Our flagship service
Ovia Second Brain
Everything you know, said and have to do. In one place, under your control.
Ovia Second Brain is your firm’s memory: it captures what happens every day, links it to the right client and case, and gives it back when you need it, in answer to a plain-language question. It doesn’t decide for you: it reminds you of what you already know.
- CaptureEverything that matters comes in on its own
- ConnectEvery piece of information finds its client
- ExtractCommitments and decisions become visible
- AnswerAsk in plain language, get the answer with its source
- RemindIt reminds you before you forget
The problem
Your firm’s knowledge exists. The problem is that it’s scattered.
A decision made on the phone, a commitment made in a meeting, a client detail on a sticky note, an exception agreed by email two years ago. Every day your firm produces valuable knowledge, and every day some of it is lost: in the head of whoever was there, in inboxes nobody else reads, in folders nobody opens.
The cost doesn’t appear on the balance sheet, but it’s real: hours spent reconstructing, questions that interrupt the partner, avoidable mistakes, clients who have to repeat themselves. According to McKinsey, almost a fifth of the working week goes just on searching for internal information [1].
The point isn’t buying yet another AI tool. It’s deciding what needs to be remembered, who can consult it and where the data lives. Strategy and security first. Then the tool.
Strategy and security make the money. AI is the tool. The dot marks where you decide.
Anyone today can buy a subscription to an AI tool. The value lies in deciding what to automate, how to protect your clients’ data and how to measure the result. That’s where we always start.
Strategy
We map which information really matters (commitments, decisions, exceptions, client preferences), where it comes from and who needs to find it. Without that map, a second brain is just another archive.
Security
Permissions per person and per client: anyone not working on a case can’t see it, not even by asking the assistant. Data never used to train third-party models, every access logged.
Artificial intelligence
AI reads, connects and answers, citing the internal source. It’s the engine, not the project: we swap it when a better one comes out, without touching your method.
How it works
Your firm’s memory, always searchable.
Click each step to see what happens. The system proposes, you decide.
Everything that matters comes in on its own
Recorded calls, relevant emails, voice notes, minutes, uploaded documents: the sources you already use feed the memory without anyone having to “remember to save”.
Every piece of information finds its client
The system recognises which client, case and person each item refers to and attaches it to the right record, with date and origin.
Commitments and decisions become visible
“I’ll send you the draft by Friday”, “let’s go with option B”: commitments, decisions and deadlines are extracted and made searchable, not buried in a transcript.
Ask in plain language, get the answer with its source
“What did we agree with Rossi about the lease?” The answer comes with a link to the original document or call, so you can check it in one click.
Every answer cites its source: you verify, you don’t take it on trustIt reminds you before you forget
Upcoming commitments and promises made to clients come back to you at the right time. Memory becomes proactive, but stays yours.
Calculator
What your firm’s scattered memory costs today
Move the sliders to your firm’s real numbers. The estimate is deliberately conservative.
Indicative estimate based on 220 working days and conservative assumptions. In the Process Check we replace it with your real numbers.
Before and after
The same day, two ways to live it.
- Information lives in the head of whoever took the call
- To find out what was decided, you have to ask the partner
- A colleague who leaves takes months of context with them
- Verbal commitments are remembered, on a good day
- Clients repeat the same things to different people
- Nobody knows for sure who has access to what
Security
Professional secrecy is not negotiable.
The measures we apply to Ovia Second Brain from day one, not as an afterthought.
Inherited permissions
The assistant only answers with what the person asking is authorised to see. No shortcuts via chat.
No external training
Your clients’ content is never used to train third-party models.
Answers with sources
Every answer links to the original document or call: critical human judgement stays in charge, as Italian Law 132/2025 requires [3].
On-premise option
For firms that need it, data can stay on dedicated infrastructure under your control.
Who it’s for
Built around the way you work.
Hundreds of clients, one memory
For firms handling many clients with different tax histories, the second brain saves reconstructing the context every time.
- History of every agreement and exception per client
- Quick answers for staff without interrupting the partner
- Continuity when the internal contact changes
The living case file
Calls, strategies and client instructions linked to the file, with strict per-case permissions.
- Client instructions always traceable, with dates
- Access limited to each case’s team
- Briefings ready before every hearing or meeting
Every client company, every employee, every exception
Special agreements, recurring requests and communications with client companies in one searchable memory.
- Contract exceptions always visible
- Request history per company
- Fast onboarding for new staff
The company’s commercial and operational memory
Clients, suppliers, internal decisions: what lives in personal inboxes today becomes a company asset.
- Client context shared between sales and operations
- Meeting decisions tracked and assigned
- Less dependence on single individuals
The path
From Process Check to the first measurable result.
One area at a time, under your control. No sudden transformations.
Process Check
We observe where information is created and where it gets lost in your firm.
Map and rules
We define what to remember, who sees what and where the data lives.
First core
We connect the first sources (usually calls and email) for a real group of clients.
Measure and extend
We measure the time recovered; only if it works do we add more sources.
FAQ
The questions people really ask us.
How is it different from an archive or a document management system?
An archive stores files; a second brain stores meaning. It links information from different sources to the same client, extracts commitments and decisions, and answers plain-language questions citing the source. Your existing software stays: the second brain works alongside it.
Can the AI make up answers?
The risk exists with any model, which is why the system only answers using your firm’s content and always shows the source. If the information isn’t there, it says so. Human review remains the final step.
Will my clients’ data end up training ChatGPT or similar?
No. We use providers and configurations that exclude the use of data for training, and where needed we offer a dedicated installation. It’s the first thing we put in writing.
Do I have to tell my clients that I use AI?
For intellectual professions in Italy, art. 13 of Law 132/2025 requires informing clients about the AI systems used, in clear language, and keeping human intellectual work predominant. We help you set up the disclosure and processes consistently.
How long before I see a result?
The first working core usually arrives in 3–4 weeks, on a small group of clients. We start small on purpose: first we measure, then we extend.
Does it work with the tools I already use?
Yes, that’s the principle of the Ovia method: we connect the email, phone system, folders and practice software you already use, instead of asking you to change them.
Press and hold to book
Ovia Process Check
Thirty minutes on your real workflow.
Then you decide.
We show you where the time goes, what can be safely automated and where it’s best to start with Ovia Second Brain. No obligation, no jargon.
We work with a few clients at a time. We reply within 24 hours.
The other Ovia systems
Each system feeds another.
Marketing
Bring in new clients, measurably.
Automation
Remove repetitive work and take back control.
- Ovia InboxYour inbox, read and understood.100% human control over repliesExplore
- Ovia CallsRecord the call. Everything else organises itself.Nothing enters the record without your OKExplore
- Ovia DocumentsDocuments arrive. Nobody has to chase them.Every document starts from your approvalExplore
- Ovia CRMClients, cases and deadlines in one dashboard that updates itself.Sensitive communications only go out with approvalExplore
Sources
- McKinsey Global Institute, “The social economy” (2012): 28% of the week on email, almost 20% searching for internal information
- Istat, “Enterprises and ICT — 2025”: AI used by 16.4% of companies, 15.7% of SMEs; main barriers skills, rules, privacy
- Italian Law no. 132 of 23 September 2025, art. 13 — use of AI in intellectual professions (in force since 10/10/2025)