Connect Your Systems
Less copying. Fewer gaps.
Hyphos Inc. · Software & Knowledge Platform
Your Best People
Have Better Things To Do
Less chasing information. Less entering it twice. Less explaining it again.
What did we quote? What did the job actually take? What does the contract require? Hyphos connects your estimates, invoices, timesheets, emails and documents, and on larger work the contracts and requirements behind them, so your team can see what needs doing, and why.
What Is Hyphos?
Hyphos connects the information scattered across a business: estimates and invoices, timesheets and supplier bills, accounting, emails, documents, meetings and AI conversations. On larger engagements it also connects contracts, scopes of work and regulations.
Those relationships help your team catch a gap before it costs money, understand the effect of a change and trace a decision back to its sources. We’re open to design partners who want to shape it around a real workflow. See what a pilot involves ↗
The Question We Get Most
Why Not Just Ask
Claude Or ChatGPT?
For one meeting or one document, go ahead. We use them every day. The trouble starts when the volume grows.
It answers from memory, not from your file. “Hallucination”
It keeps a piece of what it read, fills in the rest, and believes the result. Going back to the full document is not something it does on its own.
It can miss what you changed.
You feed it the transcript and assume it caught the reversal. Unless you ask for it directly, the answer can come back with the decision you dropped.
It will not double check on its own.
Ask it to go back over an answer and it does find real mistakes. It just never decides to, so at volume you are asking every time, for every answer.
It says it read everything.
We gave one twelve hours of meetings. It reported back done. It had skimmed.
It forgets the conversation as it gets longer. “Compaction”
To keep going, it compresses everything said so far into a summary. Detail goes, sometimes the point of the job itself, and nothing tells you what was dropped. You find out when an answer contradicts something you settled an hour ago.
Better prompting does work. We do it by hand, and it takes knowing exactly what to ask for and the discipline to ask every single time. At volume, that becomes the job. For it to survive a busy week, the checking has to happen on its own: every answer tied to the document it came from, checked against that document automatically, and counted, so you can see what was read and what was not.
01 · The Everyday Challenge
Different Tools
One Connected Business
Estimates & Invoices
Emails
Payroll & Timesheets
Files & Documents
Accounting
Meetings
Supplier Bills
Website & Reviews
Customers
AI Conversations
Calendar & Tasks
Team Know-How
Ask HyphosWhat’s happening in my business today?
Here’s what needs you today:
- 2 invoices due this week, $6,480 in totalInvoices
- The bathroom renovation is 6 hours over its estimateTimesheets
- Sarah replied about Thursday’s site visitEmail
- Timesheets for payroll close FridayPayroll
Put together the engagement summary for this client.
Engagement SummaryDraft
- What was agreed: 3 deliverablesContract
- Done so far: 38 hours, 2 approvedTimesheets
- Still open: privacy review has no ownerScope
Ready for your review.
02 · From A Small Job To A Large Engagement
What Was Agreed
What It Actually Took
What Needs Doing
A one-week job or a year-long engagement, the gap shows up the same way. The documents sit in different places, and the piece that decides the answer is often in none of them. It is what somebody agreed on site, or what everyone assumed in a meeting. Hyphos is built to keep that alongside the records it affects.
A Small Business Job
The Estimate
What Did We Quote?
Bathroom renovation: 32 hours of labour and $4,800 in materials.
Source: estimate · Accepted by the customerTimesheets And Supplier Bills
What Did The Job Take?
38 hours logged. The tile supplier’s bill came in $620 over the materials quoted.
Source: timesheets · Supplier bill, read and approvedInvoicing And Accounting
What Are We Billing?
The invoice was started from the estimate. The extra hours and materials are not on it yet.
Source: invoice draft · Bills in your accounting systemHyphos connects the numbers to the job.A Gap The Team Can Act OnThe Job Ran Over
The Job Ran Over
The Invoice Does Not Show It Yet
See the quote, the hours and the bills side by side before the invoice goes out. Add the approved extras, or call the customer first, with the evidence in one place.
The part that is in nobody’s system: the customer approved the tile change standing in the bathroom. Without that, six extra hours look like an overrun instead of work somebody agreed to pay for.
EstimateTimesheetsSupplier BillInvoice
A Larger Engagement
The Contract
What Did We Agree?
Interview the team and deliver a recommendations report.
Source: contract · DeliverablesThe Regulatory Requirement
What Must The Work Satisfy?
Review personal information before sharing the findings.
Source: regulatory document · Personal informationThe Working Scope
What Are We Planning To Do?
Interviews, analysis and a report. No privacy review assigned.
Source: scope · Current draftHyphos connects the sources to the work.A Gap The Team Can Act OnThe Recommendations Are Scoped
The Recommendations Are Scoped
The Privacy Review Needs An Owner
Bring the contract commitment, regulatory source and draft scope into the same review. Confirm which requirement applies, assign the missing work and keep the evidence linked.
The part that is in nobody’s system: on the kickoff call everyone assumed the client would handle the privacy review. It was never written down, so it is in no contract, no scope and no plan.
Contract CommitmentRegulatory SourceScope ItemOwner & Review
What Happens When A Job Runs Over?
The estimate, the hours, the supplier bills and the invoice stay connected to the job, so the difference shows up before the invoice goes out, not after the customer has paid.
Your team still decides what to bill. The numbers, and where each one came from, are in front of them when they do.
What Happens When A Requirement Changes?
The next question is which commitments, scope items, tasks and records depend on it. Hyphos is designed to carry those relationships with the information, so your team can see what needs another look.
The source stays available alongside the work. People can check applicability, resolve conflicting obligations and review the proposed change with the relevant evidence in view.
03 · Carry It Forward
New Person
Same Understanding
Any system can hand over the estimate and the hours. What does not get handed over is why: the change agreed on site, the fee waived to win the job, the promise made on a phone call. That part lives in somebody’s head, and the next person has to go and ask three people to find it.
Today’s team
Next Step · Office Manager
One Approval OutstandingInvoice The Bathroom Renovation
- Estimate accepted32 h
- Timesheets logged38 h+6
The Part Nobody Writes Down
- The six extra hours are the tile change they asked for on site.Site visit, 12 Aug
- Disposal fee was waived to win the job. Do not bill it.Quote email, 2 Aug
- One invoice at the end. They asked not to be billed in stages.Phone note, 5 Aug
Approve 6 extra hoursThe only thing standing between this job and an invoice.
The next person
What Changes At The Handoff?
Whoever picks the work up, the office manager covering a vacation or the next consultant on an engagement, can see what was agreed, the numbers or the scope, the sources and the work still to do, without asking someone to reconstruct every conversation.
Hyphos supports their judgment; the team remains responsible for reviewing and carrying out the work.
Domas · How Hyphos Gets Built
A System That
Builds Itself
Most software waits on a team of programmers. We built Domas instead: AI plans each change to Hyphos, builds it, tests it and checks the work, and a person approves it along the way. It also watches how the system is actually used, and that is what decides what gets built next.
A Change Someone Asked For
A Problem To Fix
How The Work Actually Gets Done
What The Data Shows
Domas→
Inside Domas
Plan, Build, Check, Learn
- 01AI Writes The Plan
- 02A Person Approves It
- 03AI Builds And Tests It
- 04A Second AI Reviews The Work
- 05What It Learns Goes Back In
Watch → Plan → Approve → Build → Test → Review → Learn ↻
What Does “Builds Itself” Actually Mean?
Think of Domas as a small software team made of AI, run by a manager who never skips the paperwork. It writes down the plan, builds the change in a separate copy so nothing live is touched, runs the tests and has a different AI check the result. Every decision is recorded, so the next change starts from what was already learned.
It does not run unsupervised. A named person approves each plan before any building starts, and the work is reviewed before it becomes part of Hyphos. That is how one small team can build and change a large system quickly without losing track of it.
The part that matters most is the last step. Domas records what using the system teaches us, keeps the lessons from earlier work, and can report whether the build is getting better or worse. So the software is shaped by how the work is really done, rather than by what somebody assumed in a planning meeting.
What’s next: pointing that at each client business, its terms, its steps and its tools, with that business approving the changes. That part is still being built.
Built By Hyphos
Behind The Website
A Connected Business
We also build software for clients. The same idea runs through it: record information once, and use it where it belongs.
The TeamRecords & daily work
The CustomerWebsite & publishing
The Next DecisionMarketing & reporting
See How The Pieces Connect
For client Cornerstone Funeral Home, service records can supply website content. The public site reads published information, while website activity and available marketing signals feed staff reporting.
Client Work · iPhone & Android Apps
From An Idea
To The App Store
Wander is a consumer app we designed, built and shipped to the App Store from a single codebase that also builds the Android app. It’s a full production product, with maps, real-time messaging, AI-powered search, camera and location features and push notifications, not a prototype or a website in an app shell.
- 01Designed
- 02Built
- 03Tested
- 04Approved By Apple
- 05Live On The App Store
Where We Can Help
Start Where The Work
Gets Stuck
Build The Missing Piece
Software and apps that fit the work.
Put Knowledge To Work
Practical AI on your own information.
Field Notes
Start With A Question
You Recognise
A useful place to begin. Open to read and share.
01 / Contracts & requirementsWhat Does This Work
10 Ways Small Businesses
What Does This Work
Need To Satisfy?
Connect what the contract says, what regulations require and what the scope includes.
Read The Field Note ↗ 03 / Small Business10 Ways Small Businesses
Use AI Right Now
The unglamorous things that quietly take hours out of a week, and why most of it disappoints.
Read The Field Note ↗ Client Work / A Real ExampleWhy Enter The Same Information Twice?
Business records, a public website and marketing feedback, connected.
Explore The Client Work ↗Start Small
Does This Happen
In Your Business?
A question is enough. There’s no need for a prepared brief.
Opens your email app.