Polytask
Join the waitlist

For trades, food producers, accountants and service businesses

AI staff for your back office.

Polytask agents set up jobs, answer customer texts, file invoices and chase paperwork in Xero, Fergus, Simpro, Cybake and the other software you already use. They start as soon as the work arrives, and you choose what needs your OK first.

jobs run in the last 30 days
 
time saved in the last 30 days
 

Across every business on Polytask. Time saved is our estimate of the same work done by hand.

Join the waitlistWhy not just use ChatGPT or Claude?

We set up your first agent with you. Rehearse on real data before anything goes live.

watch one real job, start to finish

A supplier invoice arrives by email. The agent reads it, checks the numbers, drafts the bill in Xero, and stops for approval. You click once. It posts the bill, files the PDF, and confirms — every step written down.

polytask.com/app/sessions/1214
HomeSessionsInvoice INV-2041 — Fieldstone Timber
Accounts Assistantran v7
done
0019:12 amEmailA supplier invoice arrives — “INV-2041” from Fieldstone Timber INV-2041.pdfthe agent starts
0029:12 amAgentReads the invoice, line by line
6 line items · $4,180.00 total · due 21 Jul
0039:13 amAgentChecks the maths — the line items add up to the total
0049:13 amTeamworkAsks the Invoice Checker agent to verify the supplier
Invoice Checker asks: “Which cost centre — Projects or Yard?”
Accounts Assistant answers “Yard” — carries on, no human needed
0059:14 amXeroDrafts the bill — Fieldstone Timber, $4,180.00waiting for your OK
Waiting for your approval
Supplier
Fieldstone Timber
Items
6 — timber, fixings, freight
Total
$4,180.00
Due
21 Jul 2026
ApproveDeny…Approved by M. James · 9:14 am
0069:14 amXeroAttaches the original invoice PDF to the bill
0079:14 amOneDriveFiles the PDF under Accounts / Invoices / Fieldstone
0089:15 amOutlookEmails Fieldstone — “Received, bill raised, payment scheduled”
0099:15 amDoneAll wrapped up — three minutes, start to finish

run total3 min · 7 actions · 1 question · 1 approval · everything on the record

One email in · seven actions · one approval from you

works with the tools you already run on

XXeroMMicrosoft 365GGoogle WorkspaceFFergusSSimproCCybakeMmonday.comTText messagesWWhatsAppSSlack+ hundreds more, and your own systems

sound familiar?

The admin that piles up while you’re busy.

Most of it arrives while you’re on site, with a customer or at the school gate. Here’s what happens when an agent picks it up.

You’re on a roof when the job request lands.

The job is in Fergus and the customer has been texted before you’re back in the van.

Customers text back while your hands are full.

The agent answers, rebooks and updates the job. Only the odd one needs you.

Friday is invoice day. Again.

Each invoice is read, checked and drafted in Xero as it arrives. You approve the pile in one go.

The thing you meant to send on Friday is still in your head.

Reminders, follow-ups and lodgements go out on time, every time — after you’ve seen the ones that matter.

a day with polytask

A Tuesday at an air-conditioning business.

Seven jobs across email, text, Fergus, Xero and a manufacturer’s website. Two needed a person to decide.

Coolbreeze Air — Tuesday7 jobs done · 2 decisions
  1. 6:42 am

    A customer emails about an air conditioner that won’t cool. The agent sets up the job in Fergus with the address and the problem.

    EmailFergus
  2. 6:44 am

    It texts the customer to book a time.

    Text
  3. 7:31 am

    The customer asks for Friday instead. The agent moves the visit and confirms.

    TextFergus
  4. 10:15 am

    A quote over $2,000 is ready. The agent asks the office before it goes out.

    FergusApproved from a phone
  5. 3:30 pm

    It registers the warranty for yesterday’s installation on the manufacturer’s website and files the confirmation on the job.

    WebsiteFergus
  6. 4:00 pm

    Reminder texts go to everyone booked for tomorrow.

    Text
  7. 5:10 pm

    Today’s supplier invoices are read and drafted as bills in Xero.

    EmailXeroOwner approves all six at once

nobody opened a chat · two people made two decisions · every step is on record

how it works

Set up an agent the way you’d brief a new starter.

No flowcharts, no code. Tell the Manager what you want in plain English and it builds the agent. Watch it rehearse on your real email with nothing sent. Then it’s off your plate.

1 · Describe it

“When a job request comes in, set the job up in Fergus and text the customer.” The Manager writes the instructions and asks what it may use.

2 · Rehearse it

Run the job on real data. Nothing is sent, created or changed — you get a plain list of what it would have done.

3 · Let it run

From then on it starts on its own, and comes to you with questions and anything you’ve asked to approve.
See how it works

already using claude cowork or chatgpt?

How Polytask is different from ChatGPT and Claude.

You’ve probably had one draft emails, tidy a spreadsheet, maybe run a task each morning. That’s your work, in your chat. The jobs a business runs on start on their own, reach your customers, live in industry software — and someone else has to sign off.

  • Who is it for?Assistant · Usually one person, working in a chat.Polytask · The business. Your whole team shares the same agents.
  • When does it work?Assistant · When you ask, or at a time you set.Polytask · The moment an email, a text or an order arrives — or on a schedule. Nobody has to open anything.
  • Who does it talk to?Assistant · You.Polytask · Your customers, suppliers and crew — by text, WhatsApp and email.
  • Who signs off?Assistant · Whoever is in the chat.Polytask · Your team, on the website or by email, for the actions you choose.
  • Which software?Assistant · The big general apps — email, files, calendars.Polytask · Those, plus deep access to the software your industry runs on — Fergus, Simpro, Cybake, Xero Payroll, Xero Practice Manager — and websites with no connection at all.
The full comparison

built with real businesses

Sounds like your week?

Polytask is built for trades, food producers, accounting practices and service businesses. Pick the one that sounds most like yours.

Trades & field services

Job requests into Fergus or Simpro, customers booked by text, invoices drafted.

Food production & wholesale

Orders into Cybake, supplier invoices filed and checked, purchase orders raised.

Accountants & bookkeepers

Client paperwork chased and filed, Xero kept tidy across every client, pay runs prepared.

Professional services

Enquiries answered, meetings written up, timesheets and invoices done.

handing it over

The questions everyone asks first.

“What if it sends something wrong?”

Choose which actions need a yes. For those, it stops, shows exactly what it’s about to send and waits for someone on your team.

“It’s touching my books…”

Rehearse it first on your real data. Nothing is sent, created or changed until you switch it on.

“What can it see?”

Only the mailbox, accounts and folders you tick. And every step it takes is written down.

“What will it cost?”

Most jobs cost well under a dollar. There are no seat fees, and you can set a monthly cap.
Security and controlPricing

Start with one job.

We’re opening to a small group and setting each business up personally. We’ll build your first agent with you, rehearse it on your real email and documents with nothing sent, and switch it on when you’re happy.

Join the waitlistSign in

Rehearse first with nothing sent, and choose what needs your OK.