AI operations for small service businesses
Your back office runs itself. You stay in charge.
We set up an AI operations team that handles your inbox, calendar, new leads, follow-ups and customer questions. You decide what it can do on its own and what needs your OK first.
What we handle
The work that eats your evenings.
You're busy doing the actual work. Email, scheduling and follow-ups pile up anyway. Here's what we take off your plate.
New lead replies
Every web form, call-back request and social message gets a friendly first reply in minutes and lands in your CRM.
Inbox and calendar
Your inbox sorted, replies drafted, and appointments booked into open slots with reminders 24 hours and 2 hours out.
Quotes and follow-up
Drafts quotes and proposals for you to approve, then follows up on open ones so work doesn't go cold.
Reviews
Asks happy customers for a review once the job is done. Thanks the good ones. Brings the tough ones to you first.
Customer questions
Answers the questions you get every week, using only the answers you approved. Anything else comes to you.
Daily brief and weekly SITREP
One short email each evening with what got done and what needs you. A weekly report every Monday morning.
Your AI operations team
A full crew, each with one job.
Instead of one chatbot trying to do everything, you get a team of specialized AI agents. Each one handles a single job and answers to an operations manager that checks the work.
Talks to your customers
The first voice a customer hears from you.
Keeps the paperwork moving
The admin work that usually happens after dinner.
Checks every job
The team that makes sure nothing slips.
The whole team runs on CICWO, our operations center. It keeps everything tracked and hands anything unusual to a person. You get the results in your evening daily brief and your weekly SITREP.
What happens every time something comes in
A new lead, a reschedule request or a review each goes through the same checks, in this order.
- 1Something comes in
- 2Operations manager
- 3Security check
- 4Your rules
- 5Do the work
- 6Verify it happened
- 7Quality check
- 8Log it
- 9Tell you
You're in control
You write the rules. It follows them.
Before anything goes live, you decide how much the AI can do on its own. Change any setting whenever you want, or pause everything with one switch.
Every job gets checked
- Verified, not assumed. After booking an appointment, we confirm the calendar has the right customer, place and time, and that the confirmation was delivered.
- Mistakes show up. Anything that fails is flagged in your brief. Nothing gets quietly marked done.
- Full record. Every action and every approval is logged with who, what and when.
- Secure approvals. You approve from a signed-in page. Nobody can approve by texting back "yes."
What it will never do
- Touch your money. No payments, refunds or deposits, and no card ever run. No access to your bank. We only bill our own monthly plan.
- Set prices. No quotes, discounts or payment terms without your approval.
- Do hands-on tech work. No site visits, no printers, no networks. We find and schedule the technician instead.
- Give legal, tax or insurance advice. Those questions go straight to you.
- Make promises. No warranties, dates or guarantees you didn't approve in writing.
- Pretend to be you. If a customer asks, it says it's your company's assistant.
Compare
What else you could do with this problem.
Five honest options, including the one where we lose.
| Keep doing it yourself | Hire someone | A VA agency | An offshore VA | Minutes Regained | |
|---|---|---|---|---|---|
| What it costs | Your evenings and weekends | $45k–60k+ loaded | $1,500–4,000/mo, usually not published | $6–12/hr | $450–1,500/mo, published |
| How fast you start | — | 6–10 weeks | 1–3 weeks | Days | Under an hour |
| Who decides what reaches a customer | You | The employee | The assistant | The assistant | You, by level, enforced by the tooling |
| Can it move your money | — | Yes, if you allow it | Depends on permissions | Depends on permissions | No. There is no credential to misuse |
| Sick days, holidays, quitting | — | Yes | Yes, with a handover | Yes | None |
| Can you switch it off today | — | Termination process | Notice period | Notice period | Yes. One switch, your side |
Where we lose: an offshore assistant is cheaper per hour, and it is not close. If the lowest hourly rate is the only thing that matters to you, hire one — we would rather say that now than after you have signed something.
How it works
From buried in admin to on autopilot, one step at a time.
Free assessment
A 30-minute call. We look at where your leads come from and what's slipping through the cracks.
Set your rules
We walk through your control profile together. You pick what's Handle It, Tell Me, Ask Me and Never. Under an hour.
Two weeks read-only
For the first two weeks it drafts everything and sends nothing, so you can see exactly how it would have worked.
Go live
You flip it on. We watch it with you, adjust the rules and send your first weekly SITREP.
Pricing
One monthly price. No hourly billing.
You pay for work handled, not hours logged. Every plan includes onboarding, your control profile and the daily brief.
- New lead replies and CRM logging
- Inbox and calendar management
- Daily brief
- Everything in Essential
- Quote drafts and follow-up
- Review requests and replies
- Approved-answer customer questions
- Weekly SITREP
- Everything in Business Support
- Process documentation and SOPs
- Vendor coordination and scheduling
- Seasonal outreach to past customers
- Custom workflows for your shop
Founding client offer — first three only. Get Business Support scope at the Essential price — $450/month for your first 90 days, onboarding included. All we ask in return is honest feedback along the way and a review if we have earned it.
Questions
What owners usually ask us.
Will my customers feel like they're talking to a robot?
Messages are written in your words, and you approve the wording before anything goes out. If a customer asks who they're talking to, it tells them it's your company's assistant. It never claims to be you.
Can it take payments or handle money?
No. It has no access to your bank accounts and never takes, sends or refunds money for you. It never runs a card — if one needs charging, you get told and you charge it. We only bill our own monthly plan.
What happens if it gets something wrong?
Every action gets checked after it runs, and anything that fails shows up in your daily brief. You can pause everything with one switch, and nothing is lost while it's paused.
Do I need to buy new software?
Usually not. We connect to what you already use — Gmail or Microsoft 365, your calendar, your website forms and most CRMs. If you don't have a CRM yet, we'll set up a free one.
What if my internet goes down, or there's a storm?
It keeps working. We work on your email and calendar where they live, not on the computer in your office. Your mail keeps arriving and keeps getting handled, and it's all waiting for you when you're back.
Will you fix my computer or printer?
No — we're the admin side, not the tech side. What we will do is find a technician, get you a quote, book the visit and chase it to completion. You approve the quote before anything is accepted.
Is my customer data safe?
We connect through secure sign-ins instead of storing your passwords, give the system only the access it needs, and log every action. Your data stays in your own accounts, and your information is never mixed with another client's.
What if I want to stop?
Month to month. Cancel anytime and your data stays in your accounts. You can also revoke our access yourself, instantly, without asking us.
Ask us anything
Questions before you book?
Search the questions people actually ask. If yours isn't here, the form below reaches a person.
Book a call
Let's find the first thing to take off your plate.
A free 30-minute operations assessment. You'll leave with a clear list of what can be automated, whether or not you sign up.
- No cost, no pressure
- Video or phone, your choice
- A written summary sent after the call