The whole map
One place where
your company lives.
Customers, catalogue, orders and payments stop living on separate islands and move into one system. On top of that data, artificial intelligence agents do the work: some answer whoever writes to you, some reply to your team, and some run the long jobs on their own. Your site, your social profiles and your campaigns hang off it, and everything that comes in is recorded without anyone typing it twice.
The problem
The business information
is scattered across places and disconnected.
In a company that invoices every day, what the business knows lives in pieces: some in the WhatsApp of whoever answers, some in a spreadsheet someone else keeps, some in the invoicing system and some in the head of the person who has been there 10 years. None of it is wrong. The problem is that no single one of those places holds the whole business, so every simple question (how much do they owe us, where did this land, when does it ship) costs 3 internal messages and an hour of somebody time.
One example, the kind that happens every Tuesday
A customer asks for something on a Tuesday morning. Below are the 4 places it ends up today: the chat, the line in the notebook, the bank movement and the photo of the receipt. Each holds a part and none holds the order. Further down, the same order put together once.
The business WhatsApp
MMarisa · Distribuidora del SurTodayHi, good morning.10:41Morning Marisa. Go ahead.10:41Send me 12 rolls of the grey blackout. Can they be here on Thursday?10:42Sure, I'll confirm price and delivery.10:58Type a message12 rolls grey blackout→ #1048
The notebook on the counter
call Perez about the invoice3 boxes missing from the depotDistrib. del SurThursday 14, before 10tell Cristian about the freightorder packing tapeThursday 14, 10:00→ #1048
The bank statement
Current account ··· 4471SeptemberDateDetailAmount09/10TRANSF 2984 LOPEZ HNOS122,500.0009/11TRANSF 3306 DISTRIB SUR486,400.0009/11AUTO DEBIT UTILITIES38,120.0009/12TRANSF 3311 ALMACEN NORTE64,900.0009/12ACCOUNT MAINTENANCE FEE9,450.0009/12TRANSF 3318 M. AGUIRRE218,300.00Balance1,284,900.00$ 486,400→ #1048
The phone gallery
Today · 9 photos
Transfer receipt
Receipt 3306→ #1048
One single place
#1048Distribuidora del Sur
PaidThe process lives in someone's head.
The rules exist and nobody wrote them down. They get applied differently depending on who is in that day, and the one who knows can never take a holiday.
Repetitive work pushes out the important work.
Enter the order, match the receipt, answer where the shipment is. Every single day, and always at the worst moment.
The solution
The system first,
then whatever plugs into it.
What solves the mess above is not one more tool: it is having the business information live in one place. That is Sinfonix Core. Everything you contract afterwards (the site, the campaigns, the agents, whatever gets built to order) works on that same data, not beside it.
- 01
Data goes in once
The customer, the order, the price and the payment are entered once and stay available to everything else. No more of the same order written in 4 places, which is the problem above.
- 02
Whoever answers knows what came before
Whoever replies to a message sees the full history, the balance and where the last conversation left off. Person or agent, they read the same record.
- 03
No implementation project
The first thing you contract switches on the basic version of the core, with your data in it from day one and its automations already running. It then expands with whatever modules are needed, one at a time. And if you already run a management system, it connects and works on top.
The system at a glance
Outside
Who writes to you and through where. Not part of the system: they belong to them and to the platforms they use.
- Communication channelsWhere people write to you. They all arrive in the same place, so nobody goes unanswered.
- New enquiriesSomeone writing for the first time. Not a customer yet.
- CustomersAlready bought from you, and the system remembers what you sold them.
- Your teamYour people. They watch how things are going, ask for what they need and approve what goes out.
Sinfonix
The doors
Where work comes in and goes out. It is what the outside world sees of you.
- Sales and support agentAnswers at any hour, knows your prices and your stock, and logs every enquiry.
- WebsiteYour site: it shows what you sell, takes enquiries and orders, and carries the chat inside.
- Social profilesYour social accounts. What gets published goes there, and the messages land there too.
- CampaignsThe advertising you pay for. It sends people to your site or profile, and the cost per enquiry is visible.
The machinery
What runs inside: who executes, who checks, and who flags when something falls outside the rule.
- Team assistant agentYour team chat: you ask for something and it gets done, always inside your account.
- Security checksThe gate every request goes through before an agent touches anything: whose it is, who is asking, what they have, and who signed off.
- ExceptionsWhat the agent cannot settle on its own gets flagged, with the reason, so a person steps in. The conversation carries on where it was.
- Execution agentsThey do the long work: build the site, prepare the month of content and leave the campaign ready to go.
- Reports and analyticsWhat came in, where from, what it cost and what it left. No spreadsheet needed.
- DashboardYour desk. Everything the system knows, to look at and to change.
The core
Where the data ends up. Everything above reads and writes here, so nothing is entered twice.
- Sales and paymentsYour orders, what you have collected and what is still owed.
- CRMWho each person is, how they found you and where things stand.
- CatalogueWhat you sell, with prices. Entered once and used everywhere.
- BrandsYour brand: how it looks, how it speaks, and what belongs to it.
- ContentWhat goes out each month: the plan, the pieces and what already ran.
- TasksWhat is pending, and who has to resolve it.
- MemoryWhat the system already learned about your business, so nobody asks you twice.
- Accounts and permissionsWho gets in, and how far each person can go.
Outside
The systems you have to talk to. They get connected, not replaced.
- Payments
- Invoicing
- Logistics
- Custom integrations
It is the same map you move through above, held still: who comes in, through where, what runs inside, where the data ends up and which outside systems it talks to. Everything you contract plugs in here.
Walk through the system in detailServices
What you contract,
on the same system.
A company comes in through what it needs and adds the rest when it helps. There is no hierarchy between them: each one stands on its own, and the system sits underneath all of them without being a condition to start.
- 01
Sinfonix Core
The system where the business information lives. Any site or campaign brings the basic version at no charge: the CRM and the catalogue, with the automations it ships with. It then expands with whatever modules your operation asks for.
From$129per month
- 02
Websites
Landing page, company site or online store, and then an autonomous webmaster on call 24/7: you ask for the change over chat at any hour, it makes it and publishes it.
From$129per month
- 03
Campaigns and social
Google and Meta campaigns, and your social accounts run for you. What comes in lands in your system, with the cost per enquiry in plain sight.
From$449per month
- 04
AI Agents
Sales and support agents, which are contracted and can be specialised in your trade with an add-on that is quoted, plus your team assistant, added separately, and the operational agents that run what you already contracted.
From$219per month
- 05
Custom Software
Custom automations, integrations with what you already use and internal processes, with a diagnosis first and a plan in stages of fixed scope and price.
Quoted
Any site or campaign brings the CRM and the catalogue from the core. Modules are billed monthly; custom development is quoted by stage, with closed scope and price.
How it adapts
Different ways of operating,
the same system underneath.
Automating an operation means understanding what happens from the moment an enquiry lands until after delivery: how it is quoted, how it is charged, who ships it and which systems you have to talk to. Here are some of the trades that get automated, so you can see the shape the system takes in each one.
What things are calledShop · Order · Route · Delivery note · Balance
- 1It arrivesThe order lands on WhatsApp, almost always similar to the last one, often with no codes and sometimes as a voice note.
- 2It is put togetherIt is built off that shop previous order, with its list, its discount and whatever is out of stock today.
- 3It is chargedCash with a discount, or on account with a due date. The driver sometimes collects at the door.
- 4It is deliveredPicked by route and by delivery day, with the order of the stops and whatever did not fit on the truck.
- 5AfterwardsReturns, crates, the balance left over from the run, and the shop that has not ordered in 3 weeks.
Talks toWhatsApp, e-invoicing, the delivery run sheet
The rule nobody has written downWhat did not make it onto the truck does not get invoiced, and the shop that stopped ordering 3 weeks ago has to be called before someone else calls them.
What things are calledCustomer · Price list · Purchase order · Dispatch · Account
- 1It arrivesA purchase order by email or through the rep, with codes the customer writes their own way and quantities by the case.
- 2It is put togetherIt is checked against THAT customer list, the case minimum and stock, which includes what is in transit with its arrival date.
- 3It is chargedIt is almost never charged here: it is invoiced on account, with terms, a credit limit and volume discounts.
- 4It is deliveredDispatch by carrier, delivery note, tracking, and the gap between what was ordered and what actually made it onto the truck.
- 5AfterwardsCollections with due dates, cheques, credit notes for shortfalls, and the statement the customer asks for every month.
Talks toAccounting system, carriers, the ERP if there already is one
The rule nobody has written downA customer over their credit limit does not ship even if there is stock, and the credit note for a shortfall goes out before they claim it.
What things are calledEnquiry · Traveller · Package · Booking · Deposit
- 1It arrivesAn Instagram enquiry with a destination, dates and how many are travelling. Half the details are missing and you have to ask without letting it go cold.
- 2It is put togetherThe itinerary is built with flights, hotel and transfers, each with its supplier, its availability and its expiry date.
- 3It is chargedA deposit to hold it and the balance before departure, in instalments and sometimes in 2 currencies. Every payment moves the supplier deadline.
- 4It is deliveredVouchers, insurance and documents to the traveller, and confirmation to each supplier separately.
- 5AfterwardsDate changes, cancellations with a penalty, and the traveller who comes back next year.
Talks toBooking engines, payment gateway, WhatsApp and Instagram
The rule nobody has written downA booking with no cleared deposit holds nothing, and the supplier hold expires before the traveller enthusiasm does.
What things are calledEnquiry · Customer · Panel · Estimate · Fitting
- 1It arrivesA photo of the window over WhatsApp and a "how much is it?". Without width, height and track type there is no possible price.
- 2It is put togetherA visit to measure, or measurements from the customer at their own risk. Estimate per panel, with a minimum billable size and cutting waste.
- 3It is chargedA deposit to send it to production and the balance against fitting. The fabric gets cut: if the customer backs out, the money is spent.
- 4It is deliveredProduction with its lead time, scheduling the fitting visit, and the installer with their own calendar.
- 5AfterwardsMechanism warranty, drop adjustments, and the customer who wants the rest of the house 2 years later.
Talks toWhatsApp, payment gateway, the installer calendar
The rule nobody has written downNo deposit, no cutting, and a measurement the customer got wrong is not a warranty claim.
What things are calledEnquiry · Client · Appointment · Proposal · Retainer
- 1It arrivesAn enquiry at any hour asking whether you handle their case, what it costs and when there is an opening.
- 2It is put togetherIt gets qualified, the first meeting is booked and the proposal goes out with scope and fee.
- 3It is chargedA deposit or the first retainer instalment. Fees are billed per period and have to be chased.
- 4It is deliveredThe work delivered, with its meetings, its deadlines and the reminders that prevent a missed appointment.
- 5AfterwardsRetainer renewal, the client who comes back with another matter, and the one who referred someone.
Talks toCalendar, video calls, payment gateway, invoicing
The rule nobody has written downAn appointment with no reminder gets lost, and the agent does not opine on the merits: it books and hands over.
These are just some examples of how the system adapts to different ways of operating. If your business works another way, tell us how you work: out of that conversation comes what switches on, what gets configured and what has to be built for you.
Tell us how you workNot everything needs artificial intelligence
3 kinds of work,
each done by who should.
Putting AI where it does not belong is the most expensive way to break something that worked. A balance is calculated, not interpreted. A conversation is interpreted, not calculated. And some decisions are signed by a person because they do not go back. The design is in splitting it well, task by task.
Software
What gets calculated
Deterministic and verifiable: with the same data it gives the same answer today and in 6 months, and it can be tested. AI adds nothing here and adds a risk.
Invoiced$1,240,000
Collected$380,000
Balance$860,000
- Working out the balance on an account
- Taking stock down when an order is confirmed
- Applying the price list each customer is on
AI agent
What gets interpreted
Loose language, context and bounded judgement. It understands what someone wrote at 3 in the morning, looks the fact up in the system and answers with what is actually loaded.
Hi, do you have the 1.60 x 2.10 blackout roller? How much is it?
Yes, that size is $184,500 fitted, in 5 colours. Shall I put the estimate together?
- Answering an enquiry at 3 in the morning
- Reading a transfer receipt and logging it
- Writing the follow-up on an estimate with no reply
Person
What gets signed
Anything that commits money, a relationship or something that does not go back. The system leaves the case ordered and with all the context; someone makes the call.
This customer does get 30 days credit.
Signed by someone on your team- Deciding whether a new customer gets credit
- Approving a discount outside the list
- Resolving a complaint that fits no rule
If you want to bring AI into your company but you are not sure where or on what, we know how to do it: look at your operation and decide which part can run on its own, which needs an agent and which should keep being signed by a person. There is no percentage: there is a criterion, applied task by task before a line of code is written.
How we workDo you want to bring AI into your company?
We know how to do it. Tell us how things work today and we will tell you which part can run on its own, which needs an agent and which is better left to a person.