Harbour Print & CopyEmailed to accounts@ · 14 October
Tax invoice 5521500 A5 flyers, double-sided212.00
Design changes45.00
GST38.55
Total295.55
Professional services
Less time on admin, more time on the work you bill for.
Accountants, lawyers, consultants, designers and agencies spend hours on onboarding, documents and chasing payment. Buildloop builds AI assistants that draft that work for you to check, so nothing goes out without your yes.
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 and enquiry triage
Enquiries sorted by what they need, with a reply drafted in your voice for you to send.
Client onboarding
New clients welcomed and asked for what you need, with reminders until it arrives, each one approved by you.
Proposals and letters
Proposals, engagement letters and reports drafted from your own templates, ready for you to check.
Invoicing and chasing
Invoices sent from Xero with Pay now, and polite reminders that wait for your approval.
Meetings and reminders
Meetings booked around your calendar, with a reminder beforehand.
A weekly snapshot
A plain-English read each week on what's been invoiced, what's been paid and what's overdue.
Your AI team
The assistants we'd start with
Four of our 21 assistants that suit professional services best. A short chat tells us which ones fit yours.
Inbox Assistant
Keeps your inbox under control.
- Sorts new email in your own Gmail and puts what needs you at the top
- Drafts replies in your words; nothing goes until you press Send
- Files bills, notices and newsletters under their own labels
- Passes quote requests and bills to your other assistants
- Tracks who owes you a reply, with a nudge ready, and a morning brief
AvailableLaunching now with our first customers. We set it up with you.
NZ$79 a month · 2000 emails 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.
Client Onboarding Assistant
Welcomes new customers and gathers what you need.
- Sends a welcome in your tone the moment they say yes
- Collects details, documents and sign-offs, chasing gently
- Checks nothing's missing before the work starts
- Sets them up in every system at once
- No more typing the same details three times
Documents Assistant
Drafts proposals, reports and letters in your style.
- Reads your past documents and turns them into templates
- Writes in your tone, always on brand
- Pulls the right details from your systems
- Drafts the covering email in your voice too
- Keeps every version tidy and easy to find
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.
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
Will it work with my practice-management software?
Where it offers an integration, yes. We connect to Xero, Gmail, your calendar and more, and work alongside what you already use rather than replacing it.
Can it keep to our wording and disclaimers?
Yes. We build your templates, sign-offs and required wording into what it drafts, and you check every draft before it goes.
Does it give advice to my clients?
No. It drafts and organises; you decide what's said. Anything that needs your judgement comes to you.
Who sees client files?
Only you and your team. Data is encrypted, isolated to your business and never shared between businesses. Your data is stored in Sydney. To write replies, text is sent to our AI provider in the US.
What if I want to start small?
Start with one job, like chasing invoices or onboarding new clients, then add more once it's earning its keep.
Ready to automate your professional services admin?
Start the discovery chat and we'll map your first tool together.