ADMINOS — AI Business OS for SA SMEs

Multi-tenant AI OS for South African SMEs, NGOs, schools, and clinics. Built to replace six separate subscriptions with one WhatsApp-native platform that actually understands how African businesses operate.

Architecture

The core is a 7-step Workflow Engine: load tenant context → classify intent → check FAQ cache (Upstash Redis, 7-day TTL) → generate Claude response with prompt caching → deliver via WhatsApp → write to immutable audit log → push to dashboard via Supabase Realtime. Full pipeline resolves in under 3 seconds.

Multi-tenancy is enforced at the Supabase RLS layer, not application code. Every table carries tenant_id verified against auth.jwt(). A bug in the app cannot leak one business's data to another by architectural design.

Five Specialist AI Agents

Inbox Agent — handles WhatsApp conversation routing and response. Classifies every inbound message into one of 12 intent categories before routing to the correct agent. Maintains conversation context per contact across sessions using Redis.

Debt Recovery Agent — 5-tier automated escalation over 30 days. Claude drafts each message in the tenant's own tone: reminder → firm reminder → formal notice → legal warning → final demand. Escalation is cron-driven (Vercel Edge Cron), fires at 05:00 SAST daily, reads outstanding invoices from Xero API, generates personalised messages per debtor.

Wellness Agent — staff check-ins via WhatsApp on a configurable schedule. Tracks response sentiment over time. Flags to the manager dashboard when a team member's average wellness score drops below 2.5/5 for 7 consecutive days. Built because SA SME owners often have no HR infrastructure but still lose good people to burnout they never saw coming.

Document Intelligence Agent — accepts PDF, DOCX, XLSX via WhatsApp. Claude classifies the document type, extracts key fields, routes to correct table in Supabase, and returns a structured summary to the sender. Built for clinics processing patient referral letters and NGOs managing grant compliance documents.

Analytics Agent — generates a Daily Manager Brief delivered to the owner's WhatsApp at 07:00 SAST every weekday. Covers: overnight messages handled, outstanding invoices, staff wellness average, document processing queue, and one AI-generated observation about the previous day's patterns.

Cost Engineering

Prompt caching on the static system context saves 40–60% on Claude API costs per request. Haiku routing handles structured, deterministic tasks (intent classification, document field extraction). Sonnet handles nuanced, emotionally intelligent responses (wellness conversations, client-facing debt messages). The routing decision is made per-request based on a complexity score derived from message length, intent classification confidence, and conversation history depth.

Payment and Compliance

PayFast integration for ZAR billing. Per-tenant rate limiting via Upstash sliding window (100 requests/minute). POPIA-compliant data handling — Mirembe Muse POPIA Reg. No. 2026-005658. Xero API integration for invoicing and outstanding balance sync.

Onboarding

15-minute wizard: business profile → agent configuration → WhatsApp channel connection → first AI response live. No technical knowledge required from the client.

Why This Exists

South African SMEs collectively spend R180B+ annually on admin. Most of it happens on WhatsApp, in spreadsheets, and in someone's head. AdminOS is built for a market where the CRM is a contact list, the filing system is a WhatsApp group, and the accountant is the owner's cousin. It does not try to replace that culture. It builds AI infrastructure on top of it.

Stack: Next.js 14 · TypeScript · Supabase (PostgreSQL + RLS) · Claude Sonnet (prompt caching) · Upstash Redis · 360dialog WhatsApp API · Resend · PayFast · Xero API · Vercel Edge Functions + Cron · PostHog · Sentry