An AI team that answers to you.
VistaBots designs, deploys and runs a team of AI employees for your business. An AI Manager plans the work and follows it through, specialists do it, and nothing reaches a customer until you approve it.
Daily standup
Approval queue
A manager, and the specialists it runs.
Each role below is modelled on an AI employee already running in a working business. Start with the roles that free up the most time, then add more as you grow.
AI Manager
Plans the week, assigns every task, follows up until it's done, and writes your daily standup with the decisions only you can make.
Social outreach
Drafts Instagram and Facebook messages and checks each contact against your do-not-contact list first.
CRM assistant
Keeps contacts, notes and deal statuses current, so the pipeline reflects reality.
Caller and follow-up
Works a call list, prepares scripts and syncs phone activity back into your records.
Lead hunter and validator
Finds prospects that fit your customer profile and checks each one before it enters the pipeline.
SEO writer and content checker
One drafts pages and articles; a second reviews quality before anything is published.
Grant finder
Tracks funding programs that suit your business and drafts applications for your review.
Receipt collector
Finds receipts across your inboxes and files them by fiscal month for your accountant.
Bookkeeping and tax helper
Organizes documents and prepares bookkeeping and filing tasks for sign-off.
Website builder
Builds, updates and hosts your sites and landing pages.
Health monitor
Watches servers and uptime around the clock and raises an alert the moment something fails.
Built for the way your industry works.
We've built AI employees for many industries. Choose a lineup, and your AI Manager runs whichever team you pick.
- Catering manager
- Handles catering inquiries, quotes and event follow-ups.
- Restaurant CFO
- Tracks sales, food and labour costs, and flags where margin is leaking.
- Email keeper
- Sorts the inbox, drafts replies and surfaces what needs you.
- Receipt keeper
- Collects supplier receipts and files them by fiscal month.
- Reservations assistant
- Manages bookings, confirmations and waitlists.
- Review responder
- Drafts replies to online reviews for your approval.
- Menu and ordering updater
- Keeps menus, prices and hours in sync across ordering channels.
- Scheduling helper
- Drafts staff schedules around availability and busy periods.
- Inventory and reorder
- Watches stock and prepares supplier orders.
- Loyalty and marketing
- Plans promotions and drafts campaigns for repeat guests.
- Product listing writer
- Writes and refreshes titles, descriptions and search copy.
- Orders and returns
- Answers order-status questions and prepares returns.
- Inventory watcher
- Flags low stock and slow movers early.
- Reviews manager
- Collects reviews and drafts responses.
- Promotion planner
- Drafts email and social campaigns around your calendar.
- Lead responder
- Replies to new inquiries quickly and qualifies them.
- Listing writer
- Drafts listing descriptions and social posts.
- Showing scheduler
- Coordinates showings between buyers and sellers.
- Transaction tracker
- Keeps deadlines, documents and conditions on track.
- Past-client nurture
- Sends check-ins and market updates to past clients.
- Client intake
- Collects intake details and documents from new clients.
- Document chaser
- Follows up on missing paperwork before deadlines.
- Billing helper
- Prepares invoices and payment reminders for review.
- Deadline tracker
- Watches filing and engagement dates and warns early.
- Research assistant
- Gathers background research and drafts summaries.
- Appointment coordinator
- Books, confirms and reminds patients of appointments.
- Front-desk inbox
- Sorts administrative messages and drafts routine replies.
- Intake organizer
- Prepares intake paperwork ahead of each visit.
- Billing follow-up
- Prepares billing and insurance follow-ups for staff.
- Recall reminders
- Drafts recall notices and review requests.
- Quote assistant
- Turns inquiries into draft quotes the same day.
- Job scheduler
- Plans crews and appointments and sends reminders.
- Follow-up caller
- Follows up on open quotes and completed jobs.
- Review collector
- Asks satisfied customers for reviews.
- Materials helper
- Prepares materials lists and supplier orders.
- Client reporting
- Assembles client performance reports on schedule.
- Content producer
- Drafts posts, articles and ad copy for review.
- SEO auditor
- Audits sites and delivers prioritized fixes.
- Outreach coordinator
- Drafts prospecting and partnership outreach.
- Project tracker
- Chases deliverables and keeps clients informed.
Have a role that isn't listed? We design custom AI employees for almost any job. Tell us about it
Every day runs the same way.
Plan
The AI Manager turns your goals into tasks and assigns each one to the right specialist.
Work
Specialists research, draft and update records in your email, phone, CRM, Drive and Slack, on a schedule, around the clock.
Approve
Anything outbound waits in your queue. You approve, edit or decline it.
Report
A daily standup shows what got done, what's blocked and what needs you.
You stay in control.
An AI team is only useful if you can trust it. Control is built into how VistaBots works, not added afterwards.
A human approves every message
No email, DM or text reaches a customer without your sign-off.
Your data stays yours
Your team works in your own accounts and tools. Your records stay with you.
Access you grant, and can revoke
Each AI employee gets only the connections its job needs.
A record of every action
The daily standup and run history show what was done and why.
Questions
Is this software I have to set up myself?
No. VistaBots is a managed service. We design your team around your business, connect your tools and keep it running.
Will an AI employee send anything without asking?
No. Every outbound message waits for your approval.
Which tools does the team work in?
Email, phone, CRM, Google Drive and Slack are the core. We review your stack during the consultation.
How do I know what the team is doing?
Your AI Manager sends a daily standup covering what was done, what's blocked and what needs your decision.
Can you build a role that isn't listed?
Yes. Custom AI employees are designed around your workflow.
Meet the team you'd hire.
Tell us where your week goes. We'll map the AI employees that can take it on and show you how they'd work in your business.
Book a consultation