The owned-agent catalog, in depth
When the job earns a custom agent
The cards above are the menu. These are the full specifications for the agents we install on infrastructure you control: what each one does day to day, what it connects to, and what can be stored locally on an on-premises build. Connected phone, email, calendar, and accounting providers may also process or retain data; the blueprint maps those boundaries. Outpost storage is in the cloud.
Agent 01
Reception & Scheduling Agent
Illustrative scenario, not a client quote: “The phone rings while I’m with a patient. It goes to voicemail, they call the next clinic on the list, and I never even know I lost them.”
What it does, day to day
- Handles calls and texts within the configured coverage and capacity, in your business’s voice. Not a phone tree.
- Books, moves, and confirms appointments directly on your real calendar, following your rules (buffer times, provider preferences, no new patients on Fridays).
- Takes structured messages for anything it shouldn’t decide, and uses your configured escalation path for urgent messages. It is not an emergency service.
- Sends reminders and offers cancelled slots to your waitlist; results depend on patient response.
What it connects to
- Your phone number (via SIP or a forwarding rule; you keep the number)
- Google Calendar, Outlook, or your practice-management scheduler
- SMS, and your booking page if you have one
Local storage options
- Call recordings and transcripts
- Patient or customer contact records
- Your schedule and waitlist
- The model that does the talking
Potential fit for: Clinics, dental offices, law offices, and any trade where a missed call is a lost job.
Agent 02
Follow-up & Collections Agent
Illustrative scenario, not a client quote: “There’s forty thousand dollars sitting in unpaid invoices, and chasing it is the job everyone hates, so nobody does it.”
What it does, day to day
- Watches your receivables and sends polite, persistent reminders on a schedule you approve: day 7 nudge, day 21 statement, day 45 phone-call flag for a human.
- Follows up on outstanding estimates and quotes before they go cold.
- Drafts the awkward messages (returned payment, missed appointment fee) for a human to approve before anything sends, if that’s how you want it.
- Logs every touch so you can see exactly who was contacted, when, and what they owe.
What it connects to
- QuickBooks, Xero, or your invoicing system
- Email and SMS
- Your CRM or job board, if you run one
Local storage options
- Your receivables aging and payment history
- Customer balances and contact information
- The full message log
Potential fit for: Contractors, ag services, accountants. Anyone whose money arrives 30 to 90 days after the work.
Agent 03
Quotes & Intake Paperwork Agent
Illustrative scenario, not a client quote: “I do the estimate in my head in ten minutes. Getting it into a PDF the customer can sign takes until Thursday night.”
What it does, day to day
- Turns a voice note, a few photos, or a call summary into a draft quote in your format, with your line items and your margins, for you to check and send.
- Sends intake packets to new customers, fills what it already knows, and chases the missing pieces (insurance card, signature, jobsite address) so your staff doesn’t.
- Keeps your templates current — one master, no more “FINAL-v3-actually-final.docx.”
What it connects to
- Your quote and form templates (Word, PDF, or your field-service software)
- E-signature (we favor self-hostable options like Docuseal)
- Email, SMS, and your CRM
Local storage options
- Your pricing and margin rules
- Customer applications and signed documents
- Drafts processed locally when the workflow is configured for local models
Potential fit for: Trades and contractors first; clinics and law offices for the intake-packet half.
Agent 04
Inbox Triage Agent
Illustrative scenario, not a client quote: “The office inbox has nine hundred unread emails. Somewhere in there is a customer ready to spend money and a notice we’re going to get fined for missing.”
What it does, day to day
- Reads the shared inbox as mail arrives, sorts it (new business, current jobs, billing, vendors, junk), and flags the handful that need a human today.
- Drafts replies for routine messages (hours, scheduling, “did you get my form?”) and leaves them in Drafts for one-click review, or sends the simplest ones automatically once you trust it.
- Answers from your documents: your policies, your price sheet, your FAQ. Not from the internet’s general opinion.
What it connects to
- Gmail, Microsoft 365, or standard IMAP
- Your calendar for scheduling replies
- A private knowledge base built from your documents, stored on your server
Local storage options
- Local working copies where configured; Gmail and Microsoft 365 retain mail on their own servers
- The knowledge base built from your internal documents
Potential fit for: Offices with a shared inbox nobody owns.
Agent 05
Reporting Agent
Illustrative scenario, not a client quote: “I find out we had a bad month when the accountant tells me in the next month. I’m steering by the rearview mirror.”
What it does, day to day
- Delivers a Monday-morning brief: cash position, receivables over 30 days, jobs booked vs. last week, hours logged, and anything unusual. Plain sentences, not a dashboard you have to interpret.
- Answers direct questions (“what did we spend on materials in March?”) from your own books, with the figures cited so you can check them.
- Watches the numbers you care about and speaks up when one drifts: payroll ratio, no-show rate, fuel spend.
What it connects to
- QuickBooks, Xero, or your accounting system
- Point of sale, timesheets, and job-costing tools
- Email or SMS for the Monday brief
Local storage options
- Your complete financial history
- Every report and every question you’ve ever asked it
Potential fit for: Owners of multi-crew or multi-location businesses who’ve outgrown gut feel but don’t want a data-warehouse project.
Your blueprint sets the scope; the free assessment identifies which ones pay for themselves fastest. The full service menu is on services, and pricing is on pricing.
Which agent comes first in your shop?
The free assessment names the two or three with the clearest return, and the blueprint prices them in writing.