AI Employee · Moves Output per employee
The paperwork gets done. Nobody has to chase it.
AI Office Admin takes over the paperwork between a lead and a finished job: it builds quotes from your templates, sends forms and contracts, chases signatures, and moves each job to the next stage automatically. Hexona builds it around how your office already works and runs it for you.
- Caller: Site visit done. Bathroom remodel, standard tile package, client wants a walk-in shower.
- AI: Quote built from the bathroom template with the walk-in shower option: $18,400. Send it to the client now?
- Caller: Yes, send it.
- AI: Sent with accept and decline buttons. I’ll follow up in 2 days and send the contract the moment they accept.
Quote sent · Follow-up scheduled · Pipeline updated
Sound familiar?
Every job has a trail of admin behind it: the quote, the intake form, the contract, the change order, the approval. None of it is hard. It just depends on somebody remembering to send it, and then remembering to chase it. That is where days disappear and jobs stall.
- Quotes take days to go out after the site visit
- Jobs stall waiting on a form or a signature
- Staff spend hours a week chasing paperwork
- Nobody can see where every job is without asking around
What it does
What the AI Office Admin handles, around the clock.
Builds quotes fast
Quotes are generated from your own templates and price lists, branded, and sent the same day as the visit.
Sends and collects forms
Intake forms, waivers and contracts go out automatically, with reminders until they come back.
Chases signatures and approvals
Contracts, change orders and sign-offs are followed up without anyone remembering to.
Moves jobs forward
When a step is done, the next one starts: tasks assigned, the right person notified.
Keeps records tidy
Documents, notes and status land in your CRM against the right customer, every time.
Gives the owner a live view
A dashboard shows every job’s stage, what is stuck and what is waiting on whom.
Proof
What it changed for clients.
How we set it up
Built for you. Run by us.
You don't learn any software. We build it around how your business already works, then keep improving it.
- 1
Map your paperwork
We list every document, form and approval in a job, and who chases each one today.
- 2
Rebuild your templates
Your quotes, forms and contracts become digital templates with e-signature built in.
- 3
Automate the handoffs
Each completed step triggers the next: the document, the reminder, the task, the notification.
- 4
Run and report
We watch for stuck jobs, keep the templates current and report the time saved.
Can AI really write our quotes?
It builds them from your own templates, price lists and the notes from the site visit, the same way your office does today, just faster. Anything unusual can be sent to a person to check before it goes out.
Does it work with our CRM and e-signature tools?
We connect to the CRM, accounting and document tools you already use wherever they allow it, or set up simple ones if you do not have them. You keep ownership of all of it.
Will this replace our office staff?
No. It removes the chasing and copying, so the same team can handle far more jobs. One renovation contractor grew to more than 27 active projects without adding admin staff.
What if a client has questions about a quote?
Questions about the quote go to the right person on your team, with the full history attached. The AI handles reminders and routine replies, not negotiations.
How does automating admin increase what my business is worth?
Buyers look at output per employee and at how much of the business runs on documented systems. When paperwork runs itself, each person handles more work, margins improve, and the business no longer depends on one office manager who knows where everything is.
AI Office Admin for your industry
- Construction and contractors
- Plumbing, HVAC and home services
- Property management
- Med spas and clinics