An office assistant agent for a custom jewellery studio
“Tell it what happened. It does the filing, the chasing and the morning briefing.”
A small studio that makes custom jewellery runs dozens of jobs at once, each with its own stones, quotes, approvals and deadlines. The agent lives in the studio’s Telegram. Staff tell it what happened, the way they’d tell each other. It files that into the job tracker, schedules what’s due, and every morning tells the studio what needs doing today and what’s coming in the next three days. A person decides anything involving money, clients or approvals.
Quick facts
- Built for
- A small studio making custom jewellery
- Where it lives
- Telegram, in private chats and the studio group
- What it runs
- A 22-tab job tracker Paper & Pixel built for the studio’s workflow. Each morning it posts what’s due today and what’s coming in the next three days
- People decide
- Payments, design approvals, workshop hand-offs, and anything the agent can’t file
The problem
Every piece is a project. Someone has to run it.
A custom job runs through about ten stages over weeks or months, from inquiry and quote through stone sourcing, design, client approval and the workshop to collection, and each stage leaves loose ends: get back to the client by Tuesday, chase the lab for the certificate, ask the workshop what’s coming in.
All of that is project management, and it was taking time the owner and the designer would rather spend on design. Their strength is the jewellery, not the admin. So Paper & Pixel built the studio a 22-tab tracker for the agent to run, not for them: one tab per kind of record, and Today and Coming Up views that show what needs attention. Nobody on the team has to open it or keep it up to date. The studio’s day happens in chat, so that is where the filing happens.
One message in Telegram
Mei went ahead with the teal sapphire. It’s at the lab. I collect it Monday and need to get back to her by Tuesday.
Four rows in the tracker
- StonesSTO-014 teal sapphireNote: 20 Oct, sent to the lab to certifyNext: collect certificate
- InteractionsINT-0031 Collect stone from labOwner: DesignerDue: Mon 26 OctOpen
- InteractionsINT-0032 Get back to MeiOwner: DesignerDue: Tue 27 OctClient-facing
- JobsJOB-2026-017 Mei, sapphire ringNote: 20 Oct, stone at the lab (Designer)
How it works
Say it once. The agent takes it from there.
It files what it’s told, schedules what’s due, and comes back on its own every morning with what needs doing. It says exactly what it did, and never asks for permission it doesn’t need.
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01
Tell it what happened.
A line of text, a forwarded client chat, a photo of a handwritten intake form. In a private chat or the studio group. No commands, no forms.
Office assistantMei went ahead with the teal sapphire. It’s at the lab. I collect it Monday and need to get back to her by Tuesday.
Saved: Mei’s stone — sent to the lab to certify, next: collect certificate Saved: follow-up for you, Mon 26 Oct — collect stone from lab Saved: follow-up for you, Tue 27 Oct — get back to Mei Saved: note on Mei’s job
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02
It files it and shows its work.
A new client, a job, its stones, the quote, the follow-ups, and events like “stone at the lab” or “back from the workshop” each land in the right tab. The reply is one “Saved:” line per record; no Saved line means nothing was saved. If something is missing, it asks one question: “What’s the next step, and by when?”
Office assistantNew job for Jaimie: a pair of 18k hoops, she wants them for her birthday in December
Jaimie isn’t in the client list yet. Add her as a client? And what’s the next step, and by when?
Yes. Send her the quote by Friday
Saved: new client Jaimie Saved: job JOB-2026-021 — 18k hoops, client deadline December Saved: follow-up for you, Fri 23 Oct — send Jaimie the quote
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03
Ask for reminders in any shape.
“Tomorrow 11am”, “every 14th”, “in two weeks”, “remind my colleague every Monday to check with the workshop”. A “Scheduled:” line means it’s set.
Office assistantRemind me every Monday 10am to check with the workshop on what’s coming in
Scheduled: every Monday, 10:00am for you — check with the workshop on what’s coming in
And remind Studio tomorrow 11am to call the lab about the certificate
Scheduled: Wed 21 Oct, 11:00am for Studio — call the lab about the certificate
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04
Ask it things, and correct it.
“What’s the status of Mei’s ring?” comes back with the stage, what’s waiting on whom, the quote and the open follow-ups. “That’s wrong, the deposit was $1,000 not $1,800” fixes the record and shows the change, old → new.
Office assistantWhat’s the status of Mei’s ring?
Mei — sapphire ring (JOB-2026-017). Stage: Sourcing. Waiting on: the lab. Quote: $4,600, needs review. Open: collect stone (Mon), get back to Mei (Tue).
That’s wrong, the deposit was $1,000 not $1,800
Saved: updated deposit for Mei: 1,800 → 1,000
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05
Every morning, it comes to you.
At 9am it posts in the studio group what’s due today and what’s coming in the next three days, pulled from the tracker. Nobody has to remember to look. Reply “done” and it closes the item.
Office assistant9:00amGood morning. Monday 26 October. Today • Collect stone from lab — Designer • Send Jaimie the quote — Designer, was due Fri Coming up, next 3 days • Tue: get back to Mei — Designer Reply “done” with any of these and I’ll close it.
done, collected the stone
Saved: closed “Collect stone from lab”
Who decides what
The agent does
The filing, the reminders, the morning brief, answers from the tracker, and a log of anything it couldn’t do.
Staff decide
The next step and its date on every job, which follow-up is finished when it isn’t obvious, and every correction.
The owner decides
What’s paid, what design is approved, what goes to the workshop, and what passes quality check. A payment is recorded as reported, with status “Needs review”; only a person marks it paid.
The rails
- It never messages clients, the lab or the workshop.
- A job’s stage moves forward only, and only from what staff report.
- Formula columns and the Today and Coming Up views are locked at the Google level.
- Every write lands in an audit tab: who asked, what changed, old → new, and the message word for word.
- What it can’t do goes to a Requests tab in the studio’s own tracker, for the owner to review.
- Each morning it sends a short digest of yesterday: what it filed, what it scheduled, what it couldn’t do.
What changed
A designer’s attention goes to the design. The project management happens as a side effect of talking about the work.
- The tracker is as current as the last message. Jobs, stones, quotes and follow-ups are filed the moment someone mentions them.
- Nothing waits on memory. Every morning the agent says what’s due today and what’s coming; reminders arrive where the work is, in Telegram.
- Filing time is gone. Keeping a job current takes as long as typing the message.
- Mistakes are visible and reversible. Every change shows old → new, in the reply and in the audit tab.
- The owner stays in charge of what matters. Payments, approvals and workshop hand-offs still need a person. Everything else just gets written down.
Status
In daily use
In use since October 2026. The studio runs it themselves: a maintenance assistant on their own computer checks it, restarts it and rolls it back if needed, without a developer in the loop.
Work with us
Have a tracker nobody updates?
This is an example of an Office assistant build: one team’s chat, a tracker shaped to their workflow, an agent that files and reminds, and a person who decides anything involving money, clients or approvals.