how it works
How Polytask works
An agent is a member of staff you brief in plain English. You decide what starts it, what it may touch and when it must ask. Then it does the job every time, and writes down every step.
step 1 · describe the job
Tell the Manager what you want.
Every workspace has a Manager you can chat to. Describe the job the way you’d explain it to a new starter. The Manager writes the agent’s instructions, picks what it needs, and shows you exactly what will change before anything does.
When a customer emails asking for a service, set the job up in Fergus and text them to book a time.
Here’s what I’ll set up. A Job Set Up agent that starts when an email lands in service@:
- Read the request and find or create the customer and site.
- Create the job in Fergus with the problem and access notes.
- Text the customer the first free slot and book it when they reply.
It can use Fergus and text messages — nothing else. Shall I test it on a sample request first? Nothing will be sent.
What changes
New agent “Job Set Up” · starts on email to service@ · can use Fergus, text messages
step 2 · decide what it may touch
It only sees what you tick.
Instructions read like a note to a new hire — no code, no flowcharts. Access is granted per account: which mailbox, which Xero organisation, which folders. It can’t reach anything you haven’t granted.
Accounts Assistant
You handle supplier invoices that arrive by email.
- Read the attached invoice and pull out the line items.
- Check the maths. If a total doesn’t add up, stop and ask me.
- Have the Invoice Checker verify the supplier and coding.
- Draft the bill in Xero and wait for approval.
- File the PDF and confirm by email.
written like a note to a new hire — no code, no flowcharts
- granted
Xero — your Fieldstone Ltd accounts
raise bills and purchase orders · read invoice PDFs
- granted
OneDrive — the Accounts folder only
file and fetch documents — nothing outside that folder
- granted
Outlook — accounts@fieldstoneco.com
send email as this mailbox, no other
- granted
Teammates — Invoice Checker
can hand work to this agent and get files back
- off
Slack
not granted — it can’t touch this
anything you don’t grant simply doesn’t exist to it
step 3 · decide what starts it
It starts on its own.
Give an agent its own email address or point it at a mailbox you already have. Let it answer texts. Run it on a schedule. Or let your store or job system start it. From then on, nobody has to remember.
Service request — air conditioner not cooling, 14 Rose St
The agent starts with the whole email and its attachments
“Can the technician come Friday instead?”
The agent starts with the whole conversation so far
Every weekday at 4 pm
The agent starts and checks what needs doing today
New order SO-8412 from your online store
The agent starts with the order details attached
step 4 · rehearse
Rehearse on real data before it goes live.
Run the whole job on your real email and documents. Nothing is sent, created or changed — you get a plain list of everything it would have done. Fix the instructions and run it again. Switch it on when the list looks right.
- Would have raised the bill — Fieldstone Timber, $4,180.00 — in Xero
- Would have attached INV-2041.pdf to the bill
- Read back the bill it would have created — simulated, start to finish
- Would have emailed Fieldstone — “Received, bill raised”
- The Invoice Checker rehearsed its part too — nothing it did was real either
it reads your real data, but everything it would send or create is only simulated. The whole job, helpers included, rehearsed end to end.
†the guarantee covers every agent involved — zero real changes, anywhere
while it works · approvals and questions
Your team approves anything important.
Before an email, a bill or an order leaves the building, the agent stops and shows exactly what it’s about to do. Approve, and it happens as shown. Say no with a reason, and it adjusts. Questions reach your team on the website and by email, so anyone can answer from their phone. Anything still waiting gets a reminder.
Place a purchase order in Xero
- Supplier
- Fieldstone Timber
- Items
- 3 — pine, brackets, freight
- Total
- $2,960.00
saved to the record — who approved, when, and exactly what
Purchase order · Timberline Supply — $2,960.00
reason: “wrong supplier — use Fieldstone”
→ the agent absorbed the refusal and re-drafted against Fieldstone.
†looking things up never needs approval — only actions that change something wait for you
Accounts Assistant asks · while working
Which cost centre should new Fieldstone bills go to?
several questions at once · answering resumes the run — even hours later
while it works · your customers
Agents can text your customers.
Give your agents a phone number and they can book visits, send reminders and answer questions by text — or on WhatsApp, from your own business number. You set what it may say. Anything it shouldn’t handle is flagged to your office straight away.
Coolbreeze Air
text message
Hi Sam, it’s Coolbreeze Air about servicing your air conditioner at 14 Rose St. Our technician can come Thursday 8–10 am. Does that suit?
Thursday’s no good sorry. Friday morning?
No problem — you’re booked for Friday 8–10 am. We’ll text you the day before.
Perfect thanks 👍
- FergusRead the job: address, customer, the technician’s week
- TextOffered the first free slot
- FergusMoved the visit to Friday 8–10 am
- TextConfirmed with the customer
- AgentWill text a reminder on Thursday
if the customer asks something it shouldn’t answer, it flags the conversation to your office straight away
while it works · a team of agents
Agents hand work to each other.
One agent answers the texts and hands bookings to another; one reads invoices and asks a checker to confirm the supplier. Who called whom is on one page, and every step of every job is on record.
Office Manager
hands work to it
Accounts Assistant
this agent
Invoice Checker
14 hand-offs · last 2h ago
Order Placer
9 hand-offs · last 4h ago
↑ asks upward: “Which supplier for the item on backorder?”
answered by the asking agent — no human needed
‡hand-offs always come back — agents can’t wander off in circles
after it’s running
Improvements you can accept or ignore.
Suggested improvements
Every version kept
Checks on finished jobs
already use claude or copilot?
Use Polytask from Claude or Copilot.
Connect Polytask to Claude or Microsoft 365 Copilot and ask about your agents, start a job or answer an approval from the assistant you already use. Your agents keep running in Polytask, whether or not anyone has a chat open.
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.
Nothing important goes out without your OK — from the first minute.