Service · AI for your business
Most service businesses with 5 to 20 people don't have an office manager, an in-house bookkeeper, or anyone technical. The owner does the back office at night. An AI operations agent keeps the books tidy, the deadlines tracked, and the crew paperwork moving, and gives you a short list each morning. You and your CPA still make every call.
In short
An AI operations manager is an agent connected to a small business's accounting, payroll, timesheet, and document tools that does the back-office prep work: categorizing transactions, matching receipts, tracking tax and payroll deadlines, flagging timesheet problems, running onboarding checklists, and sending the owner a weekly scorecard. Almanac Office sets these up for Utah service businesses. The agent prepares and reminds; it never files taxes, runs payroll, or moves money on its own.
What it handles
Four areas, set up one at a time, starting with whichever costs you the most hours.
An example week
An HVAC company with 14 people, QuickBooks Online, Gusto, and Ramp cards. Fictional company, illustrative week.
Fictional company, illustrative example, not a real client.
Hard lines
The back office is where a careless agent can do real damage. These limits are set in the setup, not left to the AI's judgment.
Tools
No new software for your office. How deep it can go depends on each tool; we check yours before you pay anything.
| Area | Connects well | Good to know |
|---|---|---|
| Accounting | QuickBooks Online, Xero | Reads and drafts. Your bookkeeper confirms. |
| Payroll | Gusto | Gusto's connector prepares payroll and requires a person to confirm every action. Other payroll providers are mostly read-only or closed to outside tools. |
| Cards and bills | Ramp, Brex, BILL, Expensify | Reads spend, receipts, and bills. Paying bills stays with you. |
| Crew time and scheduling | Connecteam, Deputy | Connecteam needs its Expert plan or higher. Other scheduling apps are harder to connect; we check yours first. |
| Documents and e-signature | Google Drive, Notion, DocuSign | Handbook, procedures, offer letters. |
| The AI itself | Claude, ChatGPT, Meta Muse | We set up the one that fits your tools best. |
It starts with an AI Jumpstart: we pick the three back-office jobs costing you the most hours and set those up first. See the front-office examples for quotes, calls, and scheduling, and what QuickBooks and Gusto's own AI already do.
FAQ
No. It does the prep work they'd otherwise bill you for or chase you about: categorizing, matching receipts, collecting W-9s, and building the month-end and year-end packets. They still review the books, give the advice, and file the returns.
It can prepare it, not run it. It checks timesheets, flags missed punches and overtime, and gets payroll ready in your payroll software. You review and press run. Gusto's own AI connector requires a person to confirm every action, and we keep it that way.
Social Security numbers, bank details, medical notes, and anything similar stay inside your payroll and HR systems. The agent works with summaries and flags, never copies of sensitive documents, and it only gets access you grant and can revoke.
No. That's the point. You talk to it like you'd talk to an office manager, by text or chat. We do the setup, connect your tools, and show you and your office person how to use it.
Yes. We pick the one that connects best to the tools you already use. Claude and ChatGPT both have official connectors for Jobber, Gusto, QuickBooks, and Quo; Meta's Muse for Small Business connects QuickBooks, Stripe, Shopify, and your Facebook and Instagram accounts. Some businesses use more than one.
Most services in Utah aren't, but some are, and it can depend on the line item: cleaning a home generally isn't taxable, cleaning furniture or rugs generally is. Your CPA decides; the agent tags invoice lines the way your CPA tells it to.
Send your site. Within 48 hours you get a one-page teardown covering speed, search, Maps, reviews, calls, and AI visibility. No call required.