Checked and renewed. Access to an account doesn't last forever. QuickBooks access lapses if it isn't renewed within 100 days, and Google's email access can end when you change your password or go six months without using it. We renew what can be renewed. When access lapses and needs you to sign in again, we tell you and walk you through it.
AI Implementation · Safety & monitoring
Safety rules built in, and someone checking.
The way AI fails in a small business isn't dramatic. It stops on a Tuesday, nobody notices, and three weeks later a customer mentions they never got a call back. Or it sends something it shouldn't have, once, to the wrong person. No setup is risk-free. Safer AI for a business comes down to two things: rules built in from day one, and, with monitoring (it comes with Installed setups), someone checking every month that they still hold.
The rules
Built into every install, not added later.
01
Drafts by default, you approve
drafts, not sends
Out of the box the AI drafts and a person approves, and emails and posts don't leave your business on their own. Switching a job to automatic is your decision, and you can switch back any time. We don't recommend automating payments.
02
Built to avoid repeats
duplicate sends · checked for
Built to avoid duplicate sends. Anything we build that sends a message checks what already went out, so a job that restarts halfway through doesn't simply start over from the top.
03
Passwords kept in one protected place
never in chats · checked
Keys and passwords sit in one protected file, never pasted into a chat or scattered through notes. A scan checks for strays.
04
Its actions are logged
action log · reviewable
Its actions are logged so they can be reviewed: what it read, drafted, and sent, day by day. So you can check what it did and correct what's off.
05
Missed check-ins get flagged
job check-ins · flagged to us
Every scheduled job checks in. With monitoring, if a job misses its check-in we're alerted and look into it. We don't promise a response or fix time. Alerts aren't watched around the clock.
06
Your accounts, your data
your logins · your bill
The AI connects under your own logins. The brain and scheduled jobs live on a computer in your office. An optional battery backup ($249, installed) doesn't keep that computer running through an outage: it keeps it on for a few minutes and tells it to shut itself down cleanly, which reduces the risk of damage to the device and its data from a sudden power cut. It's not a guarantee, and batteries wear out over time. On Installed setups, a nightly backup copy of the brain files goes to a second location; tell us if that's a problem. Your email and files stay in your own accounts, but when the AI reads something, that content goes to the AI company under your account's terms. If some records can't go there, tell us and we'll scope what a more private setup costs and gives up. The AI subscription is billed to you directly by the AI company; we never mark up usage.
What to expect. It drafts; you decide. AI can state a wrong fact confidently, so a person approves what goes out, and you're responsible for what you approve.
Monitoring is a monthly check-up, not round-the-clock supervision. Results vary, and we don't offer guaranteed response or fix times. Without monitoring, nobody is checking it for you. See our Terms.
Monthly monitoring
What we check, every month.
connections
jobs
Every scheduled job checked in. If a job misses its check-in we're alerted and look into it. We don't promise a response or fix time. Alerts aren't watched around the clock.
the log
Stayed in its lane. We review what it did, and confirm the approval steps are still switched on.
usage
Reviewed monthly. Usage is reviewed monthly, with spending limits set where the AI company offers them. The AI company's charges stay yours.
updates
Reviewed. The AI companies change things often. When a change affects your setup, we adjust it. Changes or outages can still interrupt it between check-ups.
backups
Restores tested. A regular test that the backup of the brain files restores. Backups reduce risk; we don't guarantee recovery.
reach
We can still get to it. If we can't reach your setup to check it, that's a finding too, and you hear about it.
report
A short note each month: what it did, what broke, what we fixed. Plain English, one screen.
For your staff
A one-page AI policy your team will actually read.
The leak most offices should plan for isn't a hack. It's an employee pasting a customer's details into a free chatbot to save five minutes. Every install includes a short, plain-English policy for your team: what's fine to use AI for, what never goes into it, and who to ask when unsure. We walk your staff through it during training.
We're not your compliance advisor. Medical, legal, and financial records can fall under rules like HIPAA; get your own counsel's OK before any such record goes near AI. We don't set up AI on systems or inboxes that hold patient health records.
Next step
See the whole package.
Get a free AI readiness check: the install, the monitoring checklist, and how pricing works land in your inbox right away, and we reply with what we'd set up first. Or book a free 20-minute assessment and we'll walk through what your setup would need.
Or call (331) 803-6259: our AI receptionist answers any hour, takes your details, and we follow up.