Today
An enquiry lands at seven in the evening.
With Optiva
The reply is drafted as it arrives, in the tone you set, and waits in the queue.
AI workflow automation
Your quotes, invoices and inbox, already drafted.
Optiva connects to the email, calendar and accounting software you already use. It reads what comes in, prepares the reply, the quote or the invoice chase, and puts each one in a queue. You approve it, then it sends.
Accounts are opened by our team. There is no public sign-up.
Mail
Gmail, Outlook, any IMAP box
Accounting
Xero, MYOB, QuickBooks
Calendar
Google, Outlook
Reviews
Google Business Profile
The problem
Every job leaves a trail of admin, and it lands on you.
An enquiry to answer, a quote to write, an invoice to send, then the same invoice to chase. None of it is difficult. All of it has to happen, and in a small business it happens after hours, or late, or not at all.
Today
A quote waits for a quiet moment that never quite comes.
With Optiva
The quote is drafted from the enquiry. You check the price and send it.
Today
An invoice falls overdue, because nobody enjoys the chase.
With Optiva
The chase is written once, then goes out on schedule with the figures swapped in.
Today
Supplier bills pile up and get entered in one late batch.
With Optiva
Each bill is read on arrival and coded, ready to push to your accounting software.
Your accounting software stays exactly where it is. Optiva works on top of the ledger and never tries to be one: Xero, MYOB and QuickBooks keep the invoicing, the payments and the lodgements, and Optiva does the work that surrounds them.
What it does
Nine automations, one queue to check.
Each one has its own space in the app, and everything they prepare lands in the same review queue. You work through it when it suits you. What you approve goes out, and what you correct teaches the next one.
Smart Inbox
Every email read, sorted, and answered in draft.
Mail is filed against the right customer as it lands. Newsletters and automated noise are dropped before the AI reads anything. What is left comes back with a reply already written, in the tone you set.
Lead qualification
Enquiries are scored and ranked as they arrive, so the ones worth a call today sit at the top of the list.
Customer support
Answers drafted from your own documents and price lists, with the source shown, so you can see where a figure came from.
Quotes
The quote is written while the job is still fresh.
From an enquiry, or a note you paste in, Optiva sets out the lines and produces the PDF. You check the figures and send it. The customer accepts online, and if it goes quiet the follow-up is already drafted.
Getting paid
The chase is written once, then it just goes out.
Write the wording yourself, or let Optiva draft it and adopt the version you like. After that every reminder is that same letter with this invoice's figures in it, firmer at each step.
Supplier bills
A bill arriving as an attachment is read, coded and lined up to push into your accounting software.
Google Reviews
New reviews are pulled in with a reply drafted underneath. It publishes to your Google listing once you approve it.
Files
Drop in a photo, a PDF, a receipt. The AI reads it and files it against the right customer and the right job.
Appointments
Only the slots that are genuinely free.
Optiva reads your calendar, your opening hours, your time off and the jobs already booked, then offers what is actually available. Customers can book themselves through a link. A lock in the database makes a double booking impossible, not merely unlikely.
The assistant
Ask the business a question.
Which invoices are overdue, what is on for Thursday, what did we quote this customer last year. It answers from your own records. Anything that would leave the business is shown to you first, and sent only when you say so.
The rule that does not bend
Nothing reaches a customer until you have said yes.
Optiva reads, drafts, prices, schedules and files. It does not send. Once a function has earned a high enough reliability score you can let it run unattended, and even then never one that touches money.
Waiting for you
Nothing here has been sent, and nothing can be until that button is pressed.
Where it lives
Where your data sits, and who can reach it.
Optiva is new, so instead of customer logos here is what you can check for yourself. All of it is either written into the product or published on a page you can open right now.
Hosted in Sydney
The platform and your data are hosted in Australia. Every third party that sees any part of it is named on the sub-processors page.
One business, one wall
Row level security on every table in Postgres. The database role the application uses cannot switch it off, and cannot read another business's rows.
Credentials stay with the platform
Mailbox and accounting tokens are encrypted with Fernet. The platform holds them and does the sending. The AI workflows never receive one.
Privacy Act 1988
Built to the Australian Privacy Principles. You can export everything held about your business, or ask for it to be deleted, from inside the app.
Sub-processors are published
Who touches your data, what they do with it and where they run it. On a public page, not on request.
No public sign-up
We open your workspace and connect your tools with you. Both our names are on the registered entity, and the ABN is real.
Read the privacy policy, the terms, or the list of sub-processors.
Who builds this
Two people, and no support queue.
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Guillermo Buisson
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Matthieu Guiot
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Start a conversation
Tell us what your week looks like.
We open every account by hand, so the first step is a conversation rather than a sign-up form. Tell us what you run, what eats the hours, and which tools you already pay for. If Optiva is not the right fit we will say so.
Talk to usNot ready to talk? Run the free two minute audit first, or write to us directly at contact@optiva-solutions.com