Governance · Control · Evidence · M365-Native

Your own AI. Built for your business. Yours to keep.

Toodlebox is your organization's AI — private, under your control, and permanently yours. Bots that only do what they're allowed to do, documented form flows, and enforced policy — so your teams move fast without the business losing control.

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90%

of companies use AI

36%

Only that many have governance in place

50%

of employees put sensitive data into public AI

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The AI Readiness Guide

The 5 things every business should do before rolling out AI — laid out clearly, so you know exactly where to start.

Sneak Peek

5 Things to Prepare Your Business for AI

5 clear action items — no fluff, no jargon, just what to actually do.
Built for business owners — not developers or IT teams.
A quick read — get through it in one sitting.

Get the Free Guide →

.01 Our Process

How we build your AI, step by step.

A private AI system built around how your business actually runs — hosted where you want it, set up your way.

01 We learn your business

We start by learning how your business runs today — your current tools, your AI usage, and the workflows that need the most structure. That becomes the blueprint for everything we build next.

02 We build it for you

Your AI gets its own private, secure space in the cloud — your data never leaves it. You decide who has access, what it can see, and how it connects to your other tools. Prefer to keep it on-site instead? We can supply the hardware and maintain it for you.

03 We train your AI on your work

We build bots and forms around the specific processes you choose — not a generic template you bend your business around. Each one only does what it's allowed to do, and everything it does is recorded, from day one.

04 You talk to your AI inside Teams

Everything runs where your team already works — no new app, no new login. Policy, access control, and audit logging are built in from the start, so IT has full visibility from the moment it's live.

05 We stay in it with you

Monthly check-ins, weekly sessions with other Toodlebox users, and a direct line to our team — your system keeps evolving as your business does.

Every one of these steps runs on top of something we build once, and it keeps improving forever: your Company Brain.

Every deployment includes a Company Brain

Think of it like giving a new hire access to your company's SOPs on day one — except this one never forgets. It's a structured wiki built from whatever company information you choose to share — it doesn't automatically pull from your systems or update on its own. Once it's there, your AI can reference it any time, and overnight analysis turns it into a daily briefing.

Share Your Information

Whatever company information you share gets built into a structured wiki for your AI to reference.

Update It Anytime

Share new or changed information whenever you need to, and the wiki reflects it — no rebuilding from scratch.

AI Always Aware

The wiki is structured so your AI can reference any piece of shared information it needs — on demand, every time.

Daily Briefing

Every night, your AI reviews what's new or changed and starts the next day already caught up — so it gets sharper the more your team uses it.

.02 Questions

Frequently Asked Questions

What does Toodlebox actually do?

Toodlebox is a governed AI operating system that lives inside Microsoft Teams. We deploy expert bots and structured form flows scoped to your business, all governed by role-based access control and backed by full audit trails — so your teams move fast without the business losing control.

How is this different from just using ChatGPT or Copilot?

ChatGPT and Copilot are tools you rent access to — your data passes through someone else's infrastructure, and what you build with them doesn't really belong to you. Toodlebox lives inside your network, with the same access a trusted employee would have. And everything it becomes over time — its knowledge of your business, its memory, its skills — is yours permanently, even if you ever stop working with us.

What happens to our data?

Toodlebox is M365-native and hosted on your own tenant, so your data stays inside your environment. Role-based access control and capability gating ensure bots and users only see and do what they're permitted to, with full audit logging on every action.

What about the AI models themselves — do they keep our data?

Most AI providers — including ChatGPT, Claude via API, and others — retain data sent through them for a period (commonly around 30 days), even under business agreements. If that's a concern, Toodlebox can run on a local or open model you control, with no data leaving your environment at all.

What happens if the AI gets something wrong?

Every bot operates strictly within its defined scope and role permissions, so mistakes stay contained rather than cascading. Because every interaction is logged and evidenced, issues are easy to trace, review, and correct — and your team retains oversight throughout.

Do we need to be technical to use it?

No. Toodlebox is built to live inside tools your team already uses, like Microsoft Teams — no new interfaces to learn. Our team handles setup, configuration, and ongoing support, so you don't need in-house AI or development expertise to get value from it.

What does it cost?

Plans are discussed based on expected usage, number of users/ bots, and complexity. Every plan includes M365 integration, governed bots and forms, policy enforcement, and full audit trails.

What happens after it's built?

You're not left on your own — every deployment includes ongoing Toodlebox Operator Sessions: onboarding, monthly check-ins, weekly roundtables, and community access, so your setup keeps evolving as your team's needs change.

How is Toodlebox different from an AI agency or hiring in-house?

An agency project ends at delivery, and hiring in-house takes months and ongoing salary. Toodlebox is a governed platform plus an ongoing partnership — you get ready-built infrastructure, hands-on support, and the flexibility to add consulting when you need deeper strategy work.

.01 Services

Everything Toodlebox offers, in one place.

From the mobile platform that started it all, to hands-on AI governance consulting, to a free guide if you're just getting oriented — here's where to go next.

🤖

Toodlebox for Teams

Your governed AI platform, built into Microsoft Teams. Expert bots, structured forms, and full audit trails — this is the core of what Toodlebox does.

See How It Works →

📘

AI Guide

Not sure where to even start with AI? Grab our free guide covering the 5 things every business should do to get AI-ready — a quick read, built for business owners.

Get the Guide →

📱

Mobile App

Custom mobile apps built for field teams, construction crews, MSPs, and operations-heavy businesses. The platform Toodlebox started with — and still a core part of what we offer today.

See the Mobile App →

🧭

Consulting

Not sure what your AI governance strategy should look like? Our consulting engagements help you assess where you stand and map out the right next step — with our team available to help you get there.

Explore Consulting →

.02 Platform Capabilities

Built for businesses that can't afford to get AI wrong.

Toodlebox gives IT leaders full visibility and control, while giving teams the tools they need to work efficiently — without either side having to compromise.

Governed Bots

Deploy expert bots that operate strictly within policy. Every response is scoped to the bot's role, logged for audit, and constrained by your organization's rules — not the other way around.

Governed Forms

Structured form flows that enforce business logic and produce real documented artifacts — not chat transcripts. Every submission is timestamped, routed, and audit-ready from the moment it's submitted.

Two-Plane Architecture

A clear separation between the control plane (Toodlebox) and the interaction plane (Microsoft Teams) means governance is never an afterthought — it's structural.

Evidence & Audit Trails

Be audit-ready at any time. Every interaction, form submission, and policy decision is logged with a full evidence trail — no scrambling, no gaps, no surprises.

Microsoft 365 Native

Toodlebox is built for the M365 ecosystem. Bots and forms live inside Teams — where your people already work. No new interfaces, no adoption friction, no parallel stack to manage.

Role-Based Access Control

Define what each role can see, do, and access — across every bot, form, and connector. Capability gating ensures agents never exceed their authorized boundaries.

Why it matters

Control without compromise.

Most organizations face a choice: move fast with AI and lose oversight, or lock things down and fall behind. Toodlebox removes that trade-off entirely.

IT leaders get full visibility — no shadow AI, no ungoverned tools
Business owners get speed and consistency across every team function
Compliance teams get real evidence, not chat logs
Operations teams get expert bots scoped to their actual systems
Everyone works inside Microsoft Teams — no new tools to adopt

ACTIVE GOVERNANCE RULES

Role-Based Access — all functionsActive

Bot Capability GatingActive

Form Evidence LoggingActive

Audit Trail RetentionActive

Admin Bootstrap LockActive

All governance rules passing ● Fully compliant

.01 Agentic System Strategy

Not just bots. A governed infrastructure.

Most organizations adopting AI end up with a fragmented mess of ungoverned tools. Toodlebox gives you a coherent, auditable, policy-enforced system.

Control Plane + Interaction Plane

A clear two-layer architecture separates governance from interaction — so your IT leaders own the rules, and your teams get a seamless experience in the tools they already use.

Toodlebox governs all policy and capabilities centrally
Microsoft Teams delivers the user-facing interaction layer
Every action in Teams is constrained and logged by the control plane
IT controls what agents can do — without slowing teams down

Forms as an Evidence Layer

Chat logs aren't evidence. Toodlebox replaces informal AI conversations with structured, documented form flows that produce real auditable artifacts your business can stand behind.

Web, mobile, and Teams form flows for consistent data capture
Every submission is a documented, timestamped artifact
Not just what was said — what was approved, recorded, and actioned
Built-in compliance evidence without any extra steps

Role & Connector Expert Bots

Generic AI assistants don't understand your business. Toodlebox deploys expert bots scoped by function and system — purpose-built, policy-governed, and deeply integrated.

Function bots: Carry out specific workflows.
Connector bots: Integrate to commonly used services.
Each bot operates only within its defined scope and role permissions
No cross-contamination of data or capabilities between functions

Secure-by-Default Governance

Governance isn't a feature you bolt on — it's the foundation. Toodlebox is designed so that the secure, compliant path is always the default path.

Role-based access control across all bots and forms
Capability gating — agents do only what they're permitted to do
Installer-only admin bootstrap prevents unauthorized configuration
Full audit logging on every interaction, submission, and policy change

🔄

Your AI isn't locked to one provider. As better models come out — including ones you can run entirely on your own hardware — your system can adopt them without starting over.

Our most popular integrations

🔧

ConnectWise

Connector

📘

ITGlue

Connector

📊

QuickBooks

Connector

📁

SharePoint

Connector

Don't see your tool? Contact us to inquire about custom integrations →

Secure by default

Every layer of the platform is governed from the start.

Role-Based AccessUsers see and do only what their role permits

Capability GatingAgents operate strictly within defined boundaries

Admin BootstrapInstaller-only setup prevents unauthorized config

Full Audit LoggingEvery action timestamped and evidenced

.01 Consulting

Not sure what your AI strategy should look like? Let's figure it out together.

Not every organization walks in knowing exactly what their AI governance strategy should look like. Our consulting engagements help you figure that out — assessing where you stand, mapping out what "governed AI" should mean for your organization, and pointing you toward the right next step, with our team available to help you get there.

Governance Strategy & Policy Design

We help you define what "governed AI" should look like for your organization — access policy, audit requirements, and control frameworks tailored to your industry and risk tolerance.

AI Readiness & Roadmapping

We assess where your organization stands today — governance maturity, existing tools, risk exposure — and build a phased roadmap for how to move forward, with clear milestones instead of guesswork.

Vendor & Tool Evaluation

Already narrowing down AI tools or vendors? We help you evaluate them against your actual requirements — security, compliance, cost, fit — so you choose with confidence instead of a sales pitch.

Audit & Compliance Readiness

We assess your current AI usage and controls, then help you understand the gaps — so you know exactly what needs attention before an internal review or external audit.

.02 How engagements work

Every consulting engagement starts with a conversation about where you're at and what you're trying to figure out — then we recommend the structure that fits, whether that's a focused project or an ongoing advisory relationship. Pricing is scoped per engagement based on your organization's size and needs.

Fixed-Bid Projects

Best for a defined question with a clear start and finish — a strategy roadmap, a policy framework, or an audit-readiness assessment.

Clear scope and deliverables defined upfront
Fixed timeline with milestone check-ins
Predictable engagement from kickoff to delivery
Ideal for a one-time strategy or assessment need

Hourly Engagements

Best for ongoing advisory support as things evolve — a standing resource to think through decisions with, on your timeline, not a fixed scope.

Flexible support as priorities shift
No need to define full scope upfront
Scale engagement up or down month to month
Ideal for continued guidance and check-ins

Not sure which fits? Just reach out — we'll help you figure it out.

.01 Pricing

Simple, transparent pricing.

Every plan includes M365 integration, governed bots and forms, policy enforcement, and full audit trails. All plans require a tenant-hosted Azure VM (±$500/month, Azure market pricing).

Starter — Land

$699/mo

For small teams getting their AI infrastructure in order. Comfortably covers doing daily AI work, with headroom for busy weeks.

30,000 AI Credits/month (~15,000 bot conversations or form submissions)
Live credit meter in Admin Bot
Top-ups at $5 per 5,000 credits
1 Admin Bot (installer/admin only)
Up to 3 Expert Bots
Core form workflows (Teams)
Basic policy templates
Standard audit trail
Email support
Toodlebox Operator Sessions — onboarding, monthly check-ins, weekly Roundtable & community access
Dynamic web or mobile forms (Toodlebox Forms)
BYOK supported

Growth — Expand

$1,499/mo

For growing teams across multiple departments. Built for higher-volume workgroups with full connector bots, dynamic forms, and advanced reporting.

200,000 AI Credits/month (~100,000 bot conversations or form submissions)
Live credit meter + per-bot usage breakdown
Top-ups at $5 per 5,000 credits; volume blocks available
1 Admin Bot + up to 15 Expert Bots
Connector bot packs (base set)
Advanced policy templates & workflow approvals
Enhanced reporting/export
Priority support
Toodlebox Operator Sessions — onboarding, monthly check-ins, weekly Roundtable & community access
Dynamic web or mobile forms (Toodlebox Forms)
BYOK supported

Enterprise — Govern at Scale

$3,500+/mo

For organizations that need AI governance at scale. Negotiated credits, custom connectors, dedicated support, and MSP-ready multi-tenant options.

500,000 AI Credits/month baseline — negotiated to actual usage
Per-department & per-bot credit allocation and reporting
Optional credit rollover & pooled multi-tenant credits (MSPs)
Custom top-up rates & committed-use discounts
Unlimited/negotiated bot catalog scope
Advanced RBAC & governance controls
SIEM/reporting integrations
Custom retention/audit options
Dedicated support + SLA options
Toodlebox Operator Sessions — Enterprise tier with QBR, direct line to founding team
Dynamic web or mobile forms (Toodlebox Forms)
BYOK supported

Included Credits at a Glance

Plan	Credits/month	Typical interactions	Top-up
Starter	30,000	~15,000	$5 / 5,000
Growth	200,000	~100,000	$5 / 5,000
Enterprise	500,000 baseline	~250,000	Custom

"Typical interactions" means everyday bot conversations and form submissions. Allowances are sized so each plan comfortably covers its user count doing daily AI work, with headroom for busy weeks.

All plans require a tenant-hosted Azure VM (±$500/month). Contact us to discuss the right fit for your organization.

.01 Mobile App

Custom mobile apps for the way your business actually works.

Toodlebox started here. Our custom mobile app platform has helped field teams, construction crews, MSPs, and operations-heavy businesses go paperless and work smarter for over a decade. As AI reshapes how businesses operate, we've grown that foundation into a full AI governance platform — but the mobile app isn't going anywhere. It remains a core part of what Toodlebox offers, purpose-built for teams who need simple, powerful tools in the field.

Book an Assessment

Industries We Serve

Construction

Digital Work Orders

MSP

Non-Profit

Corporate

.02 Custom Mobile App

The app that runs your business your way.

Improve teamwork, streamline tasks, and increase efficiency with custom software designed to fit your business's unique needs.

Custom FormsBuild forms tailored to exactly the data your business needs to capture — no generic templates to work around.

Custom WorkflowsDefine multi-step workflows that route data, trigger tasks, and move your business processes forward automatically.

Centralized Data StorageEvery form submission and workflow lives in one structured place — instead of scattered across emails and spreadsheets.

Automatic Audit TrailEvery submission and workflow step is timestamped and logged, creating a compliance-ready record with no extra work.

Bot-Aware WorkflowsYour Expert Bots read from and act on this data directly — so they understand your business and can carry out real workflows, not just answer questions.

Mobile AccessSubmit forms, review data, and check on workflows from anywhere — not just from a desk.

.03 What Our Customers Say

"Before Toodlebox, an office worker was required to go into the office every day to process work orders. With Toodlebox, our office administrator is now able to process work orders from any location with internet. We no longer need to rely on paper copies for safety meetings, vehicle inspection reports, or inspection results. Going paperless has helped us speed up our processes!"

Joseph TurleyPresident

"Prior to Toodlebox, I would manually write out all the work done on site, then manually enter it into the computer. Once I started with Toodlebox, I was able to enter time tracking and material invoice information as I went. EVERYTHING is customizable — without needing to know code, I generated forms and got information together that I could process billing with. Toodlebox has increased the speed and organization of our daily operations!"

Kevin RebPresident

"Toodlebox has elevated both the way our team communicates and organizes information. We had been using pen and paper forms which had to be physically handled and transported. After we started using Toodlebox, the time between communication from the field to the office has seen great improvement. Toodlebox is a great tool for our field leaders to communicate more effectively!"

Demolition CompanyField Operations

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About Us

We've been building software for the way businesses actually work.

Over a decade of experience building practical, field-tested software for real businesses — and now bringing that same philosophy to AI governance.

Toodlebox was founded with a simple belief: technology should fit the way your team works, not the other way around. For over 10 years, we've been building custom mobile and workflow solutions for construction crews, MSPs, field teams, and operations-heavy businesses.

As AI started reshaping how organizations operate, we saw a gap. Teams were adopting AI fast, but businesses were losing visibility, control, and accountability. So we built Toodlebox — the AI operating layer that lets your teams move fast without the business losing its footing.

Meet the Team

The people behind Toodlebox.

Partners

Michael Millhouse

Co-Founder

Laura Barker

Co-Founder

John Gavilan

Co-Founder

Developers

Hussain Morbiwala

Application Development Manager

Caden Brennan

Software Engineer

Sales and Marketing

Nick Barker

AI Engineer and Customer Support

Collin Keene

Business Development and Customer Success

Want to learn more?

We'd love to talk. Reach out and let's have a real conversation about your AI environment.

Get in Touch

Your own AI. Built for your business. Yours to keep.

The AI Readiness Guide

How we build your AI, step by step.

Every deployment includes a Company Brain

Share Your Information

Update It Anytime

AI Always Aware

Daily Briefing

Frequently Asked Questions

What does Toodlebox actually do?

How is this different from just using ChatGPT or Copilot?

What happens to our data?

What about the AI models themselves — do they keep our data?

What happens if the AI gets something wrong?

Do we need to be technical to use it?

What does it cost?

What happens after it's built?

How is Toodlebox different from an AI agency or hiring in-house?

Everything Toodlebox offers, in one place.

Toodlebox for Teams

AI Guide

Mobile App

Consulting

Built for businesses that can't afford to get AI wrong.

Governed Bots

Governed Forms

Two-Plane Architecture

Evidence & Audit Trails

Microsoft 365 Native

Role-Based Access Control

Control without compromise.

Not just bots. A governed infrastructure.

Control Plane + Interaction Plane

Forms as an Evidence Layer

Role & Connector Expert Bots

Secure-by-Default Governance

Every layer of the platform is governed from the start.

Not sure what your AI strategy should look like? Let's figure it out together.

Governance Strategy & Policy Design

AI Readiness & Roadmapping

Vendor & Tool Evaluation

Audit & Compliance Readiness

Simple, transparent pricing.

Let's talk about your AI infrastructure.

Why reach out?

Custom mobile apps for the way your business actually works.

The app that runs your business your way.

Ready to see it in action?

We've been building software for the way businesses actually work.

The people behind Toodlebox.

Want to learn more?

You don't need more AI tools. You need a strategy.

What's inside the guide

Get your free copy

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