How an AI office manager can save your business 80k

The quick answer

An AI office manager automates routine workplace logistics. Here is how to prepare your business to use one:

1. Audit current office tasks: Document every recurring task, from pantry restocking to scheduling cleaners, to identify automation opportunities.
2. Calculate your true costs: Sum up the hours and salaries spent on manual office management to establish a financial baseline. This is often $80,000 or more per year.
3. Map your vendor network: Create a clear list of all service providers, as this is the network the AI will manage.
4. Evaluate AI platforms: Compare features of an AI office manager like Codi, focusing on autonomous execution versus simple task management.
5. Redefine human roles: Shift your team's focus from manual logistics to high-value work like employee experience and company culture.

The hidden costs of running an office

Office management is a constant drain on time and resources. CEO Christelle Rohaut of Codi claims it is "very manual and broken." Most companies spend at least $80,000 annually on the administrative side of running their space.

This cost is not just an office manager's salary. It includes lost productivity from other employees who get pulled into logistical tasks. Coordinating cleaners, restocking the kitchen, and ordering supplies are repetitive jobs that distract from core business functions.

From manual work to intelligent automation

The traditional approach requires endless coordination. Someone has to notice supplies are low, contact the vendor, place an order, and process the invoice. Each step is a point of friction and a waste of valuable time.

This manual process scales poorly and is prone to human error. An AI office manager is designed to eliminate this friction entirely. It promises a future where offices can nearly run themselves.

Codi's launch signals a new era for workplace management

Codi, a startup backed by $23 million from investors including Andreessen Horowitz (a16z), has launched what it calls the first fully automated office logistics platform. This platform acts as an AI office manager, moving beyond simple software tools to provide autonomous task execution.

Originally a marketplace for flexible office spaces, Codi pivoted to a SaaS model. Now, any company with a leased office can use Codi's AI to automate its operations. This shift proved successful, with the platform reaching $100,000 in annual recurring revenue (ARR) just five weeks into its beta.

How the platform works

The system is built on years of Codi's own operational data. The AI ingests a company’s network of vendors for cleaning, pantry supplies, and maintenance. It then autonomously manages scheduling, ordering, and coordination without human intervention.

For example, instead of an employee checking coffee supply levels, the AI monitors usage patterns and automatically places an order before it runs out. This model has already attracted 40 companies, including major brands like TaskRabbit and Northbeam.

This approach to office automation is made possible by focusing on execution, not just notification. While some platforms alert you to a problem, Codi is designed to solve it directly.

How to prepare for office automation: A 4 step guide

Adopting an AI office manager requires preparation. Following these steps will help you transition smoothly and maximize cost savings. This process helps you streamline your digital operations and prepares you for the next wave of business efficiency tools.

Step 1: Conduct a thorough office logistics audit

You cannot automate what you do not measure. Start by documenting every single recurring task related to managing your physical workspace. Be specific.

Your audit checklist should include:

• Pantry and Kitchen Management: Tracking stock levels for coffee, snacks, drinks, and paper goods.
• Office Supplies: Monitoring and reordering pens, paper, printer toner, and other essentials.
• Cleaning Services: Scheduling daily or weekly cleanings and coordinating special requests.
• Maintenance and Repairs: Managing service tickets for HVAC, plumbing, or electrical issues.
• Mail and Package Handling: Sorting and distributing incoming mail and packages.
• Visitor Management: Coordinating front-desk duties or check-in procedures.

For each task, note the frequency, the person responsible, and the approximate time it takes each week or month.

Step 2: Calculate your total administrative burden

Now, attach a dollar value to your audit. The $80,000 figure is a starting point. Your actual cost might be higher once you factor in hidden expenses.

Calculate these costs:

• Direct Salaries: The portion of salaries for office managers or assistants dedicated to these tasks.
• Indirect Time Costs: Time spent by other employees (engineers, marketers, executives) handling office tasks. Multiply their hourly rate by the time spent.
• Productivity Loss: The cost of context-switching when high-value employees are distracted by low-value logistical work.

This total number represents your potential savings. An AI office manager subscription is often a fraction of this cost, delivering immediate ROI.

Step 3: Organize your vendor and supplier network

An AI platform like Codi works by managing your existing vendors. Before you can automate, you need a clean, organized list of all your service providers.

Create a simple spreadsheet with the following information for each vendor:

• Company Name
• Primary Contact Person
• Email and Phone Number
• Service Provided (e.g., "Weekly Office Cleaning")
• Standard Pricing and Contract Terms

Having this information ready makes onboarding with an automated office logistics platform fast and seamless. The AI will use this data to take over communications and scheduling.

Step 4: Evaluate the right AI workplace management platform

Not all workplace platforms are created equal. As TechCrunch reported, Codi differentiates itself with autonomous execution. This is a key distinction.

When evaluating options, ask these questions:

• Does it execute or just notify? Does the platform solve the problem (e.g., order more coffee) or just tell you the problem exists? True automation handles the entire workflow.
• How does it integrate with vendors? Can it work with your current, trusted providers, or does it lock you into its own network? Flexibility is key.
• What data does it provide? A good platform offers a dashboard showing tasks completed, money spent, and savings achieved.

The future of the office is autonomous

The rise of the AI office manager aligns with the broader return-to-office trend. As more companies require in-person attendance, the quality of the office environment becomes a competitive advantage. However, managing that environment should not be a burden.

By automating logistics, you free up human capital for more important work. Your office manager or executive assistant can stop chasing down vendors and instead focus on building your brand culture, planning engaging team events, and improving the overall employee experience.

Rohaut's vision is clear: "Codi is building the future where offices can run themselves, just like cars can drive themselves." This shift allows businesses to remove the logistical burden of physical spaces entirely, dedicating all human talent toward growth and innovation.