Before every audit, tax season or renewal deadline, your Aivell emails each client the list of documents you need, tracks what has arrived in a spreadsheet, chases the stragglers on an escalating schedule, and hands you a clean status report — who is in, who is late, who is ignoring you.
starts when: Every morning during collection season, on schedule
Every audit season, the same ritual. You need one signed declaration from ninety clients by the end of the month, so someone builds a spreadsheet, sends ninety emails, and starts ticking. A third of the clients respond in a day. The rest need a second mail, a third, a phone call — and each chase means re-reading the thread to see where things stand.
The chasing is the actual work, and it drowns in everything else: an office worker already receives 121 emails a day, and your reminder is just one of them — on both ends. When the partner asks “who is still missing?”, the answer requires archaeology across ninety threads.
The guardrails make it safe to let run: mail can only go to the contacts on the tracker, received documents are never forwarded outside your domain, and the client list itself can only be changed by a human. The chore is your collection procedure written down once — and finally followed to the letter, every season.
No flowcharts, no code — a chore is just a message to your Aivell, in your own words. It shapes it into a solid, guarded procedure and follows it to the letter. This one:
each morning, open the tracker and list clients still missing documents
first request goes out three weeks before the deadline, in the client's language
one week later, follow up with the original request quoted
three days before the deadline, mark the client red and put Sofia in cc
when a reply arrives with an attachment, tick the tracker and thank the client
wrong year or wrong form — answer the same day saying exactly what to fix
never chase the same client more than twice in one week
friday at 16, send Sofia the season status — collected, pending, silent
Connected with single-click passkeys — no copied tokens, no OAuth hell.
Every tool can be limited to exactly what this chore needs. For this one, you might set:
Yes. Each campaign is its own chore with its own tracker and its own deadline, so the audit chase and the tax-season chase run side by side without mixing up clients or documents.
It checks the obvious — something arrived, it matches what was asked, the year is right — and ticks the tracker. Judgement calls about validity stay with your team; the chore's job is that nothing sits unnoticed.
On the box, in your office. The emails, the attachments and the tracker are read and written behind your firewall — no third-party AI service ever sees a client's certificate or even their name.
Whatever you wrote. The usual pattern is escalate — mark them red, copy the partner, put them on a call list. The Aivell keeps score honestly, so the Friday report shows exactly who has been ignoring three polite requests.
Overdue invoices from your own database become polite, escalating reminders — sent by an on-premise AI colleague and stopped the moment payment lands.
An on-premise AI colleague reads each incoming contract, logs parties, value and renewal terms in a register — and books the deadlines on your calendar in time to act.
Incoming paperwork classified, renamed and filed to the correct folder by an AI colleague that reads each page inside your office — no document uploaded anywhere.
An on-premise AI colleague for accounting firms: reads invoices, chases client documents, minds the tax calendar. Client files never leave your office.
An on-premise AI colleague for law firms: client intake, document collection, conflict-check support and matter deadlines — behind your firewall, where privilege lives.
An on-premise AI colleague for insurance brokers: sorts claims documents as they arrive, works the renewal book, chases clients for papers. Client data stays in your office.
An Aivell is an on-premise AI colleague: a small box that plugs into your network, runs its own AI onboard and takes the repetitive work off your desk. Prompts, documents, data — nothing ever leaves your office. Unplug the internet: it keeps working.
You describe each task as a chore, in plain language. Your Aivell turns it into a solid, guarded procedure and runs it in the background — with guardrails on every tool, a complete audit trail, and approvals in your hand when you want them. One-time setup, fixed monthly fee. No tokens, no overages.
onboard inference · air-gapped · fixed monthly fee