FAQ
Frequently asked questions
Straight answers about fit, implementation, pricing, control and what happens after your first agent goes live.
SmartOS and company fit
What is SmartOS?
SmartOS builds and operates AI agents that run critical workflows end to end, including invoicing, collections, customer support and recruiting. Every engagement includes the SmartOS AgentHub, where your team can monitor activity, results and exceptions. At the current run rate, our agents handle nearly US$20 million in invoices and collections each year.
Who is SmartOS for?
SmartOS is built for companies that need to grow or transform without adding operational headcount at the same rate. Common situations include rapid growth, post-acquisition integration, professionalizing an operation or running a second business without constant owner involvement. Our typical client has US$1 million to US$20 million in annual revenue and still relies on spreadsheets, disconnected systems and manual work.
Why trust SmartOS?
Start with the operating results. At the current run rate, SmartOS agents handle nearly US$20 million in invoices and collections and exchange nearly 500,000 messages with customers and candidates each year. Our team has also led a logistics technology company acquired by a publicly traded logistics group. Before any engagement begins, we define the expected result in measurable terms.
Can SmartOS replace a finance BPO?
SmartOS can run many workflows typically handled by a finance BPO, including accounts payable and receivable, collections and invoicing. AI agents do the repetitive work, and the AgentHub gives your team visibility into every task. You get the outcome of an outsourced operation without paying to scale another company's headcount.
Which processes are good candidates for agents?
The best candidates have recurring volume, clear rules and exceptions that can be mapped. Their data usually lives in systems, emails, documents or messages. Examples include invoicing, collections, reconciliation, customer support, candidate screening and contract management. If your team repeats the same work every week or month, it is worth evaluating.
When is SmartOS not the right fit?
SmartOS may not be a fit when a workflow has very low volume, no consistent rules or too few repetitions to justify implementation. We are also not a self-service software vendor. Your company needs someone who can own business rules and decide exceptions. The free discovery phase identifies these issues before a proposal.
How it works
What does SmartOS mean by AI agent operations?
We build and operate AI agents that complete business workflows inside the systems you already use. You get a working process, not another tool to configure. Agents complete the routine, the platform records every step and exceptions go to your team.
What is the difference between an AI agent and RPA (traditional automation)?
RPA works best when every input and step is highly structured. AI agents can handle more variation, such as reading emails, attachments, voice messages and documents, while still following defined rules. The two can work together: RPA handles fixed steps, and AI agents interpret the less predictable parts.
Do AI agents replace people?
The goal is to absorb repetitive volume without adding operational headcount at the same rate. People remain responsible for exceptions, judgment calls and relationships. Each company makes its own staffing decisions.
How does my team stay in control?
The SmartOS AgentHub shows what each agent did, the status of every workflow and exceptions waiting for a person. We define rules and limits with your team, then adjust them as the operation changes. AI agents do the work. Your team stays in control.
Implementation and commercial model
What happens during discovery?
Discovery is a free phase that typically lasts 1 to 3 weeks. We learn how the operation works, review the systems involved, identify the best workflows for AI agents and define measurable outcomes. You receive a proposal with scope, timeline, metrics and pricing. Work begins only after you approve it.
How much does it cost?
After discovery, we provide a proposal with a one-time implementation fee and a monthly fee to operate and improve the agents. Scope varies by engagement, but measurable outcomes are always defined before work begins.
How long until the first agent reaches production?
Typically 4 to 12 weeks, depending on workflow complexity and integrations. The process includes discovery, build, supervised launch and continuous operation. In one engagement, our agents processed US$2.2 million in invoices during their first five weeks in production.
Do I have to replace my systems to use agents?
No. Agents connect to the systems you already have, and the AgentHub adds visibility without replacing your ERP or CRM. If part of the operation still lives in spreadsheets, we move that workflow into the platform.
Which integrations are possible?
Current integrations cover finance and ERP systems such as SAP, Conta Azul and Asaas; communication channels such as email, SMS, WhatsApp and Slack; Meta Ads; and document processing for OCR, PDF, voice and text. We design the right combination for your environment during discovery.
Control, security and data
What happens when an agent cannot handle a case?
Exceptions are part of the design. Anything outside the approved rules goes to a person with the context needed to decide. The platform records activity, errors and escalations, and we use that history to improve the agent over time. SmartOS continues operating the agents after launch.
How do agent access and permissions work?
We define and document agent access, data retention, vendors and each party's responsibilities before implementation. Each agent receives only the access needed for its assigned workflow.
How is my company's data handled?
Data handling is defined contractually for each engagement. Before implementation, we document purpose, scope, retention and the vendors involved, including the requirements of Brazil's LGPD when applicable. Data is used only to operate the contracted workflows as described in that agreement.
Who watches the agent after go-live?
SmartOS does. The monthly fee covers monitoring, exception handling, fixes and ongoing improvements in production. We do not disappear after go-live.
Still have a question?
Ask us directly. The person who responds will help design and operate your agents.