Harbour Print & CopyEmailed to accounts@ · 14 October
Tax invoice 5521500 A5 flyers, double-sided212.00
Design changes45.00
GST38.55
Total295.55
Any business
If it's repetitive, it's a candidate for automation.
Owner-operated businesses of every kind are full of repeatable admin. Buildloop builds AI tools that take it off your plate and give you a clear read on the numbers.
From our work
A booking made, and the paperwork that follows it, handled.
Here's what that could look like for a services business, drawing on software we've built for New Zealand businesses.
Enquiry to booking, by text
Priya S.New client
Text Message · Monday 9:14 pm
Visitor: Hi, do you have anything Thursday after 3?
Assistant: Hi Priya, Thursday I have 3:30pm or 4:15pm with Sam. Would either suit?
Visitor: 3:30 thanks
Assistant: You're booked for Thursday at 3:30pm with Sam. We'll text a reminder the day before.
Every receipt read and filed
Read and codedMarketingOctober · spring campaign
Matched to the bank · 15/10 HARBOUR PRINT 295.55No receipt for a 64.90 card payment on 12/10. The card holder has been emailed for it.Names, prices and messages are examples. See the full story of our work
What we'd build
The loops worth closing first
Each of these is a custom tool with AI woven through it, built around how you actually work.
Inbox + enquiry triage
Enquiries sorted by intent and urgency, with replies drafted automatically in your voice.
Invoice + debtor chasing
Timed reminders that get you paid faster, each one approved by you.
Automatic follow-ups
Quotes and clients nudged on schedule, so opportunities don't quietly go cold.
Document + report drafting
Proposals, reports and summaries drafted straight from your own data and templates.
Review requests
Happy clients asked for a Google review at the right moment, replies drafted for you.
Weekly profitability snapshot
A plain-English read each week on what's making and losing money.
Your AI team
The assistants we'd start with
Four of our 21 assistants that suit most businesses best. A short chat tells us which ones fit yours.
Booking Assistant
Books, moves and fills appointments around your calendar.
- Books by text, email or phone, around your real calendar
- Allows for travel time between jobs
- Knows how long each type of job really takes
- Handles reschedules and fills gaps from your waitlist
- Sends reminders, so fewer no-shows
- Calls customers for you when a text won't do
AvailableLaunching now with our first customers. We set it up with you.
NZ$79 a month · 300 texts included
+ NZ$49 a month AI control centre, once for all your assistants
Plus a one-off set-up and configuration fee, agreed after a short call.
Live chat
Answers your customers' questions from what you've checked.
- On your website, and by chat link everywhere else
- Says when it doesn't know, then passes it on
- Suggests a reply for your team to check and send
- Replies in the language your customer writes in
- Tested before every change goes live
- Learns from every chat, with you approving each change
- Staff chat answers your team's questions about the business too
AvailableReady now. Switch it on today and we help you set it up.
NZ$99 a month · 150 chats included
+ NZ$49 a month AI control centre, once for all your assistants
Plus a one-off set-up and configuration fee, agreed after a short call.
Get Paid Assistant
Sends your invoices from Xero with Pay now, chases politely, and tells you the moment you're paid.
- Drafts an invoice in Xero from one sentence, from the customer's last invoice
- Sends it with the PDF, Pay now by card, and your bank account
- Chases on each customer's plan, with one statement per customer
- Checks Xero right before every reminder, so nobody who's paid is chased
- Reads the replies: pauses for a promise, and hands a dispute to you
- Tells you the moment Xero records a payment
AvailableReady now. Switch it on today and we help you set it up.
NZ$79 a month · 150 invoices included
+ NZ$49 a month AI control centre, once for all your assistants
Plus a one-off set-up and configuration fee, agreed after a short call.
Cashflow Assistant
Tells you every Monday whether cash is fine for the next 13 weeks, and the week it gets tight and why.
- A Monday email: one sentence on whether cash is fine, and when the tight week is
- A 13-week cash forecast from Xero and your bank feed, asked for by Xero users
- Every NZ tax payment ahead: GST, PAYE, provisional and end-of-year, on the right dates
- Budget against actual each month, in your own profit and loss order, asked for by Xero users
- Spots double payments, new direct debits and costs that jumped
- Answers questions like "can I afford a new ute?" from the same numbers
AvailableLaunching now with our first customers. We set it up with you.
NZ$49 a month · 300 questions included
+ NZ$49 a month AI control centre, once for all your assistants
Plus a one-off set-up and configuration fee, agreed after a short call.
Why custom
Software that fits your business, not the other way round
- Built around your real workflow, not a generic template
- Fixed price, agreed up front in the proposal
- Shipped in weeks, improved on an ongoing loop
- Your team trained to actually use it
How do you know what to automate first?
The discovery chat surfaces it. We start where you'll save the most time or recover the most money, not with whatever's flashiest.
Is there a minimum size to work with you?
If you're an owner doing several roles at once, we can almost certainly help. We work best with small, busy teams.
Will this replace my admin person?
It's more about freeing them from the repetitive grind so they can do the work that actually needs a human. You stay in control of anything important.
What if I want to start small?
That's the recommended way: one loop, proven, then expand. You're never signing up for a big-bang rebuild.
Is my client data kept private?
Yes. It's encrypted, isolated to your business, and never shared between clients or sold. We'll send you a copy whenever you ask.
Ready to automate your admin?
Start the discovery chat and we'll map your first tool together.