Ten typical roles of a small SaaS or IT product company, with the weekly tasks of one full-time person and the part of that work MyChatBot agents can take.
In a small SaaS company, people keep the product, pricing, key accounts, money and the hard conversations, while AI agents take the repeatable chat work: answering how-to questions, sending a first message to new demo-request form leads, nudging leads who went quiet and summarising what customers asked. Product development, billing and accounting stay with people and the systems you already use. The hours are our estimates for one typical full-time person, and you can change them.
Hours are modelling assumptions for one full-time person. The status shows who does the task: MyChatBot out of the box, a routine or connector you set up, or a person.
What a manager tracks: Recurring revenue growth against plan · Runway and spend against budget · Customer retention and team health
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Set product strategy, roadmap priorities and positioningDirection and trade-offs are the founder's decisions. | 8 | Person | — |
| Lead investor, board and partner conversations | 6 | Person | — |
| Hire, coach the team and hold one-to-ones | 6 | Person | — |
| Decide pricing, plan packaging and discounts for large accountsAI agents only state the prices and terms you have written down. | 4 | Person | — |
| Go through runway and spend with the accountant and review contracts with the lawyerNo contract drafting, legal review or accounting is documented in MyChatBot. | 5 | Person | — |
| Read the weekly summary of what customers asked and what went unansweredNeeds chats and leads on the Sales Platform; a person runs or schedules it; the founder reads it and decides. | 3 | MyChatBot does it | Summarise last week's chats and leads into a report |
| Follow news on named competitors and category topicsThe founder names the competitors and topics before each run; the brief comes with links. | 2.5 | MyChatBot does it | Watch competitors and market news and write a brief |
| Read a status summary of the engineering boardNeeds a custom agent with one board connector such as Jira, Linear or GitHub; it moves tickets only when asked. | 3 | Possible with setup | Triage the task board and write a status summary |
What AI agents handle: AI agents write the weekly summary of what people asked in your connected chats and what went unanswered, brief the founder on competitors and market news and, once a board is connected, summarise the engineering board.
What stays with the person: Strategy, roadmap trade-offs, pricing, investors, hiring, contracts and every decision about money and people stay with the founder.
What a manager tracks: Cost per qualified sign-up by channel · Visitor-to-demo-request conversion · Campaign calendar delivered on time
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Plan the growth calendar, channel mix and budget | 6 | Person | — |
| Set up, adjust and optimise paid campaigns, audiences and bidsAgents cannot edit campaigns, bids or budgets in ad platforms. | 8 | Person | — |
| Design and read experiments on the pricing page and sign-up flowNo A/B testing or product analytics tool is documented in MyChatBot. | 5 | Person | — |
| Agree partnerships, integration listings and affiliate terms | 5 | Person | — |
| Build campaign landing pages from a written briefOne scrolling page on a page.mychatbot.app address, not a multi-page site; a person supplies the brief. | 4 | MyChatBot does it | Build and publish a landing page from a written brief |
| Draft ad hook and caption variants for each campaignNeeds an agents budget; attach product docs or the FAQ as knowledge for on-brand wording; a person approves. | 3.5 | MyChatBot does it | Write captions, hooks and post variants in bulk |
| Send an instant first message to Facebook and Instagram lead-ad form leadsNeeds a connected Facebook page, the Meta Ads add-on on a qualifying plan and an outbound channel; a person enables each form. | 3 | MyChatBot does it | Capture Facebook and Instagram lead-ad leads and follow up |
| Review the public website as a first-time visitor wouldReports the top three fixes only and does not edit your site; a person makes the changes. | 2.5 | MyChatBot does it | Review your website as a first-time customer would |
What AI agents handle: AI agents build campaign landing pages from a brief, draft ad hook and caption variants, send an instant first message to lead-ad leads and review the public website the way a first-time visitor would.
What stays with the person: Strategy, budgets, ad-platform work, experiments and partner relationships stay with the growth manager.
What a manager tracks: Posting consistency against plan · Reply rate on comments and mentions · Quality of customer stories and release notes
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Plan the week of posts: format, topic, hook and caption for each dayNeeds an agents budget; gives a plan to paste, it does not schedule or publish posts. | 2.5 | MyChatBot does it | Write a 7-day content plan with captions |
| Draft captions, hooks and variants for social posts about releasesAttach product docs or the FAQ as knowledge; a person checks every product claim. | 4 | MyChatBot does it | Write captions, hooks and post variants in bulk |
| Prepare a feature launch kit: captions, hero images and a landing pageRuns on request in chat, not on a schedule; the page goes live at a page.mychatbot.app address; a person writes the brief. | 3 | MyChatBot does it | Plan a launch: captions, hero images and a landing page |
| Reply to public comments and move real requests such as price into direct messagesWorks on Instagram, Facebook and TikTok; on Instagram the customer must accept the message request. | 3.5 | MyChatBot does it | Reply to post comments and continue the sale in DMs |
| Publish approved posts on scheduleNeeds connected accounts, a posting token as a custom connector and an eligible plan; nothing waits for approval; LinkedIn is not documented. | 2.5 | Possible with setup | Publish finished posts to social accounts on a schedule |
| Interview customers and write case studies, tutorials and release notes | 9 | Person | — |
| Record product demos and walkthroughsCutting or captioning footage you filmed yourself is not documented. | 7 | Person | — |
| Moderate the community and answer sensitive public threadsComplaints and public disputes need a person, not a template. | 6 | Person | — |
What AI agents handle: AI agents draft the weekly plan, captions and launch kits, reply to comments and carry real requests into DMs and, once set up, publish approved posts.
What stays with the person: Interviewing customers, writing the stories, filming demos and every sensitive public reply stay with the content manager.
What a manager tracks: Qualified demos booked · Demo-to-paid conversion · Time from inquiry to first reply
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Find prospects by job title, company, industry and locationCredits are prepaid after the free start; the company must contact people lawfully. | 4 | MyChatBot does it | Find new business contacts by title, company and location |
| Send intro emails to a prospect list and handle the repliesSends from your Gmail to CRM leads; no open tracking or unsubscribe link; a person launches it. | 4 | MyChatBot does it | Run an email outreach campaign and answer the replies |
| Send a first message to each new demo-request form lead within minutesNeeds the form mailbox as an Email channel plus an outbound channel; leads without contact details are skipped. | 3 | MyChatBot does it | Message a new website-form lead within minutes |
| Qualify inbound leads on team size, use case and timeline and set their stageFields, labels and statuses must be created first; a new status overwrites the old one. | 3 | MyChatBot does it | Qualify a lead and set its labels and funnel stage |
| Nudge demo and trial leads who stopped replying in chatTargets leads with a chosen status or label; a person writes, publishes and attaches the sequence. | 3 | MyChatBot does it | Send a follow-up sequence to leads who go quiet |
| Book demo calls in the shared sales calendarBooks in the business timezone, not the visitor's; someone signs in with Google and ticks the calendars. | 2.5 | MyChatBot does it | Book appointments into Google Calendar and check free time |
| Run demos and discovery callsReading the room and handling objections stay with a person. | 11 | Person | — |
| Negotiate pricing, annual terms and security questionnairesMyChatBot does not draft proposals or contracts. | 9 | Person | — |
What AI agents handle: AI agents build prospect lists, send outreach from your Gmail, message demo-request form leads within minutes, qualify inbound leads, nudge those who stopped replying and book demo calls.
What stays with the person: Demos, discovery conversations, pricing and the negotiation itself stay with the sales manager, who also decides which prospects deserve time.
What a manager tracks: Time to first value for new customers · Renewal and expansion rate · Share of at-risk accounts with a recovery plan
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Run onboarding calls and quarterly reviews with key accounts | 9 | Person | — |
| Hold renewal, upgrade and at-risk conversations | 7.5 | Person | — |
| Review product usage and decide which accounts need outreachUsage data comes from your own analytics; no product analytics tool is documented. | 4 | Person | — |
| Answer onboarding and how-to questions from the help centerAnswers come only from the FAQ and documents you connect; a person defines when it hands over. | 4 | MyChatBot does it | Answer routine questions from your FAQ and documents |
| Nudge new customers who stopped replying in an onboarding chatNeeds a published sequence attached to the assistant and a status or label to target. | 3 | MyChatBot does it | Send a follow-up sequence to leads who go quiet |
| Log feature requests and account issues as tasks for the teamNeeds Task Manager connected; tasks sit on MyChatBot's own board, tied to a lead, with Telegram reminders; Jira tickets are not documented. | 3 | MyChatBot does it | File a follow-up task for a manager from a conversation |
| Audit customers who went quiet in chat and list the next action for eachNeeds a routine built with Claude or Codex; it reads chats and client records, not product usage. | 3.5 | Possible with setup | Audit hundreds of quiet clients and recommend next actions |
| Book onboarding and review calls in the calendarBooks in the business timezone; staff-side changes are not sent to the customer. | 2.5 | MyChatBot does it | Book appointments into Google Calendar and check free time |
What AI agents handle: AI agents answer onboarding questions from your help center, nudge new customers who stopped replying in an onboarding chat, log requests as tasks, book calls and, once a routine is built, audit customers who went quiet in chat.
What stays with the person: Onboarding and review calls, renewal and upgrade talks and every judgement about which account is at risk stay with the customer success manager.
What a manager tracks: Time to first reply · Share of questions resolved without escalation · Customer satisfaction after a ticket
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Answer how-to and plan questions in the website and web-app chatA person pastes the snippet; chat inside a mobile app is not documented. | 8.5 | MyChatBot does it | Answer visitors in a chat widget on your website |
| Reply to routine support emails from the shared inboxReplies from the connected Gmail address; the sign-in can expire and need renewing. | 5.5 | MyChatBot does it | Reply to customer emails from a shared Gmail inbox |
| Spot chats that need a person and hand them over to your teamHands over only in cases its instructions describe; alerts go to the app, email or Telegram, not Slack. | 2.5 | MyChatBot does it | Hand a chat to a human operator |
| Draft and translate replies for chats a person handlesWorks only while the chat is in operator mode; the person edits before sending. | 2 | MyChatBot does it | Draft and translate replies for a human operator |
| Summarise and categorise new Zendesk tickets for the teamNeeds Zendesk and a routine a person sets up; up to 15 minutes delay; changing tickets is not documented. | 3 | Possible with setup | Summarise and categorise new Zendesk support tickets |
| Reproduce reported problems and pass them to engineers with clear steps | 8 | Person | — |
| Handle upset customers, billing disputes and account problems personallyRefunds are issued in the billing system, for example Stripe, not in MyChatBot. | 6 | Person | — |
| Write and update help-center articles from solved casesThe assistant answers only from the articles a person keeps current. | 4 | Person | — |
What AI agents handle: AI agents answer how-to and plan questions in the website chat and by email, pass chats that need a person to your team, draft replies for operators and, with Zendesk connected, summarise and categorise new tickets.
What stays with the person: Reproducing problems, working with engineers, upset customers and billing disputes, and the help-center articles themselves stay with the support team.
What a manager tracks: Lead-to-customer conversion by source · CRM data completeness · Time from hand-over to an assigned owner
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Design pipeline stages, lead routing and hand-offs between marketing, sales and success | 7 | Person | — |
| Forecast bookings and renewals and prepare the monthly revenue reviewPipeline forecasting is not documented; sales figures come only from recorded orders. | 8 | Person | — |
| Reconcile CRM deals with billing records and fix data issuesNo billing or accounting connector exists. | 6 | Person | — |
| Record leads and deals from chats in the CRM with a chat link and source tagOne CRM per assistant from the supported list, such as HubSpot or Salesforce; a person connects it and picks fields. | 4.5 | MyChatBot does it | Create or update leads, deals and orders in your CRM |
| Create a lead record for each new conversation and match repeat contactsRepeat contacts are matched by phone first, then by email. | 3 | MyChatBot does it | Turn every new conversation into a lead record |
| Fill in missing statuses and labels on recent chatsRuns daily, every 3 days or weekly; existing values are kept unless overwrite is switched on. | 3 | MyChatBot does it | Fill in missing funnel statuses and labels on recent chats |
| Assign handed-over leads to a manager by workload or in turnOff by default; only managers whose access scope allows the chat are eligible. | 2.5 | MyChatBot does it | Assign a handed-over lead to a manager automatically |
| Report chat volume, AI cost and recorded sales by channel and campaignSales come only from recorded orders, not CRM stages or billing; mixed currencies are added as is. | 3.5 | MyChatBot does it | Report sales, chat volume and AI cost by channel and campaign |
What AI agents handle: AI agents create lead records, write leads and deals into the CRM you connect, fill in missing statuses, assign handed-over leads to a manager and report chat volume and recorded sales by channel.
What stays with the person: Pipeline design, forecasting, the monthly revenue review and reconciling CRM data with billing stay with the revenue operations manager.
What a manager tracks: Invoices issued and collected on time · Month-end close timeliness · Accuracy of tax and payroll filings
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Issue subscription invoices and credit notesMyChatBot has no invoicing system; only invoice emails can be read and logged. | 6 | Person | — |
| Reconcile Stripe payouts and bank transactions and categorise expensesNo bookkeeping tool or accounting-system connector exists. | 7 | Person | — |
| Run payroll for employees and contractors | 4 | Person | — |
| Prepare VAT, sales tax and income tax returns | 5 | Person | — |
| Recognise revenue and prepare the monthly P&L, cash flow and runway report | 6 | Person | — |
| Chase failed card payments and overdue invoices | 4 | Person | — |
| Log new Stripe checkout payments into the revenue sheetNeeds Stripe and Google Sheets connected; logs checkout completions only, not renewals; a log, not bookkeeping; at most 12 runs an hour. | 3 | Possible with setup | Log incoming Stripe payments into a spreadsheet |
| Log supplier invoice and receipt emails into the expenses sheetNeeds Gmail and Google Sheets connected; Gmail is checked about every 15 minutes. | 3 | Possible with setup | Log invoice and receipt emails into an expenses sheet |
What AI agents handle: Once a person connects the apps, AI routines can log Stripe checkout payments and invoice emails into spreadsheets, which spares manual typing but is not bookkeeping.
What stays with the person: Invoicing, bookkeeping, payroll, tax, revenue recognition and every figure that is filed or signed stay with the accountant.
What a manager tracks: Time to fill a vacancy · Candidate response time · Quality of hire after the trial period
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Write job descriptions and vacancy posts | 3 | Person | — |
| Source engineers, designers and support candidates into a sourced tableAsk for a source URL per fact in the brief; LinkedIn and similar sites may block the browser. | 5 | MyChatBot does it | Research leads or candidates into a sourced table |
| Review Work.ua candidates and draft follow-upsAdd HR Recruiter (Work.ua) from the agent library; drafts only, a person sends. | 3 | MyChatBot does it | Review the candidate pipeline and draft follow-ups |
| Screen CVs, portfolios and code samples | 6 | Person | — |
| Run interviews and review take-home tasks with the hiring manager | 8 | Person | — |
| Make hiring decisions, check references and prepare offersHiring decisions are not made or scored automatically. | 4 | Person | — |
| Handle onboarding, leave and timesheet administrationNo HR administration tool is documented beyond the Work.ua recruiter. | 6 | Person | — |
| Book interview slots in the calendarCandidates write in a connected channel; a person signs in with Google and ticks the calendars. | 2.5 | MyChatBot does it | Book appointments into Google Calendar and check free time |
What AI agents handle: AI agents build sourced candidate lists, draft follow-ups for Work.ua candidates who went quiet, which a person sends, and book interview slots.
What stays with the person: Reading CVs and code samples, interviewing, hiring decisions and onboarding stay with the recruiter and the hiring managers.
What a manager tracks: Accuracy and timeliness of the metrics the team uses · Share of questions answered with a clear recommendation · Time from question to answer
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Define the metrics and keep dashboards and event tracking consistentFigures come from your own analytics; MyChatBot has no product analytics tool. | 7 | Person | — |
| Analyse activation, retention and churn by cohort | 8 | Person | — |
| Build revenue models and test pricing and packaging changes | 7 | Person | — |
| Present findings and recommendations to the founder and team leads | 4 | Person | — |
| Classify new GitHub issues as bugs, requests or questionsRead-only: it suggests labels; applying labels or comments is a separate step you add. | 2.5 | Possible with setup | Classify new GitHub issues and suggest labels |
| Email a weekly digest of pipeline changes, chats and ordersNeeds Gmail, Schedule and delegate and a Sales Platform tool on the agent; it reports MyChatBot numbers only. | 3 | Possible with setup | Email yourself a weekly digest of pipeline, chats and orders |
| Review which follow-up campaigns get replies and what to changeNeeds follow-up campaigns already set up; a report only, the analyst decides which changes to make. | 2.5 | MyChatBot does it | Review which follow-up campaigns get replies |
| Review quality scores and red flags in handed-over conversationsScores appear in batches a few times a day after a hand-off finishes. | 2.5 | MyChatBot does it | Review conversations and score human managers' replies |
What AI agents handle: Once a person sets them up, AI agents classify new GitHub issues and email a weekly digest of MyChatBot numbers; they also report which follow-up campaigns get replies and score handed-over conversations.
What stays with the person: Metric definitions, cohort analysis, revenue models and the recommendations to the founder stay with the analyst.
Not by itself: the customer-facing assistant does not read your product database or billing system. If your website has accounts, your server can sign an identity token (MyChatBot support issues the Identity Secret) and your page can pass details such as the plan, but only the user id is signed, so the assistant treats the rest as a hint, not proof, and should not grant discounts or take irreversible actions on it alone. Anything beyond that needs a custom MCP server that you host and attach to the assistant.
No. Refunds, plan changes and subscription management stay in your billing system, for example the Stripe dashboard: MyChatBot triggers no refund, and cancelling an order in MyChatBot never refunds it. The assistant can answer plan and pricing questions from what you have written down and hand the chat to a person, and once a person connects Stripe and Google Sheets, a routine can log checkout payments into a spreadsheet.
A routine can classify each new GitHub issue, suggest labels and write a two-line summary, and a Zendesk new-ticket trigger can start a routine that summarises and categorises tickets. Both need the app connected and a person to set up the routine; GitHub triage is read-only, so applying labels or comments is a separate step, and Zendesk tickets can arrive up to about 15 minutes late. Reproducing and fixing bugs stay with your support team and engineers, and changes to Zendesk tickets are not documented.
It books into Google Calendar after someone signs in with Google and ticks the calendars, offering free slots in your business timezone rather than the visitor's. A follow-up sequence nudges leads who went quiet in a chat once a person has written, published and attached it, and it targets leads that carry the chosen status or label, so product sign-ups must first chat with the assistant, or be imported from a Google Sheet and sent a first message. It cannot see whether a trial user has used the product, only that they stopped replying.
Create an account, connect one channel and start with the roles where agents already cover the most hours.