Set Approval Rules & Roll Out

You know which tasks to hand over, how to write instructions that sound like you, and how invoicing and payment chasing can run on their own. The last piece is deciding what goes out without you and what waits for your OK, then switching your agents on in a way that never surprises a client.

Start in draft mode

For the first couple of weeks, have every agent draft rather than send. Recaps, invoices and reminders land in your approvals, and you approve, edit or reject each one. It takes a few minutes a day, and it shows you quickly where the agent gets things right and where it needs a correction. Once a type of work has been coming through clean for about two weeks, let that routine work go out on its own.

Write approval rules

Draft mode ends, but approvals don't. Some things should always come to you, however well the agent is doing. A few examples to adapt:

• Any invoice over an amount you choose, such as $5,000
• Any 60-day payment notice or final notice
• Anything that mentions a dispute, complaint or refund
• The first message to a brand-new client
• Anything the agent isn't sure about

Decide where approvals go, such as a text, an email or a Slack message, and make sure it's somewhere you actually check.

Test on last month's real work

Before an agent touches anything live, run it on last month's real meetings, projects and invoices. Compare its recaps with what you actually sent and its invoices with what you actually billed. You'll quickly spot a missing business fact, a sign-off that's off, or a step it skipped, and you can fix them before a client ever sees them.

Monitor and correct

For the first month, spend a few minutes each week looking over what your agents sent. When something's not quite right, tell the agent the way you'd tell a new hire: “Always include the project number in the subject line,” or “The county prefers recaps as a PDF.” It remembers, and the same correction rarely needs making twice.

Keep data access tight

Give each agent access only to the accounts and folders it needs for its job. The Payment Chaser needs your accounting software and email, not your whole shared drive. Connect agents through accounts your business owns, so you can see what they're doing and switch off access at any time.

Want it built and run for you?

Everything in this course assumes you'll set up and look after your agents yourself. If you'd rather hand that off, Suntex Labs starts by walking through your day with you, finds the 3–5 admin tasks that eat the most time, and builds, tests and runs the agents that take them over, with $0 upfront.