Daily brief (08:00)
Every morning in Telegram: active deals, overdue tasks, weekly and monthly finances, critical actions for today. Formed automatically from Planfix and Supabase. Time for "status gathering" — 0 minutes.
AI COO — OPERATIONS ASSISTANT
AI COO: operations director that needs no salary
Every morning — automated company brief. A Telegram query — answer in 5 seconds from real CRM data.
- Daily brief at 08:00: deals, tasks, finances, priorities
- AI assistant in Telegram: query → answer from Planfix data
- Task Architect: project brief → tasks in Planfix in 3 minutes
- Commitment Extractor: agreements in comments → auto-tasks
Free consultation
What AI COO includes
AI assistant in Telegram
"Which deals have had no activity for over a week?" → answer in 5 seconds. "Create a task to prepare a proposal for client X" → task in Planfix. Natural language queries — actions in CRM.
Task Architect — project planning
Send a short project description or SOW → system breaks it into phases and tasks in Planfix with deadlines and descriptions. What used to take 4 hours takes 3 minutes.
Commitment Extractor
Automatically analyses comments in Planfix tasks. Found a commitment — immediately creates a subtask. Nothing is lost after a meeting or chat.
Weekly digest (Friday)
Week summary: project portfolio, team workload, risks, key achievements. Automatically in Telegram every Friday.
Who needs AI COO
Owner or COO of a 5–30 person company who:
- Has 10+ active deals or projects simultaneously
- Spends 30–60 minutes every morning on "status gathering"
- Misses deadlines or hears about problems after the fact
- Already uses Planfix
Technology stack
LLM
Claude Sonnet (Anthropic), Gemini Flash (Google) — depending on the task.
Automation
n8n self-hosted — no monthly subscriptions to Make/Zapier.
Memory
Supabase PostgreSQL + pgvector for semantic search over CRM data.
Channels
Telegram, Planfix, email, webhook.
Self-hosted = all data stays in your infrastructure.
How it works for us
AI COO is not a demo: our own operations run on it daily. Below is what actually works in production, not a feature list.
Morning brief at 08:00
Collects deals, tasks, overdue items and finances overnight and sends a short text: what is burning, what is stuck, where to start the day. One message instead of touring five systems.
Inbox triage
Incoming mail is classified by type, and each item becomes a task with a summary and a draft reply. The inbox opens already sorted.
Commitments extracted from conversations
Promises with deadlines are pulled out of call and meeting transcripts and turned into tasks. Nothing is lost between "we agreed" and "we did it".
Weekly digest
On Friday: portfolio progress, team workload, risks, and finances for the week and month.
What AI COO does not do
Worth saying before implementation, not after.
It does not decide about money
It prepares summaries and highlights problems, but payments, discounts and commitments stay with people.
It does not write to clients on your behalf without a rule
Auto-replies are enabled selectively and only where the cost of a mistake is low. Everything else is a draft for approval.
It does not invent numbers
Every figure is queried from your systems rather than recalled by the model. If data is missing, the brief says so.
It does not replace the manager
It removes the routine of collecting data and chasing details. Decisions, priorities and conversations remain yours.
Implementation options
Basic
fromon request
2–3 weeks
- Daily brief
- AI assistant in Telegram (queries and commands)
- Planfix integration
- 14 days support
Full AI COO
fromon request
4–8 weeks
- All 5 system components
- Task Architect for planning
- Commitment Extractor
- Weekly digest
- Supabase + pgvector
- 30 days support
Frequently asked questions
Where does the AI get data, and does it make things up?
Data is queried from your systems — CRM, mail, finance. The model phrases the text on top of ready numbers instead of recalling them. If the data is missing, the report says so rather than inventing a plausible figure.
Will our data be used to train the model?
No. We work through APIs where data is not used for training, and the intermediate layer and databases run on your server or ours, not in a third-party SaaS.
What happens if the model is temporarily unavailable?
Scenarios have retries and a fallback model, and failures arrive as a Telegram alert. A silent failure is the worst case for automation, so we remove it first.
How much does the model itself cost?
Usage is billed by the provider directly and depends on volume. For a daily brief and inbox triage in a small company it is noticeably cheaper than an hour of the person who would do the same by hand.
Is Planfix required for AI COO?
Yes. AI COO is built around Planfix as the operational core. The system reads tasks, deals, comments — and writes new tasks there. Without Planfix there is no operational context.
Is it safe to give AI access to company data?
We use self-hosted infrastructure. Data stays on the client's servers or Hetzner (EU). Only anonymised context is passed to LLM — no personal client data.
How long does setup take?
Basic variant (brief + Telegram assistant): 2–3 weeks. Full AI COO (all components): 4–8 weeks depending on the complexity of your Planfix account.
Can I implement only some components?
Yes. We implement individual modules: just the brief, just Task Architect, just Commitment Extractor. We start with what will give the greatest effect for you.
How does AI COO get data from Planfix?
Via the official Planfix API. n8n workflows query data on a schedule or via webhook. All via OAuth2, no passwords stored in code.
Is a developer needed after implementation?
No. After launch the system runs autonomously. If the logic needs changing — we adjust it on request within the support plan.