Handing Work Over (Managed Service)

There are two ways to use UpServe.

Build it yourself (self-serve): the Free, Starter, Standard, and Pro plans. You create the AI employees, teach them, and grow them.
Hand it over (managed service): you decide what work to hand off, and our team builds and operates the AI employees.

This page covers the managed service track. Pricing is quoted after we define the scope of work together, so there are no figures here.

For work shared across an organization, start with a consultation.

What comes with it

Handing work over includes the four things below. Each one is either missing from the self-serve plans or works differently there.

1. Flat billing instead of metered usage

Within the contracted scope of work, usage is not metered. Self-serve puts no limit on how many employees work at once, but every piece of work draws down SU (AI usage unit), and once the balance runs out your employees cannot start new work. The more employees you run, the faster that happens. The managed service is a flat monthly plan, so that worry is gone.

The phrase “within the scope” matters. What you hand off, and how much of it, is agreed during the consultation, and that scope is what pricing is based on. Inside it, how many employees you split the work across is up to you.

2. Your company’s memory builds up in one place

A managed service organization gets its own database.

The AI work computer an employee works on is temporary: its contents are gone when it shuts down. A database is storage that persists. Self-serve accounts also have personal storage (see the Files & data guide), but the organization database is company-level storage shared by every employee in the organization. That means:

Records that must keep accumulating, like client lists and order history, have a safe home.
You can replace or add employees and the accumulated data stays put.
Several employees can work against the same data.

You can also look at this data yourself, from the Files & data menu at the top of the app. If an organization you belong to has tables in its storage, a storage picker appears so you can switch between them. My storage sits next to your organization’s name, and picking one shows that storage’s tables. You can work with organization storage from this screen too, and anyone in the organization can edit values and add new tables and new fields. Changing the structure of an existing table (such as removing or retyping a field) is limited to an organization owner, though. Everyone else sees a note saying so, plus a link to the organization’s work portal if the organization has its work portal turned on.

New tables usually come from a card the employee suggests during a conversation. In an organization, that card can appear in any member’s conversation (team chat included), and any member can approve a card for a new table or new fields. A card that changes the structure of an existing table or turns a turned-off table back on can only be approved by the organization owner or our operator working through delegated access the owner granted. That is also how we set up your company’s tables during the build period.

3. Flat monthly plan

The managed service is billed at a flat monthly rate. There is no SU balance to watch.

On self-serve plans, usage draws down SU, and at zero an employee cannot start new work. On the managed service, that arithmetic disappears for work inside the agreed scope.

4. Connected as the company

Work tools (ERP, Slack, and the rest) are connected through company accounts rather than an individual’s personal login, so connections survive staff changes.

Compared with self-serve

	Self-serve (Free · Starter · Standard · Pro)	Managed service
Who builds it	You do	Our team does
Employees running at once	No limit	No limit
Data storage	Personal storage (size depends on plan)	Organization database (shared by the whole organization)
Pricing	Monthly subscription + SU usage	Flat monthly, quoted after scoping
Tool connections	Your own accounts	Company accounts
Support	Email / priority support	Dedicated contact and operational support

You also manage members and work history yourself

The owner of an organization space can handle these directly without asking our team.

Settings > Enterprise: invite people by email, change roles (Owner or Member), and remove someone when needed. An invited person opens the link in the email, signs in with their own account, and presses Join to come aboard. Invite links stay valid for 7 days, and sending a new one to the same person automatically retires the earlier link.
Work portal > Settings > Members: the work portal does the same. If the person who opens the invite link has no UpServe account, they just set a password there and an organization account managed by your organization is created. An organization account works only in the work portal, not on upserve.app or in the mobile apps. If they forget the password, they reset it with Forgot your password? on the work portal sign-in screen. When you remove it from the organization it is deactivated and can no longer sign in (names in the work history stay). Inviting it again from the work portal lets them set a new password and use it again. If some work has a review step, you also pick who handles it for each person on the same screen.
Settings > Activity: see this month’s throughput alongside a record of every task an employee has handled, and a log of every tool-use approval or denial someone in the organization made.

These screens are visible only to the organization owner, and neither opens while someone is looking through delegated access. The last remaining owner and the billing contact cannot be demoted or removed, and the screen explains why right where you try.

We flag it right on screen when you run out of SU

If work stops because your SU balance ran out, a dialog shows up right where you hit the wall, with a managed service prompt attached. No need to go looking for this page.

The dialog says you are out of SU. Below that explanation it attaches a managed service card, “A way to stop counting SU,” and a View plans button sits at the bottom.
The card’s Talk to our team link opens the consultation screen on upserve.app in a new tab. It is the same place as step 1 in How to start.
If you belong to a managed service organization under contract with our team, the card never shows up. There is nothing left to offer.
Existing self-converted organizations use SU, so the same low-balance guidance applies.

Managing an existing organization space

Converting a personal space into an organization space yourself is no longer available. To set up shared work for an organization, start with a consultation.

Existing self-converted organizations keep their portal, members, data and billing. In Settings > Subscription, you can view the portal address and subscription status, or return to a personal space when eligible. Other members, work in progress, active portal functions, inbound addresses, mail or ERP connections, or content in a separate personal space may need to be cleared first. The card explains what prevents the change.

When Pro ends, new portal submissions stop while work in progress, confirmation requests and data access remain available. Work continues to use the billing owner’s SU. Resubscribing restores new submissions. Returning to a personal space keeps the subscription and releases the portal address. You cannot convert it again through self-service.

How to start

Request a consultation: at upserve.app , describe in one line the work you would like to hand off, then leave your contact details after a short exchange.
Define the scope: we get in touch and work out what gets done, to what standard, and how often. We are straightforward about what we can take on and what is still hard.
Build: our team builds the AI employees and connects them to the tools you already use.
Trial, then confirm: we put it into real work, adjust, and then settle the terms to match your actual volume.

There is nothing you need to learn.

Preparing a contracted organization starts a default 30-day pre-activation period. During this period, you can use organization storage, Work portal intake, and permitted external email sending. When it ends or the operations team stops it, this access expires and expiry policies apply to portal runs, external sending, and storage. Contact your account representative to continue.

Organization mail can be assigned to a Work portal function for automatic handling. Mail from addresses on the Ignored senders list stays in the mailbox as Ignored without starting an automatic task. For portal tasks marked Needs review, check the original message body and attachments before proceeding.

Common questions

Q. We’re on Pro today. Can we move over? Yes. During the consultation, we review your current work and data and agree on what will carry over to the organization.

Q. Is “usage is not metered” really unlimited? Within the contracted scope of work, yes. The scope itself is agreed together and is what pricing is based on. New work beyond that scope is discussed again.

Q. Is our company data safe? The organization database is reachable only by that organization. Connection details (access keys, passwords, and so on) are stored encrypted and employees never handle the raw values. Hard-to-reverse actions such as payments or public posting require approval first.

Q. How does your team get into our account while building or running things? When work needs someone to act directly inside your account, a request shows up under Settings > Enterprise > Delegated access. Nothing happens before you approve, and once you have, you can hit Revoke access on that same screen at any time to cut it off immediately.

One thing worth knowing: approving does not just let the one contact named on screen in. It lets our entire build partner’s operations team work in your account. The name shown is the contact who sent the request; in practice, any qualified member of that operations team shares the same access. You can see what was done in the activity summary, and revoking that request immediately closes the access it opened (if more than one request is active, revoke each of them to fully close access).

Advanced

Most users don’t need this section. Read on only if you need to check how billing, limits and permissions are decided behind the scenes.

The organization database is provisioned as one database plus one dedicated login role per organization. Employees connect using connection details placed on their AI work computer, kept in a separate file so the employee does not handle the value directly.
Flat (unmetered) billing still records every usage line; it simply does not draw down an individual’s SU balance. That is why people in the organization on a Free plan can carry out contracted work without hitting a wall.
Larger AI work computers (for memory-hungry work): of the two upper computer sizes, XL is available on every plan, Free included, while the top size, XXL, requires a paid plan or membership in a managed service organization under contract with our team. Employees in a self-converted organization space follow the subscription of the person who converted: if that Pro subscription ends and no paid plan remains, employees on XXL drop to XL (this applies from the next time the computer starts and does not cut off a computer that is already running). XXL cannot be chosen at creation time. It is reached either by changing it yourself on the employee’s Permissions screen on the web (the mobile apps still use settings for now), or through an approval once there is evidence that memory actually ran short.
Every plan lets you own and run employees without a headcount limit. Self-serve work consumes SU based on actual usage, and SU balance, budgets, and automatic run AI usage limits still apply.
Creation request rate limits still apply. Repeated requests to hire, create teams, or install templates in a short time may require a short wait. One-click installs on campaign landing pages are also allowed regardless of how many employees you already own.
The Files & data screen’s storage picker is computed server-side. It always includes one personal storage entry (shown even with no active tables), plus every organization you belong to that has at least one active table. The picker only renders when there is more than one entry to choose from. In the main app’s Data screen, organization members can restore values, import files, and add new tables and new fields (the server reports this with capabilities and can_extend on the storage list); only organization owners can edit existing structure, stop management, or reactivate tables. Access to edit values in the Work portal and permission to ask an employee in chat to add or edit records are separate. Separately, who can approve a table card in chat is decided by the person who taps it: members can approve a new table or new fields, while structure changes and turning a table back on are approved only by the organization owner or an operator working through valid delegated access granted by that organization’s owner. An employee can also propose a table in owner-set autonomous work such as scheduled runs, but not in work started by outside text such as a mail summary. In a managed service organization under contract with us, it also doesn’t appear until the organization’s dedicated database is ready. An organization owner is a member holding the organization’s owner (OWNER) role; in a self-converted organization space, that is the person who converted. Requests without enough permission come back as an explicit permission refusal rather than the table simply looking missing.
The managed service card in the out-of-SU dialog is decided server-side. It is not sent to users on the Enterprise plan or in a managed service organization under contract with our team. A self-converted organization space does not count as a contract organization, so the card is sent.
A self-converted organization space changes shape only. Its limits and SU still follow the Pro subscription of the person who converted, and it is not billed at a flat rate like an organization under contract with our team.
Only the billing owner can return an existing organization to a personal space. This is unavailable through delegated access.
Roles are just Owner and Member, nothing else. The member and activity screens (Settings > Enterprise, Settings > Activity, Work portal > Settings > Members) are open to owners only, and the server refuses any attempt to demote or remove the last owner or the billing contact.