SantOS
The operating system Sant uses to run every client engagement. Pipeline, proposals, projects, billing, support tickets, document exchange, voice command surface for the operator, and a magic-link portal for the client.
What we built
SantOS is the platform Sant runs every client engagement on. Twelve modules, one Postgres schema, every record linked back to the client organisation it belongs to.
For Sant staff it is the operator surface. Pipeline, proposals, projects, invoicing, time logging, document exchange, support tickets, voice command. For Sant clients it is a magic-link portal scoped to their work alone. Each side sees only what is theirs, joined through the same record.
How to access
SantOS is gated.
For Sant clients only.
SantOS is not a SaaS for sale. It is the back office Sant runs every engagement through, exposed to clients of Sant as a portal at os.sant.co.nz. Access is provisioned during onboarding through magic-link sign-in. Becoming a Sant client is the way in.
The lifecycle
Eight stages, every client, every engagement.
- 01 · Lead
Inbound captured into the pipeline with source, channel, and intent.
- 02 · Qualify
Sant scopes the work, fits it to one of three engagement patterns, sets up the project shell.
- 03 · Propose
Branded proposals generated with line items, scope, terms. E-signed in-product.
- 04 · Onboard
Magic-link client portal access, brand kit upload, first project tasks set.
- 05 · Deliver
Project tracking, time logging, milestone updates, document exchange.
- 06 · Support
SLA-tracked tickets, voice dictation, AI-assisted ticket triage.
- 07 · Care
Recurring billing, retainer hours, monthly reports, SLA reviews.
- 08 · Grow
Roadmap reviews, advisory sessions, expansion into adjacent Sant services.
Engagement patterns
Three shapes of work, one platform.
Transactional
One-off work like Build in a Day or Marketplace items. Fixed-price, fixed-scope, billed once.
Retained
Plans like Sant Cloud, Sant Growth, and Sant Advisory. Recurring billing, monthly hours, ongoing relationship.
Strategic
Staged launches and Scale platform builds. Phased delivery, shared roadmap, milestone-based invoicing.
Voice across the surface
Three voice layers, three different jobs.
Most products bolt voice onto a single chatbot. SantOS treats voice as a primitive available to whoever needs it. Operators get a Vapi command surface, clients get browser-native dictation, and a third assistant is in progress for guided ticket creation.
Voice command for the operator
Sant staff press a mic and open a live Vapi call. Function-calling lets them ask SantOS for urgent tickets, overdue invoices, client status, or fire actions like create_ticket and capture_lead. Live transcript streams into the UI.
Dictation for the client
Clients filing a ticket from the portal can dictate the description with the browser's native SpeechRecognition API set to en-NZ. Local transcription, no audio leaves the device, the form fills as they speak.
Guided voice ticket creation
A second Vapi assistant scoped to ticket creation: speak the issue, the assistant asks clarifying questions, fills the ticket form for review before submission. Wiring up alongside the admin command surface.
Twelve modules
Every surface a Sant engagement touches.
Pipeline
Lead capture, qualification, conversion tracking.
Proposals
Branded proposal builder with e-signature.
Projects
Tasks, milestones, time logging, document exchange.
Documents
Encrypted-at-rest file storage on Cloudflare R2.
Billing
One-off invoices, recurring subscriptions, time-to-invoice.
Support tickets
SLA-tracked support with AI assistant and voice dictation.
Client portal
Magic-link sign-in, project dashboards, document access.
Notifications
Email through Brevo, SMS through Twilio, audit log on every send.
AI chatbot
Public-mode and authenticated-mode chat, vector search over Sant content.
Voice
Vapi for staff command surface, Web Speech for client dictation.
SEO module
Native OhKiKi integration for site audits and content briefs.
Chrome extension
Companion extension for staff to log time and capture leads from any tab.
The stack
Boring infrastructure underneath, sharp UX on top.
The build journey
Three versions, one methodology.
Create something real
The core lifecycle. Pipeline, proposals, projects, invoicing, documents, the magic-link client portal. Enough to run an engagement end to end through one platform.
Improve what exists
Recurring billing for retained plans. SLA-tracked support tickets with the public AI chatbot. Chrome extension for staff. SMS notifications. Operations analytics.
Design for complexity
Authenticated-mode AI chatbot with private vector retrieval. Multi-tenant readiness. Native OhKiKi SEO module. Voice across the surface. AI-assisted internal features and automation.
What we learned
An ops platform replaces a list of subscriptions.
Pipeline tools, proposal tools, time tracking, billing, document portals. Every agency runs a stack of disconnected SaaS. SantOS folded that surface into a single place where every record links back to the client.
Magic-link sign-in is the right ceiling for client onboarding.
Every layer of friction at first contact erodes trust. Magic-link auth means clients click a link in their email and they are in. No passwords to set, no second device required.
Voice belongs in the operator surface, not just the visitor surface.
Most products bolt voice onto chatbots. We built voice as a staff command interface as well, because Sant operators move faster when they can ask SantOS something instead of clicking through three pages to find it.
Eat what we ship.
SantOS is the platform Sant runs on every day. Every client engagement, every proposal, every invoice goes through it. That feedback loop catches things a spec sheet never would.
SantOS is provisioned during onboarding. Magic-link sign-in to your own portal at os.sant.co.nz, scoped to your work.
Talk to SantSant is a Christchurch, NZ agency that ships SaaS, internal platforms, and AI-backed tooling end-to-end. Half-day to multi-month engagements.
Talk to Sant