AI office assistants
Your team texts it the way they'd text someone in the office. It drafts paperwork and keeps the calendar, and we build it around the tools you already use.
Anything new in the office inbox?
A customer asked to move their walkthrough to next week. I moved it on your calendar and drafted a reply.
Want to check the reply before I send it?
It reads what comes into the office inbox and drafts invoices from it. Ask it to answer an email and it writes the reply. Both sit as drafts until someone checks them.
I drafted the invoice for the deck repair from the office inbox.
Want to check it before it goes out?
Ask for a report and the file comes back in the same chat. For a rental company, that might be last month's owner statement.
Send me last month's owner statement.
Here it is.
Text it a reminder or an appointment and it goes straight on your calendar.
Remind me Friday to order the tile.
Done. It's on your calendar.
Ask it something that's in the operations manual and it answers from your own files.
What's on our checkout checklist?
Here's the checklist from your operations manual.
If part of your team reads Spanish, it can post each update in both languages.
The pool at the beach house is ready for guests.
La piscina de la casa de playa está lista para los huéspedes.
By default, the assistant does the work right up to the send button. Then it stops and asks you.
Say it drafts the invoice for a deck repair, or a reply to a customer's email. It sits as a draft until you OK it, and you can send it as is or change it first.
We do it this way because AI gets things wrong sometimes, and a quick look from you is the easiest way to catch it.
Routine stuff like appointment reminders can go out on their own if you'd rather not check each one.
Owners and office staff message it from their phones in plain words, like they're texting a coworker.
It answers right there in the thread. It can post to the whole team too, like a heads-up that it drafted something from the inbox.
What's on my calendar tomorrow?
OwnerA walkthrough in the morning and a supplier meeting after lunch.
Add a reminder to call the tile supplier before that meeting.
Office managerDone. It's on the calendar.
You pick which accounts it gets, like the office inbox and your calendar. It works from your own records and documents, and if you haven't connected something, it can't see it.
Some of what we've connected for clients:
If your software has an API, we can usually connect it. If it doesn't, we'll go over the other options with you. Send us a message with what you use and we'll check.
Some things don't need anyone's OK, like the review request text after a job. We handle those with workflow automation alongside the assistant. If missed calls are the bigger problem, we can set up phone answering too.
Here are a few of the assistants we run, listed by industry because we keep client names private. Kolton runs Raystone on the same kind of systems.
It watches the accounting inbox and saves invoice drafts, and a person approves each one before it goes out. When someone asks, it pulls the monthly owner statements. It also searches the company's operations documents, posts updates in English and Spanish, and looks into new leads every day.
One of the owners texts it reminders and they go on his calendar. It also puts together design mockups.
It keeps the owner's calendar and writes email drafts. Before anything is sent, the owner or Kolton has to OK it.
It writes up repair estimates as drafts and handles the calendar and bookings.
People text it to book appointments, and it sends their reminders.
Kolton put these on a slide when he spoke to a room of business owners in August.
It's not going to fix a water heater or paint a house. Your crew does the work, and the assistant handles the paperwork around it.
It can draft a text to a customer. The relationship with that customer stays with you and your crew.
It does what you set it up to do. If the steps are wrong, it follows the wrong steps.
AI still makes mistakes. Somebody on your side should look at what it drafts before it goes out.
Not sure where an assistant would fit in your business? Bring that question to the free audit.
Raystone Automations is Kolton Stooksbury's company, out of Nashville. He builds each assistant himself, and once it's running he's still the person you deal with.
…Kolton has helped us not only implement AI tools, but also create a clear structure for how AI Agents can support different departments across our organization.
Diego G., Stay in Tamarindo, in a Google review
More about RaystoneA chatbot mostly answers questions. An AI agent can also do things in your software, like draft an invoice from an email in the office inbox or put a reminder on your calendar. Your team talks to it by text or chat.
That depends on how many tools it connects to and how much it's doing for you. There's a setup fee plus a monthly fee, on a 12-month partnership, and you get an exact quote after the free audit.
Mostly office work. A vacation rental company we work with has theirs draft invoices from the accounting inbox and pull owner statements. A mobile mechanic uses it to draft repair estimates and keep the calendar.
Not unless you want it to. By default it saves a draft and asks you before anything goes to a customer. If you'd like routine messages, such as appointment reminders, to go out on their own, we can set that up.
Email, calendars and shared documents, plus the software you run the business on, like field service software, CRMs, property management systems and booking tools. If a tool has an API we can usually connect it. If not, we'll tell you the options.
Usually two to four weeks for a focused system, and four to eight for a full one with several connections. We test it before your team starts relying on it, and you'll get your own timeline after the free audit.
Book a call with Kolton. The audit is free and runs about an hour on Zoom. Whether you hire us or not, the written audit is yours.