Managed AI employees
An AI workforce
that answers to you.
VistaBots designs, deploys and runs AI employees for your business. An AI Manager plans the work, specialists carry it out, and nothing reaches a customer until you approve it.
Overview
Your AI Manager is running 11 employees across 5 connected tools.
Employees
11 active- AAI ManagerAssigning today's tasksWorking
- SSocial outreach2 drafts waitingNeeds approval
- CCRM assistantUpdating deal stagesWorking
- CCaller and follow-upCall list at 10:00Scheduled
- LLead hunterValidating new leadsWorking
- SSEO writerDraft with content checkerIn review
- RReceipt collectorReceipts filedDone
- HHealth monitorAll checks passingWorking
Task queue
Today| VB-1042 | Draft quote for weekend catering inquiry | Waiting on you |
| VB-1041 | Reconcile supplier receipts for this month | Done |
| VB-1040 | Qualify 14 inbound leads | In progress |
| VB-1039 | Weekly food and labour cost summary | In progress |
| VB-1038 | Refresh landing page copy | In review |
| VB-1037 | Follow up on open quotes | Scheduled |
Approvals
Nothing sends without you"Thanks for reaching out. We cater weekend events for 20 to 200 guests. Could you share your date and headcount so we can send a quote?"
Daily standup
Posted 08:00- Done 27 tasks, including receipts filed and CRM updated.
- Blocked Supplier portal login expired. Needs you.
- Decide 4 drafts waiting for approval.
Audit log
Every action recorded- 09:42Receipt collectorFiled 6 receipts to Finance/Receipts
- 09:38CRM assistantMoved 3 deals to Proposal
- 09:31AI ManagerRequested approval: Instagram reply
- 09:20Health monitorUptime check passed (12 of 12)
VistaBots Command Center. Product illustration with example data.
Your AI employees work inside the tools you already use
- Phone
- CRM
- Google Drive
- Slack
Platform
One manager.
A team of specialists.
You don't supervise a dozen bots. The AI Manager assigns the work, follows it through, escalates what stalls and reports to you once a day.
Plans and assigns
Turns your goals into tasks and routes each one to the right specialist.
Works around the clock
Specialists run on a schedule, 24 hours a day, in your email, phone, CRM, Drive and Slack.
Reports every morning
A daily standup: what was done, what is blocked, and the decisions only you can make.
- 00
AI Manager
Plans the week, assigns every task, follows up until it's done, and writes your daily standup with the decisions only you can make.
- 01
Social outreach
Drafts Instagram and Facebook messages and checks each contact against your do-not-contact list first.
- 02
CRM assistant
Keeps contacts, notes and deal statuses current, so the pipeline reflects reality.
- 03
Caller and follow-up
Works a call list, prepares scripts and syncs phone activity back into your records.
- 04
Lead hunter and validator
Finds prospects that fit your customer profile and checks each one before it enters the pipeline.
- 05
SEO writer and content checker
One drafts pages and articles; a second reviews quality before anything is published.
- 06
Grant finder
Tracks funding programs that suit your business and drafts applications for your review.
- 07
Receipt collector
Finds receipts across your inboxes and files them by fiscal month for your accountant.
- 08
Bookkeeping and tax helper
Organizes documents and prepares bookkeeping and filing tasks for sign-off.
- 09
Website builder
Builds, updates and hosts your sites and landing pages.
- 10
Health monitor
Watches servers and uptime around the clock and raises an alert the moment something fails.
- 11
Custom role
Any repeatable role in your business, designed around your workflow.
Industries
Configured for how
your industry works.
Start from a lineup built for your sector. Your AI Manager runs whichever team you choose, and any role can be custom built.
Hospitality
- Catering managerHandles catering inquiries, quotes and event follow-ups.
- Restaurant CFOTracks sales, food and labour costs, and flags where margin is leaking.
- Email keeperSorts the inbox, drafts replies and surfaces what needs you.
- Receipt keeperCollects supplier receipts and files them by fiscal month.
- Reservations assistantManages bookings, confirmations and waitlists.
- Review responderDrafts replies to online reviews for your approval.
- Menu and ordering updaterKeeps menus, prices and hours in sync across ordering channels.
- Scheduling helperDrafts staff schedules around availability and busy periods.
- Inventory and reorderWatches stock and prepares supplier orders.
- Loyalty and marketingPlans promotions and drafts campaigns for repeat guests.
Retail and e-commerce
- Product listing writerWrites and refreshes titles, descriptions and search copy.
- Orders and returnsAnswers order-status questions and prepares returns.
- Inventory watcherFlags low stock and slow movers early.
- Reviews managerCollects reviews and drafts responses.
- Promotion plannerDrafts email and social campaigns around your calendar.
Real estate
- Lead responderReplies to new inquiries quickly and qualifies them.
- Listing writerDrafts listing descriptions and social posts.
- Showing schedulerCoordinates showings between buyers and sellers.
- Transaction trackerKeeps deadlines, documents and conditions on track.
- Past-client nurtureSends check-ins and market updates to past clients.
Professional services
- Client intakeCollects intake details and documents from new clients.
- Document chaserFollows up on missing paperwork before deadlines.
- Billing helperPrepares invoices and payment reminders for review.
- Deadline trackerWatches filing and engagement dates and warns early.
- Research assistantGathers background research and drafts summaries.
Clinics (admin only)
- Appointment coordinatorBooks, confirms and reminds patients of appointments.
- Front-desk inboxSorts administrative messages and drafts routine replies.
- Intake organizerPrepares intake paperwork ahead of each visit.
- Billing follow-upPrepares billing and insurance follow-ups for staff.
- Recall remindersDrafts recall notices and review requests.
Trades and home services
- Quote assistantTurns inquiries into draft quotes the same day.
- Job schedulerPlans crews and appointments and sends reminders.
- Follow-up callerFollows up on open quotes and completed jobs.
- Review collectorAsks satisfied customers for reviews.
- Materials helperPrepares materials lists and supplier orders.
Agencies
- Client reportingAssembles client performance reports on schedule.
- Content producerDrafts posts, articles and ad copy for review.
- SEO auditorAudits sites and delivers prioritized fixes.
- Outreach coordinatorDrafts prospecting and partnership outreach.
- Project trackerChases deliverables and keeps clients informed.
How engagements work
From first call
to a running team.
VistaBots is a managed service. We do the design, integration and operations. You keep the decisions.
- 01
Discovery
We map where your week goes and which roles would take the most off your plate.
- 02
Build
We design each AI employee around your workflow, rules and tone of voice.
- 03
Deploy
We connect your tools with scoped access and set up your approval queue.
- 04
Run
We operate and maintain the team. Your AI Manager reports to you every day.
Daily operating rhythm
Every day runs the same way.
- PlanThe AI Manager turns goals into tasks and assigns them.
- WorkSpecialists research, draft and update records in your tools.
- ApproveAnything outbound waits in your queue to approve, edit or decline.
- ReportThe daily standup shows what got done and what needs you.
Security and governance
Control is built in,
not added afterwards.
An AI workforce is only useful if you can trust it. Every engagement is set up around four controls.
Human in the loop
No email, message or text reaches a customer without your sign-off.
Scoped access
Each AI employee gets only the connections its job needs. You can revoke access at any time.
Audit trail
Every action is recorded with who did it, when, and why.
Your data stays yours
Your team works in your own accounts and tools. Your records stay with you.
- Instagram messagesDraft only
- Facebook messagesDraft only
- Do-not-contact listRead
- CRMNo access
- Finance foldersNo access
Pricing
Engagements from
$15,000 per AI employee.
Scope and final pricing are agreed after discovery, based on the roles, tools and volume involved.
Talk to us about scope- Discovery and role design
- Integration with your email, phone, CRM, Drive and Slack
- An AI Manager coordinating every employee
- Approval queue for all outbound messages
- Daily standup and full activity record
- Ongoing operation and maintenance
FAQ
Questions.
Is this software I have to set up myself?
No. VistaBots is a managed service. We design your team around your business, connect your tools and keep it running.
Will an AI employee send anything without asking?
No. Every outbound message waits for your approval.
Which tools does the team work in?
Email, phone, CRM, Google Drive and Slack are the core. We review your stack during discovery.
How do I know what the team is doing?
Your AI Manager posts a daily standup covering what was done, what is blocked and what needs your decision. Every action is recorded.
Can you build a role that isn't listed?
Yes. Custom AI employees are designed around your workflow.
How is an engagement priced?
Per AI employee, from $15,000. Scope and final pricing are agreed after discovery.
Meet the team
you would hire.
Tell us where your week goes. We will map the AI employees that can take it on and show you how they would work in your business.