Operating System
AI Depo replaces the CRM, ERP, billing and field-service tools you rent with one system on one database. The foundation goes in first and the agents go on top, and your company can own the code.
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What it replaces
This is the usual swap. The assessment settles which modules you need, and any tool worth keeping gets connected to the system.
CRM and customer messaging
Leads, estimates and follow-up, with each customer’s whole history on one record.
ERP and inventory
Orders, purchasing, stock and vendors, tracked against the jobs that use them.
Accounting and invoicing
Quotes, invoices, payments and collections. Customers can check and pay on their own.
Field service
Schedule, routes and crews. Techs log photos, notes and parts by phone, and the invoice is ready before they leave the driveway.
Industry software
Charts, leases, matters or loads, in the same database as everything else.
Project boards
Who is on what, each person’s login, and the work assigned to them.
Spreadsheets
Live numbers from the records themselves, so nobody rebuilds a report on Friday.
Shared drives and wikis
Procedures, contracts and pricing rules, in a form the assistant can answer from.
Website builders
Found in search and AI assistants, then booked or quoted in a few taps at any hour. Each booking lands straight in the system.
Product names belong to their owners. AI Depo is not affiliated with any of them.
What you get
Web, desktop and phone, designed with the people who will use it and refined after launch. An HVAC company ends up with a dispatch board at the center.
Real companies' names and data anonymized.
Why the foundation comes first
Putting AI in front of every employee is a data problem before it is an AI problem.
Most companies keep a customer in the CRM, the same customer in the accounting tool and a third copy in a spreadsheet. Ask an AI about that customer and it has to guess which copy is right.
One person trying a chatbot can live with that. An agent that every employee can call, and that takes real actions, needs one correct record, firm rules on who may do what, and what the company knows written down where it can read it.
So AI Depo builds from the bottom of this stack up. Screens and agents come last, and everything they do depends on the three layers below them.
One properly structured database that scales. Each customer, job and invoice exists once.
Who can see and do what, enforced under every screen and every agent.
The whole company in one layer: procedures, contracts, pricing rules and history.
Dashboards, the phone app and the assistant, all reading the same records.
The work itself, done inside each login’s limits.
Built from 1 up. The dark layers are the foundation.
Security and access
Every employee has their own login. One setting decides what it can see and do, on the screens, in the assistant and through their company agent.
Same question, four logins
Where does the Elm Street job stand?
Tomás closed it at 11:40. I billed the $289 and the member paid by text, at a 41% margin. Found 3 more closed calls that were never billed, and billed those too.
Open the Elm St job →Tomás closed it at 11:40, which freed up 40 minutes. I moved the 22 Birch call up to him and texted the customer the new window. Margins are outside your access.
Open today’s dispatch →Your ticket is closed. I logged the 40/5 capacitor against Truck 12 and reordered one. Your next stop is 22 Birch, and I texted them your ETA.
Open my route →Invoice 4471 for $289 is paid. The payment was sitting unmatched, so I matched it to Thursday’s deposit and closed out the day.
Open invoice 4471 →Example roles and figures. Your executive team sets the real ones.
AI drafts and prepares. Anything that needs judgment waits for the person whose decision it is, and your team sets where that line sits.
Either in managed cloud or on hardware you own, and AI Depo operates it in both cases. You never have to run servers yourself.
A different company
A supply house lives in inventory and purchase orders, so that is what opens first. Screens, modules and wording follow the company, on the same five layers.
Real companies' names and data anonymized.
Ownership
Rented software leaves with the vendor when you stop paying. This system stays with your company, and so does the documentation.
On request, you own the source, with documentation written so another developer could pick it up.
Your accounts, your database, in a structure that is written down. There is no lock-in and nothing to ask permission for.
You decide what gets built next, from a written plan you approve. A rented tool changes when its vendor decides.
AI Depo stays on call after launch for support, refinement and the next module. Your team can run the system without us, and that is what the training is for.
How it gets delivered
You see a written plan first, with the scope and price of each step. Nothing starts until you approve it.
Interviews and walk-throughs with the people who will use it. On-site is available on request.
You click through the screens before anything gets built.
Data, access and knowledge first, then one module at a time, tested on real work.
Old and new run in parallel with a way back, so nothing breaks the day it switches.
Training and a plain guide for each role, in person on request, then continued refinement after launch.
Tell us how your company runs. You get a written plan with the scope and price of each step, and nothing starts until you say so.
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