AI Office Manager for owner-led businesses
An always-on office manager for a team of 5 to 50.
An AI office manager for small business takes inbox sorting, lead follow-up, scheduling and invoice reminders off the owner's desk. Sophizo sets up the workflows around your tools and your approval rules. Drafts stay drafts until the required person approves them. Work is logged and audited monthly.
THE HUMAN DECISION
Why your AI office manager needs a manager
Built on the leading business AI platforms, customized to your inbox, CRM and calendar.
Read the manager's rulebookTHE RULER1–R4
Prepare the work. Keep the decision with its owner. Read and draft within the agreed boundary, ask before a customer message, payment or commitment leaves the business.
AI OFFICE MANAGER FOR SMALL BUSINESS
What is an AI office manager?
An AI office manager for small business handles inbox work, lead follow-up, scheduling and invoice reminders within an owner-approved rulebook. It drafts and prepares the work, the owner approves anything a customer sees, and actions are logged and audited monthly. Sophizo sets it up in two weeks. See governed AI teams.
RIGHT NOW
Your inbox, leads and invoices are waiting.
An office manager would fix this. A good one is expensive and hard to keep. This one starts in two weeks.
WHAT IT HANDLES
An AI assistant for small business admin.
Every morning: one brief with what needs you, what is done and what is waiting on your OK.
STAYS IN YOUR CONTROL
Nothing leaves without your OK.
- A named human owner
- A rulebook you sign
- A log of every action
- A monthly audit
It earns more freedom only after 30 days of clean logs. Money, contracts and hiring always stay with you.
See the full rulebook
Every agent starts at Level 0 or 1 on the same Trust by Evidence ladder we use with revenue teams. It reads first, proposes second, and acts only inside limits it has earned. A workflow moves right only after 30 days of clean review logs. Level 3 never moves.
- A named human owner for every agent.
- A written approval rulebook you sign.
- An activity log of every action.
- A monthly audit and tune-up.
- Access scoped to the minimum each agent needs.
- R1 · Read inbox: read and draft only.
- R2 · Update calendar: change internal records.
- R3 · Send customer email: prepare, then wait for approval.
- R4 · Pay bill: prepare only, a human decides and executes.
Every agent team Sophizo builds ships with strict governance. Each agent, and each action an agent can take, is assigned a risk level from R1 (lowest) to R4 (highest). The level decides who approves, how a human stays in the loop, what is logged and how often it is audited. It is the same standard Sophizo applies to the agents it runs for its own work. It is platform-agnostic: it works the same on any agent platform a client uses.
R1Low
Reads, summarizes and drafts for internal use only. Nothing leaves the business and nothing changes in a system of record.
R2Moderate
Makes internal, reversible changes inside approved systems.
R3High
Acts outside the business or affects a customer, candidate or employee.
R4Critical
Involves money, contracts, legal or regulatory exposure, hiring or employment decisions, sensitive personal data, or access and permission changes.
Classify each action by risk, approve by rule, act, log every action, audit monthly, then adjust the rulebook.
Every week your AI office manager learns what you approve, what you change and what you reject. That is logged, reviewed in the monthly audit, and turned into better drafts next month. It gets more useful the longer it works for you, and it never changes its own rules.
See the operating model behind itSIMPLE PRICING
AI office manager pricing.
Launch Team
For early-stage startups (pre-seed to Series A) and small businesses under $5M revenue.
$2,500 setup+ $500/mo
- Up to 3 agents in 1 business unit (for example inbox, calendar, follow-up).
- 2 to 3 connected systems.
- Approval rulebook covering R1 to R4, with R4 always a human action.
- Monthly audit and tune-up.
- 1 team training session.
Most popular
Growth Team
For mid-stage startups (Series A to B) and growing businesses with $5M to $25M revenue.
$7,500 setup+ $1,500/mo
- Up to 8 agents across 1 to 2 business units (for example front desk, collections, sales follow-up, reporting).
- CRM and accounting connected.
- Written AI use policy.
- Monthly review call and audit trail report.
HOW IT STARTS
Running in 14 days.
Day 1You tell us the jobs.Pick what it handles. Mark what stays human. Day 3You sign the rulebook.One page. Plain English. Day 14It goes live.It drafts. You approve. Your team is trained. Every monthWe audit.We check every action, fix what drifted and add the next job.
QUICK CHECK
Is an AI office manager right for you?
- 01I answer email after 9 PM.
- 02A lead waited more than a day for a reply this month.
- 03I chased an unpaid invoice this week.
- 04My team is between 5 and 100 people.
- 05I would rather grow than hire another admin.
Built for:
- Recruiting and staffing
- Agencies
- Accounting and bookkeeping
- IT and managed services
- Consulting
- Real estate and property management
- Home and commercial services
FAQ
AI office manager questions, answered.
What are the engagement terms?
Agentic AI Team packages carry a 12-month minimum. Advisory and fractional leadership engagements are month-to-month after the first quarter.
Can I just set up an AI agent myself?
Yes, and many owners start that way. The agent is the cheap part. Deciding what it may touch, connecting it to your books and CRM, writing the approval rules and checking its work every month is the job we do.
What can it never do without me?
Anything involving money, contracts, hiring or data leaving your systems, and anything sent under your name until you approve that specific pattern. Those stay human.
What does it cost beyond the retainer?
Your AI platform and usage fees, billed to you directly or passed through at cost. For most small teams that is a small fraction of the retainer.
Which AI do you use?
Whatever fits your tools, data and risk. We are platform-agnostic and do not resell any brand.
How fast is it live?
Two weeks from the signed rulebook for the Launch Team.
How is an AI office manager different from a virtual assistant?
Sophizo's AI office manager is a governed agent team, not a person taking over your inbox. It handles inbox triage, lead follow-up, scheduling and invoice reminders around the clock. Agents draft and prepare the work. You approve anything a customer sees. Every agent has a named human owner, a written rulebook, an action log and a monthly audit.
What does an AI office manager cost?
Launch Team starts at $2,500 setup plus $500 a month. Growth Team is $7,500 setup plus $1,500 a month. Agentic AI Team packages carry a 12-month minimum. Platform and usage fees are billed directly or passed through at cost without markup. The $2,500 Diagnostic Sprint and Shadow-Agent Audit are credited in full toward setup.
Will it send emails to my customers without asking?
No. Customer replies and invoice reminders are drafted for your approval before they go out. The office manager sorts the inbox, prepares the work and shows what is waiting on your OK. Your signed rulebook sets its limits, every action is logged, and the monthly audit checks its work. Money, contracts and hiring remain human decisions and actions.
What systems does it connect to?
The starting scope is your inbox, calendar, CRM and accounting system. Launch Team includes two to three connected systems. Growth Team connects CRM and accounting. Sophizo chooses the platform around your existing tools, data and risk rather than reselling a particular brand. The signed rulebook sets what each agent may access.
Your next hire might not be a person.
Book 30 minutes. Leave with the three jobs an agent team should take first, whether or not you work with us.