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AI personal assistant · Optaro PAYour inbox, read. Your day, prepared. Your decisions, ready.

Optaro PA reads the mail, files the documents and follows the commitments, then hands you a morning brief with the decisions already prepared and the evidence beside them.

Get your PA See what it does
MailRead, triaged, drafted
BriefDecisions, not a digest
FilesExtracted and filed
ControlYou set the level

What the PA does all day

One assistant. Everything that lands on your desk.

01 · Mail

Every thread read. The reply already drafted.

The PA reads every message for what it actually is: a request, a question, an invoice, a complaint, a meeting to schedule, a trip. It pulls out the summary, the key points and the actions, and drafts the reply the way you would write it.

GmailMicrosoft 365IMAPDrafts in your toneSummary & key pointsVIP escalationMissed‑reply chasing
Focus · 4
Board pack, final reviewApproval
Implementation slippingRisk
Please confirm the datesRequest
Invoice 2041 attachedFinance

PA review · decision

Board pack, final review

Sarah M. to you · 5 messages on this thread

What mattersNeeds your approval before 10:00. No unresolved legal or financial points. A reply is drafted in your tone.
Approve & sendEdit reply

02 · Morning brief

Decisions, not a digest.

Commitments, deadlines, preparation, risks and what changed since yesterday, across mail, calendar, tasks and files. Every item carries the evidence it came from; an item with none is thrown away. By email, Telegram or in the app.

At the time you setEvidence on every itemApprove in placeWhat changed since yesterday
Morning brief 08:00 · 4 DECISIONS READY
Business
Approve the board packFrom Sarah M. · Mail · needed before 10:00
Approval
Sign the bank mandateFinance · document extracted, two fields to confirm
Decision
Reply to the Riverside ticketSupport · draft ready in your tone
Drafted
ApproveReview evidenceEvidence attached · 3 sources

03 · Documents

Attachments become records.

Invoices, contracts and mandates are read, the fields extracted, the ones it is unsure of flagged for review, and the file put where the business will look for it.

Field extractionOCRLow‑confidence reviewFiled by your rulesSearch inside files

Finance · extracted from mail

Invoice 2041 · Northgate Facilities

Matches PO
Total£4,860
Due30 Sep
ContractAnnual
ConfirmCost centre

Filed to Finance › Suppliers › Northgate · linked to the September obligations view · 2 fields to confirm

04 · Calendar & travel

Your diary, defended.

Flights and hotels are found in your mail, assembled into a trip and put in your calendar. When a meeting has to move, the alternatives are checked against everyone’s free and busy time first.

Trips from mailFree/busy across attendeesMeeting preparation

Travel · found in your mail

Copenhagen · 14–16 Oct

1 clash
Flight out · Tue 07:55Booking confirmation · seat and reference kept
Flight
Hotel · 2 nights, NyhavnReceipt filed to Travel › October
Hotel
Board call overlaps boardingTue 07:30 · three other times are free for everyone
Calendar
Propose new timeOpen trip

Matter · held since 2 Sep

Northgate contract renewal

Changed today
Where it standsRenewal agreed in principle at the current rate. Dates not confirmed. Invoice 2041 is due 30 Sep and should not be paid before they are.
Waiting onSarah M. to confirm the dates · asked 12 Sep · chased once
New today: their finance team asked about the POMail · 09:12 · changes the position on invoice 2041
Mail
Built on 4 sources2 mails · the annual contract · invoice 2041
Evidence
Depends on: Facilities budget reviewIf that changes, this is flagged for you, not rewritten
Linked

More than an inbox

She holds the picture. So the business can grow without hiring.

Every ongoing concern becomes a matter with a current position, the evidence it rests on, who it is waiting for and what it depends on. Tomorrow’s brief continues from today’s position; it does not start again from an empty inbox.

Carried forwardEach morning shows what changed since yesterday, and what was dropped and why.
Bound to evidenceEvery finding quotes the mail, file, ticket or record it came from.
Honest about changeWhen the evidence moves, the position is flagged for review. History is never rewritten.

Customer portal

From your inbox to your customer’s portal.

Documents that arrive by mail are matched to the customer they belong to, read, filed, and published to that customer’s own portal. The ones she is unsure of wait for you.

Customer matchingClassify and extractFiled by your rulesPublished to the portalReview queue
Inbound · documents@
Auto
01Mail arrives“Signed mandate attached” · 2 PDFs
02Customer matchedOld Mill Conference · by sender and reference
03Read and classifiedBank mandate · signed · 2 fields checked
04In their portalOld Mill › Agreements · customer notified
Held for you1 of 38 today: sender matches two customers. She asked instead of guessing.

Integrations

She works where the work already is.

GmailGoogle WorkspaceMicrosoft 365IMAPSlackTelegramPipedriveQuickBookse‑conomicZendeskFreshdeskCal.comGitHubOutline wikiE‑signature

A day with the PA

It works while you are in the room.

The useful part is not the chat. It is the work that was already done when you looked.

  1. 07:30

    The brief is ready

    Overnight mail read, the day’s items prepared, evidence attached.

  2. 09:10

    A reply is waiting

    Drafted in your tone. Approve, edit, or tell it what you meant.

  3. 11:40

    An invoice files itself

    Extracted from the attachment, checked, filed where Finance looks.

  4. 14:00

    You walk in prepared

    The thread, the documents and the open commitments, on one page.

  5. 17:30

    Nothing is dropped

    Promises made in mail are followed until someone keeps them.

You stay in control

Give it control one notch at a time.

Every skill starts by watching. You decide, per skill, when it has earned the right to suggest, to act, or to run on its own. Try it on one email.

Same email · four levels of control

“Please confirm the dates”

Riverside Spa · routine request · you have answered 14 like it

Drafts the reply in your tone and puts it in front of you.

You press send.

Draft ready
Ask the PA
Grounded
Where are we with Northgate?

Invoice 2041 (£4,860) is due 30 Sep and matches the PO. Their last mail asks to confirm the renewal dates, and you have not replied in six days.

Mail · 12 SepInvoice 2041Contract · Annual
Did they agree the new rate?

I can’t find that in your mail or files. I won’t guess. Shall I draft a question to Sarah?

Evidence, not confidence

It shows its working. And says when it does not know.

Every answer carries the mail, file or record it came from. Claims are checked against what the PA actually found before you see them.

Sources beside the answerChecked claimsNo guessingFull action trail

Where it goes next

Starts with your inbox. Grows into the business.

The PA is the Core of Optaro Business. The same assistant, memory and controls extend into each function when you are ready for them.

01 · Core

Core

Your PA, organisational memory, mail, files, tasks and routines working from shared context.

Daily briefMailDriveTasksCalendar
02 · Finance

Finance

Invoices, cash, obligations and spend signals connected to the decisions they influence.

ExtractionObligationsCash view
03 · Operations

Operations

Delivery, contracts, reviews and recurring workflows kept visible and moving.

ContractsReviewsRoutines
04 · Support

Support

Triage, knowledge and customer signals connected back into the wider business.

TriageKnowledgeSLA
05 · Marketing

Marketing

Pages, campaigns, analytics and attribution tied to the customer journey.

CampaignsAttributionPages
06 · Sales

Sales

Accounts, research, outreach, pipeline and commercial evidence in one view.

AccountsResearchPipeline

Explore Optaro Business

Built to be trusted with your mail

Yours. Kept apart. On the record.

01A database of your ownEach customer has its own database. Your data is never a row in a shared table.
02You set the levelObserve, suggest, act, auto. Set per skill. Nothing leaves without it.
03On the recordEvery skill run, model call and send is logged, with the control level it ran at.
04One teamBuilt, hosted and supported by Optaro.

Questions

The ones everybody asks first.

What is Optaro PA?

A personal assistant for your working day. It reads the mail you connect, prepares a morning brief, drafts replies in your tone, files documents and follows the commitments made in your threads. It is the Core of Optaro Business.

Does it send email without asking me?

Not unless you tell it to. Every skill starts in observe. You move it to suggest, then act, then auto, one skill at a time. Anything that leaves your account is gated on the level you set.

Which mail and calendars does it work with?

Gmail and Google Workspace, Microsoft 365, and standard IMAP mailboxes. It can also reach you, and listen, on Telegram and Slack.

How do I know an answer is right?

The PA shows the mail, file or record it used beside the answer. Claims are checked against what it actually found, and when it cannot find something it says so instead of guessing.

Where does my data live?

Each customer has its own database; your data is never a row in a shared table. Every skill run, model call and send is logged.

Can a team use it?

Yes. Shared mailboxes with access rules, team knowledge, roles and per‑person permissions are part of the platform, and the same PA grows into Finance, Operations, Support, Marketing and Sales when you are ready.

Which languages does it work in?

The interface ships in English and Danish, and replies are written in the language you set.

Start with your priority

Which part of your world needs to work better?

Tell us about the guest journey, the network estate or the business challenge.

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Prefer email? hello@optaro.io