An AI secretary that runs your record-keeping on its own
Anyone who has tried time tracking knows this scenario. The first week you fill in the spreadsheet honestly. The second week you miss a couple of entries. By the third week you quit entirely, because filling out forms and switching between apps just to log “one hour on a client call” is work in itself.
Task managers end the same way. The board exists, nobody moves the cards.
An AI secretary solves this from the other end. No forms. You just say what you did - the rest is up to it.
What it looks like
The AI secretary is a Telegram bot. You send it a voice message or text: “spent an hour on a call with the client about Dynamics.” It creates the time entry itself: company, project, work type, hours rounded to six minutes, billable or not. One entry - one file, everything neatly organized.
“Add a task - prepare the estimate by Thursday” - and a card appears on the board. “How much time went into project X” - you get a summary of hours. Without a single open spreadsheet.
What it can do
Time tracking from a plain phrase. You speak like a human, it turns that into a structured entry with the right fields.
Two kanban boards. One for tasks using the GTD system: inbox, next actions, in progress, waiting, someday, done. The second for projects: active, on hold, completed.
Briefings triggered by voice. “Good morning” - it reads the boards and gives you a plan for the day. “Wrapping up for today” - it tallies hours by project and compares plan to actual. “Good night” - it closes the session.
Projects and companies. It creates cards, catches duplicates through aliases, and calculates total hours when a project is closed.
Knowledge graph. Links are built automatically: an entry leads to a project, a project leads to a company. All of this is visible in the graph.
Reports. Ask how much time went into a company or project - you get a summary.
How it differs from a regular tracker
Three things.
Zero manual entry. Communication in natural language, by voice or text. You don’t adapt to the form - the system understands you.
Your data stays yours. Everything is stored in open markdown format in an Obsidian vault, not in someone else’s SaaS. If you want to leave - take your files and go. Self-hosted, private, and no per-seat subscription.
Extensibility. A project estimator agent slots in alongside it: at the pre-sale stage it breaks down the task and estimates the workload, then hands the project off to the team. The right agent is assembled for each task.
How it is built
The architecture is simple: Telegram as the interface, the agent runs in our Hermes infrastructure, data lives in an Obsidian vault with Dataview and Kanban. Everything on your own server. No cloud leaking your work records.
We’ll build one for your processes
The AI secretary is an example of how we build agents: for a specific task, with data you own, on your hardware. Built the same way: SEO Nerve - site audit in a minute and AI Content Factory - content production on a conveyor.
If you recognized your own pain with abandoned tracking - write to us. We’ll build an agent for your record-keeping.