Poki Assisted
The dashboard we built to run our own client work — calls become plans, plans become calendar time and invoices, all on our own hardware.
Why this had to exist.
Running client work means the same loop over and over: a call happens, someone has to remember what was agreed, turn it into tasks, find time for them, and later invoice for the result. Each step lives in a different tool — a recorder, a notes app, a calendar, a spreadsheet — and the hand-offs between them are where things get dropped. Off-the-shelf assistants can close some of those gaps, but most of them work by sending recordings of client conversations to someone else's servers. We wanted the loop closed without the recordings leaving our own hardware.
One place for the call, the plan, the calendar and the invoice
Poki Assisted is a private dashboard with a small service behind it. A recorded call or a spoken note goes in; a transcript, a proposed plan and proposed calendar entries come out for review. Once approved, the work is on the calendar and the project is on the books, ready to be invoiced.
From a conversation to scheduled work
Four steps. A person signs off between the proposal and anything being written.
Capture
Record a quick voice note, or upload the recording of a client call. The words appear as you talk, and the original recording is kept untouched.
Transcribe
Speech is turned into text on our own server. For a call, the transcript is split by speaker, so it is clear who said what.
Propose
A language model running on our own machine reads the transcript and proposes a summary, a list of tasks and the questions still open — each task placed in free working time on the calendar.
Approve
The proposal can be approved, revised with a comment, or discarded. Only an approved plan is written to the calendar, and the calendar is re-read first so nothing lands on top of a meeting.
Client conversations stay on our hardware
Projects, invoices and tax in the same place
The same dashboard keeps the books for client work, so the plan and the money are never in separate tools.
The same approach, built for your business
Poki Assisted is not for sale — it is how we work. But it is a working example of what we build for clients: software that takes over the repetitive hand-offs, keeps sensitive data on infrastructure you control, and leaves the decisions with a person.
What it's made of.
A Python orchestration layer coordinating 7+ external services — parallelized throughout and fully resumable from any stage.
Want something like this?
We design, build and run custom software end-to-end. Tell us the problem — we'll build the system that solves it.