One brain for how your team works
Theona turns the way your team already works into agents that run it
Your AI team has a queue, and your process is next quarter
Every tool holds a piece, none holds the whole thing
AI is already here, one person at a time
18 hours a week became 3
Here is how we set it up
Process discovery
· 2 to 3 weeksThe Architect reads your conversations, meetings and tracker, then builds a map of how the work actually gets done.
Build and deploy
· 3 to 4 weeksWe build the agents into your existing tools, and each one stays in draft until your team trusts it.
Evolve
· ongoingThe agents change as your process changes, and your team takes ownership as we step back.
Curious what your map would look like?
Get an example mapNo new app to learn
Maria Keller
@Theona did anything new come in from the landing page this morning?
Theona APP
Yes, 3 new leads overnight. Drafted outreach for the two that match your ICP:
Northwind Robotics · VP Ops · scored 87/100
Draft reply ready for review.
Agents live in Slack and Teams
Your CRM, tracker and inbox stay connected
300+ integrations out of the box
Nothing to install, share a Space and the team is in
Spaces keep agents organized by team
Run history shows what ran and what it did
See what is running right now
Describe the outcome, Theona builds the agent
Lead processor
Qualified lead from landing form, added to CRM
Personal outreach agent
Drafted a reply for a new lead
Personal outreach agent
Draft waiting for review before sending
Booking notifier
Posted a new call booking to #sales
Call assessment agent
Compiled call summary, updated deal notes
Always the best model for the job
Heavy models for hard calls, light ones for the rest
Reasoning where it matters, code where it counts
AI judgment for the exceptions, code for the volume
Trigger on events or run on a schedule
A new lead, a finished meeting, a Monday morning
Recruitment, rebuilt in six weeks
AI Engineer role. 150 to 200 applications a week, 40 to 60 reviewed by hand
Weekly time, before vs after
Results
- Every application gets reviewed and prioritized.
- Interview feedback in 1 hour instead of 2 to 3 days.
- Funnel to offer: 10 days instead of 25.
18h→3h
Total weekly operational workload
Freed-up hours go into sourcing
Works when
- Companies 1000+ with processes that already exist
- Ops heavy functions: sales ops, HR, support, marketing ops
- Companies already paying for scattered AI subscriptions
Not yet
- Solo founders and teams still forming their processes
- One off creative work with no repeatable shape
- Companies looking for a chatbot over their documents
Personal AI tools are Word. Theona is Google Docs
| Personal AI Tools | Build It Yourself | Theona Pilot | |
|---|---|---|---|
| How do you know what to automate? | You identify obvious tasks yourself | Requirements from stakeholders | The Architect reads your conversations, meetings and tracker to find the real bottleneck |
| How long until it works? | 5 min, but incomplete | 4-6 months of engineering | 5-9 weeks: discovery (2-3w) + build & deploy (3-4w) |
| Who can actually use it? | One person | Team, if you build that in | Whole team, from day one (Slack, Teams, CRM, etc.) |
| What happens when the process changes? | Breaks | More engineering | Agents adapt with you; team ownership means you evolve it |
| Who's responsible for it working? | You alone | Your engineering team | We are, until your team is ready |
| Real win: what you're trading | Your time | Months + your best engineers | 5-9 weeks + Theona's expert diagnosis |
Security and control
Your data stays yours and is never used to train models. Enterprise can deploy inside its own VPC
GDPR compliant, SOC 2 Type II · Audit in progress
Permissions per agent, never more than the person who connected it
On-premise deployment
Deploy inside your own infrastructure with your own model providers. Nothing leaves your environment.
Full documentation at trust.theona.ai
We already have an internal AI team. Why you?
They have a roadmap and a queue, and your process is competing with everyone else's for a slot. We work on your process only, starting now. What we build runs on your infrastructure rules and your team owns it afterwards.
Our processes are not documented anywhere. Do we need to write them down first?
No. That is what the Architect does. It reads your conversations, meetings and tracker and builds the map from how the work actually happens, not from how a document says it should.
How much of my team's time does this take?
One or two sessions during discovery, then a weekly 30 to 45 minute demo call. Everything else runs async.
What if an agent does something wrong?
Every agent starts in draft mode, so your team sees what it would do before anything is sent. Before anything sensitive or irreversible, the agent asks for confirmation. Every run is logged.
What access do you need to start?
Conversations, meeting recordings and your task tracker to build the map. Each agent is scoped to exactly what it needs, and never gets more access than the person who connected it.
Do we need engineers on our side?
No. Process owners adjust the agents themselves after the pilot: change the logic, connect a new tool, extend to a new workflow.
Start with one agent, or the whole pilot
Either way, your team works differently in a few weeks.