AI automation for service businesses

Your tools don't talk to each other.

So your team copy-pastes. In 5 days we find 20+ hours a week of it, signed off by your team, or your money back. Then we build the fix in 21 days and keep it running.

Book a free 30-minute call

Working in 21 days from access, or your build fee back. Half paid only when it works. Full terms

In your words

Sound familiar?

  • Our tools don't talk to each other.

  • We copy-paste between the CRM and the spreadsheet every day.

  • Our Zapier keeps breaking.

  • Our developer left and nobody knows how it works.

  • We tried AI and it got things wrong.

Fit

Who it's for.

20 to 100 staff

Growing US service businesses: consultancies, recruitment firms, IT services firms and other B2B teams.

Five or more paid tools

A CRM, a project tool, accounting software, forms and email, and people moving data between them by hand.

Things that keep breaking

Automations or scripts that stop working, and nobody on the team owns them any more.

The work

What we build.

Only what's missing. Most of the fix is usually in the tools you already pay for, so we start there.

Connections between your tools

The CRM, the spreadsheet, the project tool and the accounting software share the same data, so nobody retypes it.

AI for the repetitive work

Reading inbound emails and forms, sorting requests, drafting replies and updating records, checked by a person until it's accurate.

Dashboards your team trusts

One place to see the numbers you currently chase people for, updated without anyone touching a spreadsheet.

The process

Four steps, each with a promise.

  1. 30 minutes

    Free call

    We look at one problem and tell you honestly whether it's worth fixing.

    Our promise: No pitch if it isn't worth it.

  2. 5 days

    Ops Map

    A map of your tools and manual work, the hours lost, what your current tools can already do, and a fixed price for the build.

    More about Ops Map

    Our promise: If your team doesn't agree we found 20+ hours a week, or within 7 days you feel it wasn't worth it, you get your money back and keep the plan.

  3. 21 days from access

    21-Day Build

    We build only what's missing: connections, AI agents and dashboards. It runs next to the old way until it works.

    More about 21-Day Build

    Our promise: Working in 21 days from when we get access, or the build fee back. Half is paid only when it works.

  4. Monthly

    Ops Care

    We watch it, fix it, make small changes, re-check it when your tools or the AI change, and report the hours saved.

    More about Ops Care

    Our promise: A reply within 4 business hours and a fix within 1 business day, or that month is half price.

One new automation a month

Once the first build is working, a monthly plan adds one new automation every month, on top of Ops Care.

Services

Each step, in detail.

Businesses

AI automation we buildfor service businesses.

Each one starts in tools a service business already pays for and adds only what's missing.

  1. Enquiry-to-CRM automation

    Website formGmailHubSpotSlack
    1. 1Enquiry arrivesFrom the website form or straight into the shared inbox.
    2. 2AI reads itPulls out the company, contact, service asked about and how soon they need it.
    3. 3CRM updatedMatches an existing contact or creates one, and logs the enquiry against it.
    4. 4Owner assignedRouted by service and region, with a Slack message to that person.
    5. 5Reply draftedA first reply waits in Gmail for the owner to edit and send.

    AI automation · Sales inbox

    4Tools connected

    Every enquiry filed, assigned and answered in draft.

    AI reads each enquiry from the form or the shared inbox, files it in the CRM, routes it to the right person and drafts a first reply for them to send.

    How the enquiry-to-CRM automation works

  2. Payment matching automation

    Bank feedQuickBooksClickUpGmail
    1. 1Payment landsPicked up from the bank feed as soon as it clears.
    2. 2Matched to invoicesCompared with open invoices by amount, reference and client name.
    3. 3Clear matches closedMarked paid in QuickBooks, and the ClickUp project shows the client is up to date.
    4. 4Unclear ones queuedPart-payments and odd references go to a review list with the AI's best guess and why.
    5. 5Reminders draftedOverdue invoices get a polite reminder drafted for the accounts team.

    AI automation · Finance

    4Tools connected

    Payments matched to invoices, with only the odd ones left for a person.

    Bank payments are matched to open invoices as they clear. Clear matches close themselves, and the odd ones go to a short review list with the AI's best guess.

    How the payment matching automation works

  3. Client onboarding automation

    HubSpotAsanaGoogle DriveQuickBooksSlack
    1. 1Deal marked wonThe trigger is the stage change sales already makes in HubSpot.
    2. 2Project set upAn Asana project from the right template, with the team and dates filled in.
    3. 3Files and accessA client folder in Google Drive, shared with the right people only.
    4. 4Billing readyThe customer and first invoice created in QuickBooks as a draft.
    5. 5Team toldA Slack channel opened with the deal notes, so nobody asks sales again.

    AI automation · Operations

    5Tools set up

    One deal marked won, and five tools are ready for the client.

    When a deal is marked won, the project, the shared folder, the first invoice and the team channel are all set up from the deal record, with nothing retyped.

    How the client onboarding automation works

All service-business case studies

Before you hire anyone

What buyers worry about, and what we do about it.

Book a free 30-minute call

What we do about it

Hiring someone unproven

We show you a working demo, and half the build is paid only when it works.

Cost or scope running away

You get a fixed price before anything is built.

Security

Your accounts, your keys, a signed NDA, and our access removed when the work ends.

Getting locked in

You own every account and every line of code from day one.

AI getting it wrong

A person checks it until it's accurate.

Breaking what already works

The new system runs next to the old one until it works.

Included

What you get, whatever we build.

You own everything

Every account, key and line of code is yours from day one. Nothing is locked inside our accounts.

A person checks the AI

Anything the AI does for your customers or your money is checked by a person until it's accurate.

Signed NDA from day one

We sign an NDA before we see anything, and basic security is in place from the first day of work.

FAQ

What business owners ask first.

See every question

It depends on the job, so we don't quote a number before we've seen it. For businesses, the Ops Map ends in a fixed price for the build. For startups, the scoping session does. Either way you know the price before any build starts.

The ones you already pay for: your CRM, project tool, accounting software, forms and email, plus Zapier or Make if you use them. We use what they can already do before we build anything new.

The 21 days start on the day we have the access we agreed we need: logins, API keys, repositories and so on. If what we agreed isn't working 21 days after we get access, you get the build fee back. The full conditions are on our guarantee page.

No. The new system runs next to the old way of working until it works. Your team only switches over once it's doing the job.

Anything the AI does for your customers or your money is checked by a person until it's accurate. You see what it gets right and wrong before anyone relies on it.

We keep it running. With Ops Care we watch it, fix it, make small changes, re-check it when your tools or the AI change, and report the hours saved. You get a reply within 4 business hours and a fix within 1 business day, or that month is half price.

No. It's about the hours your team spends copying data between tools, chasing updates and retyping. That time goes back to the work you hired them for.

You do, from day one. We build in accounts you own, the code lives in your repository, and the keys are yours. If we stop working together, nothing has to be moved or bought back.

Working in 21 days from access, or your build fee back. Half paid only when it works. Full terms

Book a free 30-minute call