OVIOO AICustomer
Halden & Co
Ingrid Halvorsen · project lead
One system, six layers deep.
OVIOO is not a bundle of small apps that happen to share a login. Information enters at the top, and each layer below it adds something the one above could not do alone. Here is the whole of it, in order.
Information enters here
- 01Where information entersCompany mail, connected rather than replaced.
- 02What holds the workA Reference is the job, and everything about it attaches to it.
- 03What understands itContext the company already has, made answerable.
- 04What people do with itThe tools a team needs, all carrying the work they belong to.
- 05What runs the companyA second workspace, for managing rather than doing.
- 06What reaches outsideThe workspace extended to the people you work for.
The company acts on it
01
Where information enters
Company mail, connected rather than replaced.
Microsoft 365, Google Workspace and any IMAP host, personal and shared addresses side by side, with access granted per person. Attachments arrive with their message, and calendar invitations can be answered from it. Nothing is migrated and nothing is rerouted.
- Unified inbox across mailboxes
- Threads, folders, drafts, undo send
- Per-mailbox permissions
- Search across mail, work and records
02
What holds the work
A Reference is the job, and everything about it attaches to it.
Messages, people, files, documents, tasks, dates, suppliers and money. A message carrying the job’s number joins it by an indexed lookup, so the common case needs no interpretation at all. Around it sits the directory: the companies, contacts and locations the work involves.
- Proposed → Active → Closed → Archived
- Several codes per job — yours and theirs
- Split and merge without losing a message
- Companies, contacts, suppliers and locations
#742615Confirmed
Halden & Co
Q4 rollout · delivery 12–16 Oct · €48,200
One Reference. Your business decides whether it is called a project, a case, an order or a booking.
- CustomerHalden & CoIngrid Halvorsen · project lead
- Communication12 messagesacross projects@ and finance@
- Documents6 filescontract, schedule, proforma
- Tasks & requests4 open1 waiting on a supplier
- Supplier & money€4,320 payableVantage Supply · due 22 Aug
- Team & datesDaniel, Nora, Claradelivery 12 Oct
03
What understands it
Context the company already has, made answerable.
Ask what is still pending on a job and the answer is built from the messages, tasks, documents and activity connected to it, with the sources shown. Suggestions — a new job, a task, a link, an amount — wait in one review screen with the sentence they came from. It proposes; a person decides.
- Answers cite the mail and files behind them
- Scoped to what the person may already open
- Every proposal reviewable, nothing auto-sent
- Email keeps working when AI does not
04
What people do with it
The tools a team needs, all carrying the work they belong to.
Tasks with an owner and a date, requests that arrive with the job attached, coverage when somebody is away, one calendar for everything dated, and documents generated from the records themselves. Rules move the routine along, in the mode the owner chooses.
- My work: overdue, today, this week, waiting
- Requests carrying reference, customer and files
- Templates filled from your own records
- Rules: safe, review everything, or automatic
05
What runs the company
A second workspace, for managing rather than doing.
Finance from the invoice that arrived as email through approval to paid, the customer and supplier directory, departments and teams, roles and permissions, the audit trail and reports over records that already exist. Modules are switched on one at a time.
- Payables, receivables, approvals, payment runs
- Departments, teams, roles, capabilities
- Audit trail with the previous value
- Record types and terminology you define
06
What reaches outside
The workspace extended to the people you work for.
A hosted page in your brand where a client follows their own work, reads what you shared, sees what they owe and raises requests that land inside OVIOO on the right job. Nothing is visible without an explicit share, and revoking one removes it immediately.
- Your name, colours and section names
- Share by object, decide by field
- Requests arrive as internal work
- External logins are never seats
Underneath all six
The parts that are not a feature so much as a property of the system.
It takes your company’s shape
The word for a Reference, the record types, the fields, the statuses, the departments and who reaches what. Set once, and every screen follows.
Isolation is in the database
Workspace separation is row-level security in Postgres, not a filter in application code. Capabilities that touch money, AI spend or membership stay with the owner.
Nothing happens anonymously
Every change records who made it and what it replaced. Deletion runs a thirty-day clock, and a blocked workspace can still export its own data.
Microsoft 365Google WorkspaceIMAP & SMTPDesktop app for Windows, macOS and Linux
What the six layers replace
Not a competitor list. The honest comparison is against the arrangement a good company invents when nothing joins up.
The workaround today
In OVIOO
Mail in one place, work in another
A message becomes the task, the payable or the record it implies
A CRM somebody retypes email into on Friday
The customer record is built from the correspondence itself
A folder tree only one person can navigate
Files on the job, with the version each contact received
A spreadsheet of who owes what, and when
Payables and receivables on the job that generated them
A weekly meeting to discover what is stuck
Progress and bottlenecks read from the work as it moves
Answering “where are we?” by email, again
A portal in your brand, showing only what you shared
What OVIOO is not
A product defined only by what it adds is a product nobody can evaluate. These are the edges, stated plainly.
01
Not a replacement for your accounting system
It handles the stretch before the accountant — the document arriving, being read, matched to a job, checked for duplicates and changed bank details, approved and tracked to paid — and keeps the evidence. It has no double-entry ledger, no VAT returns and no bank reconciliation.
02
Not a project management tool
There are tasks, owners, dates and checklists, because work that arrives by email has to go somewhere. There are no story points, no burndown, no Gantt and no resource levelling. If planning is your problem rather than connection, this is the wrong tool.
03
Not a marketing or sales automation platform
No sequences, no drip campaigns, no lead scoring, no weighted forecasting. It cannot email a customer on its own at all — every message leaves because a person pressed send.
04
Not employee monitoring
Management reporting covers business activity inside OVIOO: jobs moved, mail handled, documents created. No screenshots, no keystrokes, no idle timers, no location, nothing from outside the product. The boundary is not configurable.
05
Not an autonomous agent
AI proposes; a person decides. It cannot send, delete, archive, share or link on your behalf. When the allowance runs out or the model is unavailable it says so plainly, and mail, references, tasks, documents and search carry on working.
06
Not a migration project
Nothing is imported first and no mail is rerouted. Connect a mailbox and history is searchable immediately; structure appears as new mail arrives. Disconnecting leaves every mailbox exactly as it was.
Before you go further
One shared mailbox. History becomes searchable at once, and structure appears as the next week of mail arrives — references proposed and confirmed, tasks raised from real requests, documents filed on the job they belong to. Business modules stay off until there is a reason to switch one on.
The workspace — mail, references, tasks, documents, search, coverage — is the product every company gets. The Business layer, the client portal and the finance modules are switched on by the owner, one at a time, when they are wanted.
Mailbox access is granted per person. A file is reachable by whoever can reach the work it belongs to. The Business workspace follows your departments, and capabilities touching money, AI spend, mailbox connection and membership are reserved to the owner and granted to an admin one person at a time. Access is enforced in the database, not by the interface hiding things.
An OAuth connection for Microsoft 365 or Google Workspace, or a server, port and credential for generic IMAP. No MX change, no mail routing, no domain verification, and no server of yours to run. The desktop app installs on Windows, macOS and Linux.
Your mail was never moved, so the mailboxes are untouched. Records and documents are exportable, and destructive actions go through a thirty-day recovery window rather than removing anything immediately.
See it on your own mail.
Connect one mailbox and watch the structure appear on your real work rather than a demo dataset.