Shown with a sample firm.

Ask your firm

Your team asks. It answers from your own records.

Ask is in the Othyn app, for everyone in your team, on their phone or the office laptop. Ask it about a job, a customer, an invoice or the diary, and it answers from your own records, saying where each answer came from. Ask it to get something done, like booking an install, and it does the steps, then waits for your OK.

The video 2:59

Try asking it

Pick who's asking, then tap a question. Everyone in the team can use it, and each person only sees what their role allows.

Owner

Mark · Owner
Is any paperwork about to cost us money?
Three things this week. Two are filled in, and one needs your OK.

Paperwork that could cost you

This week

  • Mill Close: MCS certificateDue in 2 working days. The grant can’t be claimed until it’s raised.Filled in, Jess is checking it
  • Birch Way: warranty cardDue Friday, or the cover drops to 12 months.Filled in, ready to send
  • Mrs Carter: invoice34 days overdue.Reminder drafted
Job recordsAccounts

Needs your OK

Change

Reminder sent to Mrs Carter.

Book Green Lane’s install
Here’s what I’ve lined up. Nothing’s booked until you say so.

Green Lane install

Mr and Mrs Shah · 9kW air source

How I did it · 4 steps
  • Checked the calendar
  • Found who’s free: Dan and Lee
  • Checked the voucher: it runs out in 9 days
  • Drafted an email to Mr and Mrs Shah
  • Monday 26 to Wednesday 28 OctoberDone 3 days before the voucher runs out
  • Dan and LeeBoth free all three days
  • Email to Mr and Mrs Shah“Good news: your install is booked for Monday 26 October. Dan and Lee will be with you from 8.”
CalendarJob records

Needs your OK

Change

Booked, and the email’s gone to Mr and Mrs Shah.

Who still owes us for last month’s jobs?
Three of September’s jobs are overdue. Mr Fletcher has emailed to say he’ll pay on Friday, so I’d chase the other two.

Unpaid from September

3 jobs · £6,580

How I did it · 3 steps
  • Found September’s finished jobs in the job software
  • Matched them to unpaid invoices in the accounts
  • Checked the inbox for anything they’ve said
  • Mrs Moore20 days overdue

    Boiler swap · £2,380

  • Mr Ellis5 days overdue

    Boiler swap · £1,960

  • Mr FletcherPaying Friday

    Boiler swap · £2,240His email, Monday: “I’ll pay on Friday.”

Draft reminders for the two
Job recordsAccountsInbox
Draft reminders for the two
Here they are, with the job, the amount and the date. Nothing’s sent until you say so.

2 payment reminders

From the office inbox

Mrs Moore£2,380
ReminderJust a reminder that £2,380 for your boiler swap was due on 2 October. Thank you.
Mr Ellis£1,960
ReminderJust a reminder that £1,960 for your boiler swap was due on 17 October. Thank you.
AccountsJob records

Needs your OK

Change

Sent. I’ll tell you when they pay.

  • It checked the paperwork and invoices against their deadlines, and what each one would cost if it slipped. The reminder waits for Mark's OK.

  • It checked the calendar, who's free and the voucher, then drafted the email to the customer. Nothing's booked until Mark says yes.

  • It took last month's finished jobs from the job software, matched them to unpaid invoices in the accounts, and found a promise to pay in the inbox. The two reminders wait for Mark's OK.

Office

Jess · Office
Anything urgent in my inbox?
Three new emails. I’ve filed the DNO’s approval and drafted the two replies.

3 new emails

From the office inbox

How I did it · 2 steps
InboxJob records
DNO connectionsGreen Lane

The heat pump connection is approved.

Filed in Green Lane’s job. The install can be booked now.

Mr and Mrs ShahGreen Lane

Asking when their install will be booked.

Suggested replyThanks for bearing with us. We’ll confirm your install date by the end of today.

Needs your OK

SendChange
Harbour LetsQueens Road

Want this year’s gas safety check at Flat 3 booked before the record runs out.

Suggested replyWe can do Tuesday 10 to 12 or Wednesday 2 to 4. Which suits the tenant?

Needs your OK

SendChange
Fill in the MCS certificate and the grant claim for Mill Close
Mill Close’s MCS certificate, from the job’s own records. Check it, then raise it from your MCS account.

MCS certificate

Mill Close · Mr Green · 7kW air source

  • Commissioning date12 October
    From the commissioning sheet
  • Heat pumpAW 7, air to water
    From the data plate photo
  • Capacity at design conditions7 kW
    From the design
  • Estimated yearly heat13,400 kWh
    From the performance estimate
  • Flow temp and SCOP45°C, 3.6
    From the design and the product list
  • Funded byBoiler Upgrade Scheme
    From the voucher

Also filled in: the customer, the address and MPAN, the Building Regs notice, the grid connection and the guarantee.

Ready for Jess to check
How I did it · 5 steps
Job records
Grant claimDrafted, for Jess to send once the certificate’s raised.

Needs your OK

Check the draft
Put together the handover pack for Elm Road
Done. It’s all in Elm Road’s folder. The Building Regulations certificate follows when it comes.

Handover pack

Elm Road · Mrs Patel

  • MCS certificateRegisteredReady
  • Commissioning sheetFrom Dan’s voice noteReady
  • Warranty registrationRegisteredReady
  • Benchmark checklistFilled in at commissioningReady
  • Before and after photosFrom the job’s folderReady
  • Heat pump manualFrom the makerReady
  • Building Regulations certificateDue in 18 daysTo follow
How I did it · 3 steps
Job records

Needs your OK

Check and send to the customer

  • It read the office inbox, filed the DNO's approval in Green Lane's job, and drafted the two replies for Jess to check and send.

  • It filled in each field from the job's own records, and says where each one came from. Jess checks it, then raises it from her MCS account.

  • It gathered the job's certificates, sheets, photos and manual into one pack, and notes what's still to come.

Engineer

Dan · Engineer
AIR SOURCE HEAT PUMP Model AW 8 Serial 2610 4471 0832 Output 8 kW 230 V 50 Hz

Data plate, Chapel Street

Got it. I’ve read the plate and filled in the warranty registration for Chapel Street.

Warranty registration

Chapel Street · Mr Brooks

  • Heat pumpAir source, 8kW
  • ModelAW 8
  • Serial number2610 4471 0832
  • Fitted byDan and Lee
Ready for Jess to check
How I did it · 3 steps
Your photoJob records
0:24
Your readings are on the commissioning sheet.

Commissioning sheet

Chapel Street · Mr Brooks

  • Flow temperatureFilled in
  • Return temperatureFilled in
  • System pressureFilled in
  • Controls set upFilled in
Ready for Jess to check
How I did it · 2 steps
Your voice noteJob records
How much did we make last month?
That’s not something your login can see. Ask the office or the owner.

  • It read the plate and filled in the warranty registration, ready for Jess to check.

  • It turned Dan's readings into the commissioning sheet.

  • Each person only sees what their role allows. Money stays with the office and the owner.

While you were asleep

It keeps watch overnight. When something changes, it has a fix ready for your OK by morning. Ask doesn't send anything on its own.

For example

At 21:40 a merchant emails: the boiler for Thursday's swap will come a day late. By morning, Ask has a swap ready, with Thursday's and Friday's jobs switched and both customers' messages drafted.

  • Inbox
  • Calendar
  • Job software

Needs your OK

How it works

  1. Mark asks it to book Green Lane's install. The reply starts: here's what I've lined up, and nothing's booked until you say so.

    Step 1

    Ask in your own words.

    Type it, say it, or send a photo.

  2. How I did it, four steps: checked the calendar, found who's free (Dan and Lee), checked the voucher (it runs out in 9 days), and drafted an email to Mr and Mrs Shah.

    Step 2

    It joins up your apps.

    It checks each app it needs, puts the answer together, and shows each step it took.

  3. The email to Mr and Mrs Shah waiting, with Needs your OK, Book and send and Change. Under it, after the tap: Booked, and the email's gone to Mr and Mrs Shah.

    Step 3

    You say yes.

    Anything it drafts, like a reply, a booking or a reminder, waits for your OK.

What it reads

  • Your job software: jobs, customers, dates, photos and notes.

  • Your accounts: invoices, payments and what's still owed.

  • Your inbox: emails from customers, suppliers and the DNO, matched to their jobs.

  • Your calendar: who's where, and who's free.

If another app can export its data, it can read that too. Each answer shows which of these it used.

Questions

Can my engineers use it?

Yes. Everyone in the team has it in the Othyn app, and each person only sees what their role allows.

Will it send things without me knowing?

No. Anything Ask drafts to send, like a reply, a booking email or a reminder, waits for your OK first.

Where do its answers come from?

Your own records: your job software, your accounts, your inbox and your calendar. Every answer shows which.

Can it answer from more than one app at once?

Yes. It joins your job software, accounts, inbox and calendar, and shows which each part came from.

Does it do anything overnight?

It keeps watch and gets things ready, like a fix for a late delivery. Anything it drafts to send waits for your OK.

See the other parts

Get in touch

To see how it would work for you, email or call. It starts with a conversation about how your firm works, and what takes up your time.

Emailhello@othyn.co.uk Phone07438 556449

Or reply to the message this link came in.