Make the AI you already pay for run your business.
The AI you already pay for can answer questions. It doesn't know your prices, your customers or your rules, it doesn't touch your job software or your phone line, and nobody fixes it when a connection drops. I set that up and keep it running.
Waiting on you
- Quote for a new clientApprove
- Supplier invoice, over budgetDecide
Handled overnight
- 6 emails sorted, 4 replies draftedDone
- Yesterday's call, 5 actions loggedDone
An AI account is not an AI setup.
The difference is what it knows, what it can reach, and who keeps it running.
| The app on its own | After the setup | |
|---|---|---|
| What it knows | Whatever you paste in that day | Your prices, procedures, voice and client rules, every time |
| What it can reach | Nothing outside the chat window | Your CRM, job software, phone, website form and, where possible, accounting |
| Who starts the work | You, by typing a question | The morning brief and the inbox, before you sit down |
| When a connection drops | Nobody notices | It gets checked and fixed |
First, your business brain.
Written down once, so the AI works from how your business actually runs instead of guessing.
Prices
What you charge, and what needs a quote.
Procedures
How each job is done, step by step.
Voice guide
How you write, so drafts sound like you.
Decision log
What you've already decided, so nobody asks twice.
Client rules
Who gets what, and what never happens.
Then the connections: CRM, job software, phone, website form, and accounting where possible. The AI stops waiting for you to paste things in.
Clear lines, written down.
- Sends aloneOnly the replies and updates you've signed off as routine.
- Waits for youEverything else, as a draft you approve.
- Never happensMoney and contracts always stay with you.
- Runs onThe AI accounts you already pay for.
What you see each day.
The setup works in the background. These are the parts you touch.
- Before you start
A morning brief
What waits on you, what was handled, and what's due, in one list.
- After a call
Notes become actions
Meeting notes turned into tasks with an owner and a date.
- All day
An inbox that sorts itself
Mail sorted by what it needs, with replies drafted for you to send.
Two weeks, then it's yours.
A fixed price agreed before we start, half to begin and half at handover.
- Week 1
Sit-downs
Sit-downs with you and anyone who touches the work, so the brain is built from how your week actually runs.
- Week 2
Build and test
Connections, rules and the daily brief built and tested on real work. Nothing goes out alone until you've seen it.
- Handover
Yours to run
A walkthrough video, a written procedure for every part, and a plan for who runs this as the business grows. An optional care plan means I own it when it breaks.
See one running.
The same approve-before-send setup runs my own desk every morning: it reads my calendars, inboxes and project files, drafts the replies, and I decide what goes out.
Where this comes from.
The package is new. Here is the work it grew out of.
- A cleaning company with a field team of about 20: owner's daily involvement down about 90%, and crew payroll from over 80% of revenue to 46% in one quarter.
- A six-location seasonal operation: escalation response time down 60%.
- Starting with leads? In the speed-to-lead setup, I set up and tune the lead reply tool you pick, then run what happens after the booking.
Questions founders ask.
Which AI does it run on?
The one you already pay for, whichever it is. If you don't have one yet, I'll tell you which fits your tools.
Will it send things without asking me?
Only what you've signed off as routine. Everything else waits as a draft, and money and contracts always stay with you.
What happens when something breaks?
You get a written procedure for every part, so your team can fix the simple things. On the care plan, I own it: every connection checked monthly, a test run, and a short report on what it handled.
How do I know where to start?
Start with the Operations Leak Audit. It names each place your week waits on you and which part of the setup to build first.
Find out where your week waits on you.
The Operations Leak Audit walks one ordinary week of your business and names the first part of the setup to build.
Book the Operations Leak AuditComplimentary while this season's openings last. I run every audit myself, so I keep the number small.
Wilkins Ndwiga, AI systems and fractional COO. Remote, working US hours.