Kahua cheat sheet
One engine under every Neil Warren AI brain.
Talk to it like a sharp office manager riding shotgun. Speech-to-text mistakes are fine. Nothing gets saved until you see a card and say yes, “send it” or “shoots.”
Every save shows a card first
EXPENSE $92.40
Vendor: Home Depot
Job: Hale remodel
What: Plywood, screws
Date: Nov 4
Send it?
“Fix it” changes it. “Scratch that” cancels. Anything over $1,000 shows as BIG ONE so a misheard number gets caught.
Works on every brain
“What's on my list?”
Your to-do list, overdue first.
“Add to my list: call the inspector Friday.”
New to-do, then one question about reminders.
“Done with number two.”
Checks it off.
“What have you done for me this month?”
Your value report with hours saved and a statement link.
“That's wrong, we always call it a punch list.”
Fixes it now and sends the lesson to Neil, so every business on your pack learns it.
“Kāhea Neil.”
Sends Neil a message. It confirms first, then takes up to 500 words.
Carpentry pack
Money and jobs
“Spent 92.40 at Home Depot on the Hale job.”
Expense card, then it books it.
“Four hours on Hale today.”
Logs hours to the job.
“How's the Hale job doing?”
Live job P&L, alarms first.
“What can I bill on Hale?”
Billing draft: deposit, progress, materials with markup.
“Got a check for 5,000 from the Kealohas.”
Payment card, then it records it.
“New job: Kealoha lanai, fixed 18,000, 30 percent deposit.”
Sets up the job after a card.
Customer page
“Make a page for the Hale job.”
Private progress page link for the customer. Never shows costs.
“Post an update: trim is up, paint Monday.”
Adds an update to that page.
Setup and reports
“Set up my company.”
First-run setup: Business Profile, folders, QuickBooks.
“What reports can you run?”
Lists the scheduled reports.
Consulting pack
Money and clients
“Spent 49 at Cloudflare, overhead.”
Expense card, then it books it.
“Two hours on Keola, sales desk setup.”
Logs hours to the engagement.
“How's the Keola account doing?”
Live engagement P&L, alarms first.
“What can I bill Keola?”
Billing draft: progress, hours, pass-through tools.
“Keola Venmo'd 300 for November.”
Payment card, then it records it.
“New engagement: Keola EX Brain, 300 a month, renews in a year.”
Sets it up after a card.
“Who renews in the next 30 days?”
Licenses and retainers coming due.
Client status page
“Make a page for the Keola engagement.”
Private progress page link for the client. Never shows costs or hours.
“Post an update: sales desk is live, first sends Monday.”
Adds an update to that page.
Setup and reports
“Set up my company.”
First-run setup: Business Profile, products, folders, QuickBooks.
“What reports can you run?”
Lists the scheduled reports and which ones are set up.
Field Notes pack
First time
“Set up my notes.”
Your title, schools, case ID format, digest time, and how you like to confirm.
After a visit
Say: “Kealakehe Intermediate, case 14. Talked to Ms. Kahale the counselor about attendance, she's sending records Friday. Mr. Lee the VP wants a meeting next week.”
KEALAKEHE INT · Case 14 (J.K.) · 2:45 pm
1. Ms. Kahale, counselor — attendance; sending records
2. Mr. Lee, VP — wants a meeting next week
FOLLOW-UPS
• Records from Kahale — Fri
• Set meeting with Lee — you owe
File it?
Three schools back to back in one dump is fine. It sorts them. “Fix it” changes it; “scratch that” cancels.
Follow-ups
“What's on my list?”
Open follow-ups, overdue first.
“Kahale sent the records.”
Checks it off.
“(automatic)”
Anything you owe with a date gets a phone reminder at 8 am that day.
Looking things up
“What's happening with case 14?”
Recent contacts and open follow-ups.
“Prep me for case 14.”
Last three contacts and what's open, under ten lines.
“Who did I talk to at Kealakehe last week?”
Searches your log.
“Fix the last one.”
Shows old and new before anything changes.
“Show me my log.”
Your private log page, with CSV downloads.
“Set up my daily digest.”
Weekdays at your time: today by case, new follow-ups, due tomorrow, overdue.
Privacy, built in
- Students are case ID and initials only. Say a full name and it logs initials.
- No medical, disability, mental health, discipline or legal details. Those become “Sensitive — see official record.”
- A safety concern logs only “Follow reporting procedure,” with a follow-up due today.
- Your log is your memory aid. Your employer's system stays the official record.
What it won't do
- Share or email anything unless you name the person and say send.
- Delete an entry. Mistakes get voided with a reason.
- Give legal, clinical or HR advice.
Earthworks pack
Money and jobs
“Spent 92.40 at Home Depot on the Hale job.”
Expense card, then it books it.
“Four hours on Hale today.”
Logs hours to the job.
“How's the Hale job doing?”
Live job P&L, alarms first.
“What can I bill on Hale?”
Billing draft: deposit, progress, materials with markup.
“Got a check for 5,000 from the Kealohas.”
Payment card, then it records it.
“New job: Kealoha lanai, fixed 18,000, 30 percent deposit.”
Sets up the job after a card.
Machines and mobilization
“Add the 315 excavator: 185 an hour, 650 to mob.”
Rate card entry after a card.
“Can we mobilize on the Puna lot?”
Deposit gate: CLEARED or HOLD.
“Mobbed the 315 to Puna today.”
Logs the mob fee from the rate card.
“Excavator ran 1203 to 1209 on Puna.”
Machine hours from the meter.
Customer page
“Make a page for the Hale job.”
Private progress page link for the customer. Never shows costs.
“Post an update: trim is up, paint Monday.”
Adds an update to that page.
Setup and reports
“Set up my company.”
First-run setup: Business Profile, folders, QuickBooks.
“What reports can you run?”
Lists the scheduled reports.
Sales pack
First time
“Set up my Sales Brain.”
About an hour with you: who you sell to, services, one true proof line, mailing address, first prospect list, warm-up and the three scheduled runs.
It runs itself, Monday to Saturday
“7:12 am”
Reads replies, tops up the list, sends the morning batch
“11:47 am”
New replies, then the midday batch
“3:53 pm”
New replies, catch-up, last bounce check
“Quiet means it's working”
You hear from it only for a reply, a booked call, a bounce or a problem
Every day
“Any replies?”
Who answered and what they said. Interested ones get a reply drafted in Gmail for you.
“Who's booked?”
Calls on the books: time, phone or Zoom, and the number.
“Run the sales desk.”
A full pass right now.
“How many can I send today?”
Today's limit, sent, left, and why.
Your pipeline
“Show me the pipeline.”
Every prospect by stage.
“Add Kona Shade Co., kimo@konashade.com, saw it on their site.”
Adds a prospect.
“Mark the Waimea one as won.”
Updates the stage.
“How's warm-up going?”
Where your inbox is on the ramp.
How the emails go
- Touch 1: plain text, under 120 words, one true fact from their page, no links, no prices.
- Touch 2, day 3: a free 15-minute working session on their real problem.
- Touch 3, day 7: a second service and a new fact.
- Touch 4, day 14: “Last note from me.”
- “No thanks” or “stop” from anyone ends it for good.
Safety built in
- A daily send limit that ramps up slowly so your inbox stays out of spam.
- One bounce stops sending for the day. A spam complaint cuts the limit in half.
- Addresses only from pages it actually opened. It never guesses an email.
What it won't do
- Reply to a prospect. Every answer is a draft for you.
- Quote a price in a cold email.
- Email anyone who isn't on your prospect list.
- Invent a client, a number or a result.
Social pack
First time
“Set up my Social Brain.”
A 10-minute interview: your business, best customer, voice, platforms, rhythm and brand colors. Then it makes your first two posts on the spot.
Every week
“Plan my week.”
Fills every open posting slot, balanced across your content pillars, skipping hooks and formats you used lately.
“Make today's posts.”
Writes today's posts end to end and hands you a Post Kit link for each.
“New idea: the rental we turned in 48 minutes.”
Turns a thought, a job or a customer question into a post.
“What's coming up?”
Your next two weeks of posts with their kits.
Post Kits
- Every saved post gets its own link.
- Slides rendered in your brand colors. Save them all to your phone in one tap.
- Caption, hashtags, alt text and first comment, each with a copy button.
- Video posts come with a script and a 60-second phone shot list.
After you post
“Posted the Instagram one.”
Marks it published.
“The Tuesday reel got 2,400 views, 31 shares, 18 saves, 6 follows.”
Saves the numbers.
“How did last week do?”
Wins, cuts, and the sequel to make next.
Runs on its own (if you turn them on)
“Monday Plan”
Mondays 6:30 am · drafts the week, sends kit links
“Daily Kit”
Posting days 7:00 am · today's posts and best times
“Sunday Scorecard”
Sundays 6:00 pm · what worked, what to drop
“Content board”
Every post, two weeks out and two weeks back
What it won't do
- Post for you. You post it; it tracks it.
- Invent reviews, customers, numbers or awards.
- Use borrowed clips or photos. Everything is original.
- Make realistic AI people or fake job sites.
Add-ons (any pack)
Mileage (Driversnote)
“How many business miles this month?”
Miles split business, personal and unclassified, with the dollar amount.
“Any trips to review?”
Lists the trips you haven't marked yet.
“That Waimea trip was business.”
Shows a TRIP card, then marks it Business on your yes.
Website
“Any new bids from the website?”
Every new request: name, town, work, timeline.
“I called the Kealakehe one, set it to contacted.”
Moves the request along with a note.
“Change the phone on the website to 808-555-0100.”
Card first, then it's live within about a minute.
Vendor prices
“What did I pay for 2x4 studs?”
What you paid or were quoted, every vendor, cheapest first.
“What's Home Depot got 2-inch PVC for?”
A live shelf price, when live lookups are switched on for your brain.
“HPM quoted 14.50 a sheet for 3/4 ply.”
Saves the quote to your price book after a card.
Sales desk
“Set up my sales desk.”
Walks you through the profile, the first list, the warm-up and the three daily runs.
“How's the pipeline?”
Counts by status, replies and calls booked.
“Add these five prospects.”
Adds them and skips duplicates.
Hawaiʻi GET
“What do I owe in GET this quarter?”
Gross income minus what you paid subs, times 4.5%, with the due date. An estimate from your ledger.
“I file quarterly, cash basis, and pass the GET on.”
Saves how you file and puts the next filing on your list.
“When's my next GET due?”
The next 20th you have to file by, and days left.
Change orders
“Change order on Hale: add two outlets, 350.”
Change order card, then it waits for the customer to approve it on their job page.
“Any change orders waiting?”
Every change order the customer hasn't answered yet.
“Mrs. Hale signed the change order on paper.”
Records her yes. It goes into the contract and the next bill.
Contract and lien kit
“Write up the contract for the Kealoha lanai.”
A DRAFT home-improvement contract with the lien and bonding disclosure. A lawyer reviews it before any customer sees it.
“We finished the Hale job today.”
Starts the 45-day lien clock.
“Any lien deadlines coming up?”
Every finished job inside its 45 days, money owed first.
Permits and paperwork
“Building permit on Hale, number BP-2026-1234.”
Adds the permit with its inspection stages.
“Framing passed on Hale.”
Logs the inspection and tells you the next one.
“What paper is due this week?”
GET filing, lien deadlines, inspections and change orders, nearest first.
“Where's the Hale job at?”
Bid, contract, permits, change orders, invoices, completion, lien window, and what's next.
Your records stay yours
“Export my records.”
Every record your brain keeps, as files saved to your own Google Drive. Set up the monthly task once and it runs on the 1st.
Stuck? Neil Warren, (808) 345-9570