The reason your AI subscription did not change anything
You bought the tool. Maybe several. Someone on the team was excited for a fortnight. And the invoices are still going out late.
That is not a failure of the model. The models are extraordinary and they are cheap. It is a failure of everything on either side of the model — which is the part nobody sells you, because it is unglamorous and it is different for every business.
A working AI system has five links in the chain:
A trigger. Something that starts the work without a human deciding to start it. An invoice ages past thirty days. A form is submitted. A quote sits unanswered for four days. Monday morning arrives.
A source of truth. The AI has to read from the place your real data lives — QuickBooks, your CRM, your inbox, your scheduling system. Not a spreadsheet someone exports on Fridays.
The AI step. The part everyone thinks is the whole job. It is maybe fifteen percent of the work.
An action written back. The output has to land somewhere that matters. An email actually sent. A record actually updated. A task actually assigned. If a person has to copy the output somewhere, you have not automated anything, you have added a step.
A record. So you can see what it did, catch what it got wrong, and trust it enough to stop checking.
A ChatGPT subscription gives you link three. We build all five and run them.
Not sure which of your workflows is worth wiring up first?
Book a free 30-minute call →What we actually build
We do not start with the technology. We start by finding where your hours go, because the highest-value system is almost never the one that sounds most impressive.
In practice, the systems that earn their keep fastest in a small business are consistently these:
Money in. Invoices that follow themselves up on a schedule, escalate politely, and stop the moment payment lands. This is the single most common first build because the return is immediate and measurable — it is cash you were already owed, arriving weeks sooner.
Work booked. Quotes and estimates that go out without waiting for the owner to be at a desk, then follow up on their own until there is a yes or a no.
The calendar. Scheduling, confirmations, reminders and rebooking, connected to the calendar you actually use rather than a new one you would have to adopt.
The inbox. Triage, routing, and drafted responses for the routine eighty percent, so a human only touches the twenty percent that needs judgment.
The numbers. Reports that arrive rather than reports someone builds. Weekly, in your inbox, from live data.
We work with the tools you already pay for — QuickBooks, Gmail and Google Workspace, HubSpot, Stripe, Slack and the rest — through real OAuth and API connections. Not exports. Not a sandbox. Not a demo account with fake data that quietly never becomes production.
If the thing you need is not something we have built before, we build it. That is included, not an upsell. The catalogue of 69 helpers exists because those are the ones we have already built and can deploy fastest, not because it is a menu you are confined to.
What you get, specifically
Every engagement includes all of the following. There is no tier where we build it and then hand you the keys and wish you luck.
A stack audit. We map what you are running, what it costs, what overlaps, and what is already capable of more than you are using it for. Owners routinely discover they are paying for two things that do the same job.
A workflow map. Where the hours actually go, in writing, with numbers. This is often the first time anyone has counted.
Real integrations. OAuth and API connections into your live systems, built and tested by us.
The helpers themselves, configured against your data, your language and your process — not a generic template with your logo on it.
Monitoring. We watch it. When an API changes or a credential expires, we notice before you do.
A named human. Someone who knows your account and answers when you write. Not a ticket queue.
Ongoing changes. Your business shifts; the system shifts with it. Adjustments are part of the monthly fee, not a change order.
Two weeks, and a guarantee in writing
Week one: discovery call, stack audit, workflow mapping, and the first real integration connected. Week two: your first helper live in production, monitoring switched on, and a walkthrough so you can see what it is doing.
If your first AI helper is not live within 14 days of signing and your setup fee clearing, that month’s plan fee is waived. We credit it in full on your first invoice — you do not have to claim it or ask. The clock pauses only while we are waiting on system access, an approval or a decision from you, and we tell you in writing each time it pauses. The one-time setup fee is not covered, because that work has already been done.
That is the whole guarantee, including the exceptions. We would rather you read the limits here than discover them later. The full terms are on our terms page.
Live in 14 days, or that month is free.
Book the call and we will tell you on it whether your stack can hit that.
Book My Free Call →What it costs, and what it replaces
Three flat monthly plans, plus a one-time setup fee quoted on the call once we know what we are connecting:
AI Admin Assistant — $297/mo. The entry point. One department’s worth of work off your plate.
AI Office Manager — $697/mo. The most common choice. Several workflows across departments, coordinated.
AI Back Office — $1,497/mo. The full back office running without you in it.
Month to month. Cancel with 30 days notice. No annual contract, no seat licences, no per-task metering that punishes you for using it.
The comparison that matters is not against a software subscription, it is against the hour. If you are spending six hours a week on back-office work at a fully-loaded $80 an hour, that is roughly $25,000 a year of your own time. Our back-office ROI calculator puts your numbers against the plan tiers so you can see the payback period before you talk to anyone. If it comes out over two years, we would rather you did not buy.
Proof, with its limits stated
Taika Translations is a 12-person language services agency and our sister company. We turned AI on across their production, finance, sales and marketing. Over three years they went from roughly $1M to $30M in contract awards, the finance team got back about 40 hours a week, and they did it without adding headcount to manage any of it.
Two honest caveats. That is our sister company, so we had unusually deep access and unusually patient stakeholders. And a large share of that growth came from the proposal work we also do, not from automation alone. We are not going to imply that AI plumbing multiplied their revenue thirty times by itself.
What the automation is genuinely responsible for is the part where a 12-person company absorbed that growth without a proportional increase in administrative staff. More detail is on the case studies page.
This is probably not a fit if…
You want to own and run the software yourself. Some owners genuinely enjoy building automations and are good at it. If that is you, buy the tools directly — you will spend less and be happier. We are the answer for people who want the outcome and have no interest in the machinery.
Nothing about your process is written down or consistent. We can document it as part of onboarding, and often do. But automation reproduces whatever it is given faithfully, including inconsistency, so if every job is genuinely bespoke there may be less here than you hope.
You are under about five hours a week of repetitive admin. The maths does not work yet. Come back when it does, and we will say so on the call rather than sell you something.
You need someone to answer your phones. We do not provide phone answering or an AI receptionist. That is a live answering service and it is a real thing to buy — just not from us. We wrote about what AI receptionists actually do if you want the honest version of that market.
Where to start
If you want a number before a conversation, run the ROI calculator. If you want a written assessment, take the AI Readiness Check-Up and we will send an AI Opportunity Report within five business days. If you would rather just talk, book the call.
All three are free, and on the call we will tell you plainly if the answer is that you should not do this yet.