The Six Jobs
What each job owns, what wakes it, and what its cases look like.
Each job owns one outcome. A worker hired for a job keeps one case per record until that outcome is reached. You can change what wakes a worker after you hire it. The events below are the defaults.
| Job | What it owns | What wakes it by default |
|---|---|---|
| Collections | Every invoice gets paid | An invoice becomes overdue, a client replies, and check-ins on day 3, 7, 14, and 30 |
| Client kickoff | Signed work becomes a running project | An estimate is accepted, a document is signed, or a deal is won, then a check every two days until the client has sent what you need |
| Client updates | Every active client hears from you weekly | Every Friday at 9:00 AM, once for each active project |
| Lead follow-up | No inquiry waits more than an hour | A form is submitted, or a new lead is added, then follow-ups on day 2 and day 5 |
| Monthly client report | Retainer clients get a report on the 1st | The 1st of every month at 8:00 AM, once for each retainer client |
| Books tidy-up | Expenses are categorized and flagged | A new expense, and every Monday at 8:00 AM for anything still untidy |
The times above are the defaults, in your workspace time zone. The outcome in the middle column is the goal the worker works towards. It is not a guaranteed result or response time.
Collections
Follows an overdue invoice until it is paid. It does nothing on day 0, then checks the invoice on day 3, 7, 14, and 30. Early reminders are sent by re-sending the invoice with a short message, for your approval. On day 14 it writes a personal note in your voice and gives it to you to send or edit, and on day 30 it hands the case to you with a summary. Its case notes what was sent, whether the client replied, and when the next check is due. When a known client replies and the worker has an open case, it wakes up and proposes what to do next. Changing invoice amounts and recording payments never run automatically, so those steps always wait for a person.
Client kickoff
Turns signed work into a running project. When an estimate is accepted, a document is signed, or a deal is won, the worker opens a case for that work and proposes the project, milestones, tasks, and owners, a checklist of what you need from the client, and a kickoff message. It then checks every two days until the client has sent what is missing. You approve each step before it happens.
Client updates
Keeps active clients in the loop. Every Friday the worker drafts a short update for each active project from finished work, what is coming up, and anything blocked. It skips projects with nothing to report and tells you why. You read the draft, edit it if you like, and approve it before anything is sent.
Lead follow-up
Makes sure a new inquiry does not sit unanswered. When a form is submitted or a new lead is added, the worker opens a case, drafts a personal first reply with your booking link, and adds the lead to your pipeline, all for your approval. If there is no reply it follows up on day 2 and day 5. The goal is a first response within an hour, but that depends on someone approving the draft in time.
Monthly client report
On the 1st of each month, the worker builds a PDF or Word report for each retainer client from approved time, finished tasks, and invoices. It skips clients with no work that month. The worker proposes sharing the report to the client portal, which stays a manual approval every time. Check the report against your records before you approve it.
Books tidy-up
Suggests a category for each new expense based on how you have categorized similar ones, and flags missing receipts and possible duplicates. It runs when an expense is added and again every Monday. It never touches payments. It proposes changes and you approve them. Over time, actions you approve without changes can become candidates for running on their own. See Earned autonomy.
What a job does not change
A job gives a worker its goal and starting setup. It does not give it any permission you do not have, and it does not skip approval. Messages to clients are drafted for you: the worker cannot send email from your mailbox, so a draft for a reminder goes out by re-sending the invoice, and other drafts are written into the case for you to copy and send. Each worker asks before it acts, uses AI credits on every run, and can be wrong. See Safety and permissions.