Second Brain initial setup
We build the foundation your AI runs on. Your price books, your job software and your security, set up once and done right, so Claude works like it knows your business. Because it does.
Built for trades and professional services
Set up around your price books, past quotes and job software: Xero, Fergus or Simpro.
$4,997 + GST, one-off
01 /The problem
You pay for it, you ask it questions, and every time you start from zero. It doesn't know your prices, your processes or how you write. The tool isn't the problem. The setup is.
Data sharing left on, no rules on what Claude can touch, and client information going places it shouldn't.
Everything you add later sits on the first setup. Get it wrong and every skill and connection inherits the mess.
Files scattered across drives and chats. Claude can't find what it needs, so it guesses.
Outlook, Xero, Fergus, Simpro, your drive. Without connectors, Claude is stuck outside the systems you actually run on.
A brain is only useful if you know how to work with its memory and subfolders day to day.
Using the heavy model for a quick email, or the quick one for a complex job. Slow, costly or wrong.
Skills are where the real time comes back. Repeatable jobs like quoting or inbox triage, done your way every time. Most people never build one.
02 /What is a Second Brain
A Second Brain is a structured folder on your OneDrive or Google Drive that Claude reads from and writes to. Your price books, processes, past quotes, tone of voice and business rules live there. Claude works from it every time you open Cowork.
Master instructions and memory. How Claude behaves and what it remembers.
Price books, rate sheets, SOPs, supplier catalogues, past quotes.
One space per job, like quoting or inbox, each with its own files.
Finished quotes, drafts and reports, filed where you can find them.
03 /The solution
A fully developed plugin that builds your brain's structure, instructions and memory for you.
Two build calls with our team and two strategy sessions with Nathaniel, so you understand what's been built and why.
Your email, drive, Xero and job software connected, with Zapier where it's needed.
Data sharing off, approval rules in place, clear guidance on what should and shouldn't go in.
Everything runs in Cowork, one workspace for chat and tasks. Settings, notifications, Claude in Chrome and the right model for each job.
04 /How it works
About four hours of calls. We drive, you watch, and you understand what's been built and why.
Book your first build call and pay in one step. A short prep checklist follows: Claude account and desktop app, IT approvals, and the files we'll load in (price books, rate sheets and five to ten recent quotes).
We drive, you watch. Brain folder set up on your OneDrive or Google Drive, master instructions and memory written, security locked down, and your email, drive and core tools connected before we hang up.
Between calls you start filling your brain folders: price books, rate sheets, SOPs, supplier catalogues and past quotes. Two interview prompts help pull out what's still in your head: how you price a job, how you talk to customers and the rules you've never written down.
What your brain is for, where your time is going and how it should grow. Straight after, an updated brain map and your roadmap land in your inbox.
Remaining tools connected and every issue cleared. Claude settings, notifications, Claude in Chrome, the right model for each job, and your brain set to keep itself current. We also help you plan your first skill.
Live jobs through the brain with you, then what to build next: quoting, inbox, a Xero agent. You leave with your one-page operating card and your first add-on scoped and priced.
Hit something you can't clear? Book a fix-it call with our team. One is included. At day 14 we check the brain is working the way you want and tune it.
You run the business. The brain handles the admin you shouldn't be doing at 9pm.
06 /Pricing
Second Brain initial setup
$4,997
+ GST, one-off
We help you plan your first skill. Want a skill built for you? That is a done-for-you build.
What's included
Bonus
Plus your one-page operating card with the prompts, folder paths and commands you'll use most.
Our guarantee
If your brain isn't working the way it should, we keep working on it for free until it is.
Optional: Run package
Keep your brain current after setup. Video library, regular brain updates as Claude changes, and 15% off done-for-you builds while you're on Run.
$197 per month + GST
Scope. Covers up to five users. Claude subscriptions and any Zapier plan are paid directly by you.
Limited spots. Every setup is run by our team, so we take on four per month.
Introductory price. $4,997 is held for setups booked before 31 October 2026.
Pick a time and pay in one step. It takes two minutes.
Book your first build call07 /Optional: done-for-you builds
Your Second Brain gives you the foundation to build your own skills. If you'd rather have them built and set up for you, we do that too. These are the builds we do most.
Price jobs from a set of plans or a voice note on your phone. Your price books and rates loaded in, quotes checked against your margins and passed into Xero, Fergus or Simpro.
POA, priced to your scope
Emails sorted into action, waiting and noise. Replies drafted in your voice with your signature, and action items sent straight to your to-do list.
POA, priced to your scope
Claude checks the schedule, books the right person for the job and drafts the reply to your client. Add an AI receptionist so missed calls are answered and logged.
POA, priced to your scope
New client in, and the rest happens. Contact created in Xero and your CRM, job file set up and a welcome email drafted ready to send.
POA, priced to your scope
Supplier invoices pulled from your inbox and loaded into Xero as draft bills, with a summary emailed to you to approve.
POA, priced to your scope
Anything repetitive your team does every week. Producer statements, parts ordering off quotes, reports, templates. Built and tested on your real work.
POA, priced to your scope
Builds are priced on application once we know your systems and scope. Run members get 15% off. All prices exclude GST.
08 /FAQs
Something else on your mind? Call Nathaniel on 021 428 220 or email hello@hartconsultancy.co.nz.
09 /Next steps
Pick a time for your first build call and pay in one step. It takes two minutes and holds your spot for this month.
Your prep checklist lands in your inbox straight away, so you are set before build call one.
Two build calls, two strategy sessions with Nathaniel, a fix-it call and your 14-day review.
