An office manager for small importers
The second brainthat never loses a supplier email.
It reads the email from suppliers, the freight forwarder and the customs broker, remembers what each supplier promised and what's still missing, and preps your day. It writes in your style, you approve and send.
Where you are today
Half the day goes on chasing other people's documents and emails. Right?
The customs broker wrote that a certificate of origin is missing, and the email got buried among twenty others.
The morning brief shows what's waiting for a reply. The missing document is noted on the shipment's page, and the system drafts a request to the supplier. You send it.
You hold six shipments in your head: what shipped, what's on the way and what's stuck.
Every shipment has a page. The system doesn't track vessels. It organizes what's written in your emails and what you wrote to it.
A supplier updated a price on a call, and you didn't write down where.
A few words in writing after the call, and the price is saved on the supplier's page with the date.
Before a call with a supplier, you scroll through two months of thread.
A prep page before the call: the last order, the price you agreed and what's open with them.
One day in the business
A day with a stuck shipment.
Morning brief: three supplier emails that came in overnight, the customs broker is waiting for a certificate of origin, and a supplier meeting at two.
A draft email to the supplier: the request for the certificate of origin, with the order number from the shipment's page. You read it and send.
A call with the forwarder about the arrival date. After it, a few words in writing, and the date goes into the shipment's page.
A prep page for the supplier meeting: the last order, the price you agreed and what they haven't answered yet.
A customer asks when the goods arrive. One question to the system, and you see the date from the latest email and what you promised them.
End of day: what moved, what carries over to tomorrow and what's still waiting on a supplier.
Who runs it today
What clients say about us
1 of 2
Access and privacy
What we see, and until when.
We only access what you approve
In the mapping call we go through together what the system needs to see. That is what we get access to, and nothing more.
Sensitive topics come straight to you
In the mapping call we write a list of sensitive topics with you, for example your lawyer, the tax authority or a dispute over money. The system flags them and passes them to you, without drafting a reply.
At the end of the first month we remove our access
We do it by hand and tell you when it's done. You can also remove us yourself at any point, without asking.
Your files, your decision
Everything is stored in a private place in your name. You decide what is shared and with whom, and you can keep parts that are shared with no one, including us. We don't pass the content on.
The questionnaire is saved with us
If you fill in the questionnaire and leave an email, your answers are saved with us to prepare the mapping call.
How it works
From payment to a system that works.
01 Mapping call
45 minutes on how you work
You pay, pick a time and meet on a video call. We go through your clients, your projects, what's stuck today and what could help with the day-to-day. If you don't have a Claude account yet, we open one together in the same call.
02 The build
We build the system around your business
A structure for clients, projects and decisions, the morning and evening routines, and the connection to Claude. At the end you get a recorded walkthrough of your own system, with tips and instructions on how to use it.
03 First month of support
You work with it, and ask us
Questions in writing, usually answered within 24 hours. Along the way we update and tune the settings, with your approval, and every improvement we release in this period reaches you too. From month two you can continue with monthly support, or stop.
Price
A clear price,
no surprises.
Setup is paid once and includes the first month of support. From month two there is monthly support, if you want it. You pay for Claude directly to Anthropic.
Full setup
For small businesses and freelancers who want a system built right from day one.
What's included
- A 45-minute mapping call on how you work today
- A full structure around your real work: clients, projects, knowledge and decisions
- Connection to your tools that have a ready-made connection. We settle exactly which in the call
- Daily and weekly routines: morning brief, meeting prep, replies in your style, a list of what you promised, end of day and weekly review
- Planning for the month, the quarter and the year, from your business files
- A recorded walkthrough of your system, which stays with you
- A first month of written answers
- Regular updates to the settings, and every improvement we release this month
What's not included
- The Claude subscription: about $20 a month, paid directly to Anthropic in your name
- A second business. Each setup is for one business
- Custom development and integrations
- Entering your business information for you. It's your system, and you keep it up to date
- Phone availability. Answers are in writing, usually within 24 hours
At the end of the first month we ask whether you want to continue with monthly support. It starts only if you approve, and you can stop it any time.
Hands-on support
For several businesses, a small team or specific integrations, with regular meetings with me.
Everything in the full setup, plus
- Regular video meetings instead of written answers
- I go through the settings with you and tune them as we go
- Integrations and automations, depending on what your business needs
Worth knowing
- Our access stays for a longer period, as we agree. You can cancel it any time
From month two
per month · stop any time
The first month is included in the setup. From here it's ongoing support, if you choose it.
- A monthly health check. If it needs access, we ask you for it each time
- Regular updates and tuning of the settings, so the structure doesn't drift and the system works its best for you
- Every improvement and new capability we build, installed on your system with your approval
- Priority in replies
On top of that, the Claude subscription, about $20 a month, paid directly to Anthropic. That is the running cost on Claude's basic plan.
A full refund if it's not a fit.
If after the mapping call you or we decide it's not a fit, we return the full payment and don't start building.
FAQ
What people ask before they start
How do I track overseas shipments without an ERP?
Every shipment has a page: what was ordered, what shipped, the ETA in the latest email and which document is still missing. The system fills it from your email and the updates you write to it, and what's missing comes up in the brief.
An AI that writes emails to suppliers abroad?
Yes, it's one of the most common uses. A draft based on what was already agreed with the supplier. It writes in your style, you approve and send.
Does it read WhatsApp or WeChat?
No. There's no connection to either. What matters from there, a price or a date, you write to the system in a short sentence.
Does it connect to my ERP or my forwarder's system?
Only if it has a ready-made connection to Claude. We check that in the mapping call, and if it doesn't, we tell you before we start.
Do my prices and suppliers sit with someone else?
No. The files sit in a private place in your name, and you decide what is shared and what stays only with you. We have access during setup and the first month of support, and at the end of the first month we remove it by hand.
What exactly does the office manager do, technically?
It's Claude, connected to the tools you already have, email and calendar and whatever has a ready-made connection, plus a private folder of files in your name: clients, projects, decisions and what's still open. It reads the folder before it answers, and writes to it what changed. What exactly gets connected, we settle together in the mapping call.
Is it safe to let an AI read my email?
In the mapping call we go through the privacy settings in your Claude account with you, switch off the use of your data for training together, and connect only the mailboxes you choose. Sensitive topics you've defined come straight to you.
Who sees my information?
During setup and the first month of support we have access to what you approved in the call. At the end of the first month we remove it by hand and tell you, and you can remove it yourself at any moment. The files sit in a private place in your name, and you decide what is shared and what stays only with you.
Do I need a Claude account? What if I don't have one?
Yes, the system runs on Claude. If you don't have an account yet, we open one together in the mapping call. It's about $20 a month for the basic plan, paid directly to Anthropic in your name. If you use it a lot, you may need a higher plan, and we'll tell you if it looks like you do.
How much does it cost to set up an AI system for a small business?
With us it's $390, once, including the first month of support. From month two it's $49 a month, only if you choose to continue. On top of that, the Claude subscription, about $20 a month, paid directly to Anthropic.
What's the difference between this and Claude Cowork?
Cowork is Anthropic's agent that carries out tasks for you on your computer. The more it knows about your business, the more useful it is. We build the structure that Cowork and Claude work from: clients, projects, decisions and routines, fitted to your business. If you already work with Cowork, the system complements it.
What's the difference between this and the memory in ChatGPT or Claude?
The built-in memory keeps details and preferences from your chats, and it's good that it exists. It doesn't organize your business: what's open with each client, what was decided and why, what needs to happen tomorrow. We build that, in your files, in a structure you can see and change.
How do I organize client information without an expensive CRM?
Every client has a file: who they are, what was agreed and what's open. The system reads from it and writes to it as you work, so the file stays current without a separate hour of typing. If you already have a CRM, we check in the mapping call whether it has a ready-made connection.
I have no technical background. Is this for me?
Yes. We set up everything, and at the end you get a walkthrough of your own system. In daily use you write and ask in plain English.
How long does it take to set up?
The mapping call is 45 minutes. At the end of the call we agree when the office manager goes live. It becomes more useful the more of your real work goes into it, mostly in the first weeks.
Does it send emails by itself?
Only if you decide so. It writes replies in your style, and in setup we decide whether it sends them or waits for your approval. Sending depends on your email connection, and we check that in the mapping call. It doesn't send anything you haven't allowed it to.
Does the system get better over time?
Yes. Every meeting, decision and end-of-day summary is saved in your files, and it reads them before it answers. After a month it knows your clients better than on day one, because it has more to read. On top of that, we update the settings during support, with your approval.
Can I plan the year with it?
Yes. For the month, the quarter and the year it prepares a plan from what's already written in the files: clients, projects, what got closed and what dragged on. You correct it and decide.
Does it work with WhatsApp?
In a pilot, with the first clients. The office manager gets a separate business WhatsApp number, in your name. Your morning brief arrives there, and you send it messages by voice or in writing, and they go into the right file. It doesn't read your existing conversations and doesn't write to your clients. If there's a cost, we settle it in the mapping call.
What happens to the files if I stop support?
They stay yours. They're plain text files, readable in any software, and Claude keeps working from them. What stops is our checks and improvements. If you ever want to move to another tool, the files come with you. It takes some work, but you don't start from zero.
Who it fits
A business where everything goes through you.
- Freelancers and small businesses where you run things yourself
- People whose work goes through email and calendar: accountants, importers, consultants and small offices
- People who can spend a few minutes a day working with it
- People who want to decide for themselves what goes out in their name
- If you're looking for someone to manage your clients for you. The office manager writes replies by the rules you set. It doesn't hold conversations or commit on your behalf.
- If you want someone to handle client conversations on WhatsApp. It doesn't read your existing conversations and doesn't write to clients.
- If you're a team of ten that needs a shared CRM. This is built for one business owner.
45 minutes of mapping,
and a system that knows your business better the longer you work with it.
And if it's not a fit after the call, you get your money back.