rest are on the site because they are the trades we see most, not because the work is trade-specific. Underneath, the problem is the same in every one: work gets done in the field, the paperwork lags, and the invoice goes out late. If you run jobs, bill progress, buy materials and chase receivables, the roster applies. Roofing, mechanical, fire and life safety, low voltage, concrete, glazing, landscaping, restoration and specialty subs all sit in that shape.

Question 19

Do you work with residential contractors, or only commercial?

Accepted Answer

Both, with a different emphasis. Commercial work leans on pay apps, retention, lien waivers and change orders. Residential leans on call answering, quote follow-up, same-day invoicing and review requests. The agents exist for both — which ones you hire is what the audit call decides.

Question 20

How small is too small?

Accepted Answer

If you have someone doing back-office work as a full-time job, there is enough volume to be worth automating. Below that, the honest answer is usually not yet, and we will say so rather than sell you a workflow that pays for itself in four years.

Question 21

We're a GC, not a sub. Does that change anything?

Accepted Answer

Yes, it flips the direction. Subs chase their pay app upstream; GCs collect compliance and waivers from dozens of subs downstream before a draw closes. Both are the same kind of chasing, and both are agent work.

Question 22

What is AI CFO, and how is it different from the agents?

Accepted Answer

The agents do work — coding bills, chasing paperwork, submitting pay apps. AI CFO reads the result and gives you the decision. It connects to QuickBooks Online and answers financial questions in about two minutes, with short, medium and long-term context on every answer, plus predictive cash flow, job-by-job profitability and 7-day, 30-day and 90-day action plans. It sits above the roster rather than inside it, and you can buy it without buying an agent build.

Question 23

Does it replace my bookkeeper?

Accepted Answer

No. Someone still has to keep the books, and AI CFO depends on them being kept. What it replaces is the analysis nobody has time for — the reason you find out a job lost money in month three instead of week two. On CFO Pro it also runs ongoing data quality monitoring, which catches the coding mistakes a bookkeeper misses.

Question 24

Do I need QuickBooks Online for it to work?

Accepted Answer

Yes, today. AI CFO reads QuickBooks Online directly through Intuit's API — no exports, no spreadsheet templates, no manual data entry. Desktop and other ledgers are not supported at the moment. If you run something else, the agent roster still applies; AI CFO does not yet.

Question 25

Is my ledger data safe?

Accepted Answer

The connection is read-only through Intuit's own OAuth, so there is no password shared and nothing written back to your books. Your financial data is not used to train any model, it is encrypted in transit and at rest, and you can revoke the QuickBooks connection from inside Intuit at any time. The security answers above apply here in full.

Question 26

How long does setup take?

Accepted Answer

One session. You create an account, enter your company details and connect QuickBooks — the first analysis runs off your existing data straight away, so there is nothing to configure and no historical import to wait on.

Question 27

How long is the free trial?

Accepted Answer

Seven days. After that you're billed at the rate of the plan you signed up on — CFO Starter at $299/month, CFO Pro at $997/month or CFO Partner at $1,997/month. Cancel any time during the seven days and you're not charged, and there are no setup fees on any tier.

Question 28

Does Bookkeeper Assistant move money in QuickBooks?

Accepted Answer

No. It is read-only by default. Where a fix needs a write, it writes the instruction and a named human approves and executes it — deposits, journal entries and credit applications always go through a person in the QuickBooks interface.

Question 29

Does this replace my bookkeeper?

Accepted Answer

No. It gives your bookkeeper a worked, sourced list instead of a question. In practice it finds the reconciling items — the duplicate bill, the unrecorded deposit, the misapplied payment — and hands them over already explained, with the source and the date attached.

Question 30

What does it actually check?

Accepted Answer

Five things: supplier statements against open bills, payables ageing by job and by supplier, the bank feed against the register, remittances against invoices, and the numbers your team reads every morning. Every finding ties to a source document before it's reported.

Question 31

How accurate is it?

Accepted Answer

Every reconciliation is proved against its own source before anything is reported — statement totals against the printed page, feed completeness against the bank's own balance, ageing against the QuickBooks report. Where the numbers don't tie, the difference is named rather than hidden.

Question 32

Which QuickBooks version does it work with?

Accepted Answer

QuickBooks Online, through Intuit's own API. It reads bills, payments, the register and open invoices directly — no exports, no CSV uploads, no manual entry.

Question 33

What if my field service system and QuickBooks are already out of sync?

Accepted Answer

It surfaces that instead of masking it. If invoices, job costs or payments are failing to cross from your field system into QuickBooks, that shows up as a finding — fixing the upstream sync is a separate, sometimes larger conversation, and one we'll flag rather than paper over.

Question 34

Can you build something that isn't in the roster?

Accepted Answer

Yes, and most engagements include some of it. The fifty-six agents cover the patterns we see repeatedly. Your business will have a few things that are genuinely yours — how one GC wants pay apps assembled, a margin rule specific to your service agreements, an approval chain that runs through one person. Those get built as custom workflows alongside the standard agents.

Question 35

How do you decide what to build first?

Accepted Answer

The 30-minute audit maps where work stalls, and we build against the largest measurable leak first. Usually that is unbilled change orders, slow portal billings or aged receivables nobody is working. One workflow live and returning is worth more than eight half-configured.

Question 36

Who builds and maintains it?

Accepted Answer

We do. There is no implementation project for your team to staff, no internal admin to train, and no platform for you to manage. When a vendor changes an API or your process changes, we handle it as part of the engagement.

Question 37

Can we change the rules once it's running?

Accepted Answer

Yes. Thresholds, approval limits, escalation paths, wording, who gets notified — all of it is meant to be adjusted, and most clients tune it in the first month as they see real output. Structural changes go through us and get staged before they go live.

Question 38

What does a custom workflow cost?

Accepted Answer

Plans start at $299 per month, and every workflow is scoped to return roughly five times its cost through recovered billing and faster collection. You get the number before you commit — if the maths doesn't work on your volume, we will tell you.

The questions contractors actually ask us

AI agents, in plain terms

Security and your data

Integrations and your stack

If you don't see your trade

AI CFO

Bookkeeper Assistant

Custom workflows

Bring us the awkward version of your process