Your data. Where it lives, who can see it, and what the form collects.
The agent runs on a computer you own, or a cloud server in your name, and it works inside the services you already use. Only one new service sees your supplier invoices. That's Claude, the AI that reads the supplier, amounts and invoice number. Its provider deletes them within 30 days and never trains on them.
Where it runs
Tom sets the agent up on a small computer at your premises. You own it. It plugs into power and your internet, and no one can reach it from outside except Tom, over a private encrypted connection he uses to keep it running.
If a computer on site doesn't suit you, the agent runs on a cloud server in your business's name instead. You hold that account and pay for it directly. Tom recommends the computer for most businesses. It has no monthly hosting bill.
Either way, that machine holds the keys to your mail and your Xero. Keep the computer somewhere locked, the way you would the office safe.
Where your data goes
- Gmail, Xero and HubdocThe same records as today: supplier emails, invoices and bills. The agent moves them between services you already pay for.
- Claude, from Anthropic NewReads supplier emails and invoices so it can tell the agent who the supplier is, the amounts and the invoice number.
How Claude treats your invoices
The agent reaches Claude through Anthropic's paid business service, whose terms are stricter than the free chat app's.
- No training. "By default, we will not use your inputs or outputs from our commercial products (e.g. Claude for Work, Anthropic API ...) to train our models." (Anthropic)
- Deleted within 30 days. "For Anthropic API users, we automatically delete inputs and outputs on our backend within 30 days of receipt or generation." (Anthropic)
- Reading only. Claude reads each invoice and reports what it says. It can't change anything in Xero or send email.
Who can see it
Your team sees what it sees today, in Xero, Hubdoc and your inbox. Tom can reach the agent's computer to set it up and fix it, and he gets the run summaries and weekly audit findings so he can spot a problem before you do.
The agent stores no passwords. Gmail and Xero connect through their own official sign-in, which gives the agent a key limited to the jobs it does.
You can cut it off in one step. Disconnect the app inside Xero or Google and the agent stops at once.
What the Get set up form collects
The form asks for your name, business name, email and phone, how many stores you have, which accounting and email software you use, roughly how many supplier invoices you get, whether you'd prefer a computer on site or a cloud server, and who referred you.
Your answers go to Tom and no one else. He keeps them in his list of enquiries and uses them to decide whether the agent fits your setup and to reply to you. You get a copy of your answers by email.