Your tools alreadyhave the data.They just never talk.
We connect the software a small business already runs — HubSpot, QuickBooks, WhatsApp, Gmail, your booking calendar — so a lead, an invoice, or a reminder moves on its own. Fixed price. Four to six weeks. No new software for your team to learn.
If we're not a fit, you keep the checklist.Four things that mean your systems don't talk
None of these are people problems. They are the sound of two tools that were never connected, and a person doing the connecting by hand.
Leads answered tonight
Someone messages on Facebook, emails the info@ address, or texts WhatsApp. The reply comes when someone remembers — and by then they have called the next name on the list.
Costs: the job.Invoices a week late
The work is done. The invoice goes out when someone sits down to type it, which is next week. Cash flow follows the invoice, not the work.
Costs: days of float, every job.The same details typed twice
Client details from an email into a spreadsheet, then the same details into accounting. Boring work always gets a typo eventually.
Costs: hours, and one wrong address a month.No-shows nobody reminded
Clients forget appointments because no one sent a text the day before. The slot is gone and cannot be resold.
Costs: the slot, and the drive.Three parts. No magic in any of them.
Every workflow we build is a trigger, an optional condition, and an action — carried between the tools you already use. The map shows one Starter setup running.
Something happens in one tool
A form is submitted. A deal is marked won. A calendar event is 24 hours away. The trigger is always an event your business already produces — we never ask staff to “remember to press the button”.
A rule decides whether to continue
Only if the lead is in Ontario. Only if the invoice is over $500. Only if the client hasn't replied. Conditions are where your judgement is written down once, so the system applies it every time without you.
Another tool does the work
Create the contact. Send the text. Generate the invoice. Post the summary. An AI step is just an action that reads and writes language — drafting a reply, classifying a request — used only where a rule can't do the job.
Twenty minutes. Two or three things worth automating first.
We look at the tools and workflows you run today and name the leaks. Afterwards you get either a proposal from us or a checklist you can do yourself. Either way you leave with the list.
Nine workflows, built from tools you already pay for
Each row is a trigger and a result. Filter by package. Nothing here requires replacing your software; it requires the software to notify the next one.
| When this happens | Through | This happens on its own | What it replaces | Package |
|---|---|---|---|---|
| A lead arrives from an ad or a message | Meta / web form → CRM | Contact created, welcome email sent, owner texted | Checking three inboxes | Starter |
| A call is missed | Phone → SMS → Calendar | Text back in 30 seconds with a booking link | Voicemail nobody returns | Starter |
| An appointment is 24 hours away | Calendar → SMS / WhatsApp | Reminder sent; a reply reschedules | Phoning to confirm | Starter |
| A deal is marked won | CRM → QuickBooks / Xero | Invoice created and emailed for payment | Typing the invoice on Friday | Growth |
| A new client signs | Form → Drive → Tasks | Folder created, intake docs sent, task list assigned | The onboarding email chain | Growth |
| An invoice is 7 days overdue | QuickBooks → Gmail / SMS | A polite reminder, a second at 14 days, then a flag to you | Awkward chasing calls | Growth |
| A support request comes in | Email / chat → AI triage → CRM | Sorted by type; routine ones answered from your own docs, the rest routed to a person | One inbox, everyone's problem | Growth |
| A payment lands | QuickBooks → Gmail | Two days later, a review request to a happy client | Never asking | Starter |
| The day ends | All systems → Slack / email | One message: sales, leads, tasks done, cash in | Opening four dashboards | Growth |
Who this is for — and who it isn't
Automation returns the most hours where the same thing happens many times a week. It returns nothing where every job is different.
A good fit
- Trades and home services — quotes, bookings, reminders, invoices, reviews, all repeating daily.
- Clinics and practices — confirmations, intake forms, follow-ups, recalls.
- Local logistics and dispatch — status updates that today get retyped from driver texts.
- Agencies and professional services — onboarding, proposals, retainers, month-end reporting.
- Any business with 3+ tools that don't talk — and one person who is the glue between them.
Not yet a fit
- Fewer than ~10 leads or jobs a month. The workflows will work; the hours they return won't cover the build. Start with the free checklist.
- No system of record at all. If everything lives in one person's head and phone, the first step is a CRM, not automation. Starter includes that setup.
- Every job is bespoke. Automation needs repetition. We'll tell you this in the audit rather than sell you a package.
- You want a chatbot on the website and nothing else. We can build one, but it is rarely where the hours are.
Work out whether Starter pays for itself
Two numbers you already know. Move them and watch the payback. This is the same calculation we do in week two, before you approve anything.
Hours only. It leaves out the lead you no longer lose at 2 p.m., which is usually the larger number and the one we won't guess at.
Fixed price. The scope is written down before anything is built.
Every package includes the audit, the build, training your team, and a support window. The price you approve in week two is the price you pay.
Starter
1–10 staff · drowning in inboxes and re-typing- 2–3 connected workflows — e.g. lead → CRM, missed-call text-back, reminders
- 2-hour strategy session
- Basic CRM setup (HubSpot or GoHighLevel)
- 1-hour team training, with short videos
- 14 days of post-launch support
Growth
10–50 staff · sales, ops and finance out of step- 5–7 cross-department workflows
- Invoicing, overdue chasing and accounting integration
- One AI assistant for team knowledge or ticket triage
- Full-day process audit and map
- Team training sessions
- 30 days of post-launch support
Operations Plus
Legacy ERP / CRM · custom integrations- Custom code and API integrations
- Private LLM or retrieval deployment where the data must stay in-house
- Dedicated project manager
- Monthly retainer for ongoing iteration
What happens, and what we need from you
Your total time in the project is about three hours. The rest is ours.
Audit
We map where time leaks: which tools, which hand-offs, which person is the glue.
You: 60 minutes showing us a normal day.Map & fixed quote
A diagram of exactly which systems connect and the hours each workflow returns per week.
You: approve the price and timeline. Nothing is built before this.Build & test
Workflows built and tested against real records without touching your live setup.
You: nothing. Run the business.Training & hand-over
Your team sees the system work and gets short videos for anything new they will click.
You: a one-hour training call.Watch
We monitor for edge cases while real traffic hits it. Included in every package.
You: tell us what feels off.Five people. You'll meet the ones on your project by name.
Ashavid is a small firm in Newmarket, Ontario. The person on your audit call is the person who maps your workflows, and the people below are the whole company.
We build the engine before we worry about the paint job. Structure first.
Will this plan still make sense in 24 months when the excitement is gone?
Shipping imperfect value today is better than perfect theory tomorrow.
Connecting dots between market reality and operational capacity.
Telling the honest story that attracts the right customers, not just traffic.
What we can show you, and what we won't invent
We publish case studies with the client's consent, under their real name, or we don't publish them. Anonymised “GTA examples” with precise percentages are not something you can check, so we don't ask you to trust them.
Standing commitments, in every package
- Fixed price, approved before build. The quote you sign in week two is the invoice.
- Your tools stay. We connect what you have; we don't sell you a platform.
- Your data stays yours. Vendor-built API connections only. AI assistants are configured so your records never train a public model.
- The audit is free and the checklist is yours. If we're not the right fit, you leave with a written list of what to automate first — with or without us.
Published work
Builds we can talk about openly, with the founders' names attached.
GOPLAZAPersian-first business directory — shared core, claims and standing system, Stripeportfolio →ContivoVenture build — the architecture and the trade-off that shaped itportfolio →All case studiesTen ventures, each with the stack, the build phases and the landscapeportfolio →The first automation engagements under the packages above are in their support window. They publish here, named, as they finish.
The honest answers
Every answer here is also published as FAQ structured data, so search engines and AI assistants can quote it directly.
How much does this actually cost?
Fixed-price packages, never an hourly surprise. Starter projects run $1,500 to $3,000. Multi-department builds run $4,500 to $8,000. We always start small enough to prove the return before expanding.
How long until something is working?
A single workflow — say, Facebook leads into your CRM — is live in one to two weeks. A full Growth package takes four to six weeks to build, test and hand over. You get the timeline in writing before you sign.
Do we have to change our tools?
No. We build around what you already use — Gmail, QuickBooks, WhatsApp, your scheduling app. The goal is to make those talk to each other, not to teach your team a new system.
Is our customer data safe?
Connections use the official APIs built by the software vendors themselves. We don't store or sell your customer data. Any AI assistant is configured so your private records cannot be used to train a public model.
What is the difference between automation and "AI"?
Automation is a rule: when X happens, do Y. It is predictable and it is most of what returns hours. AI is used for the steps a rule can't do — reading a message and deciding what kind of request it is, drafting a reply for a person to approve. We use the rule wherever a rule will do.
Our team is not technical. Does that matter?
It is the reason the automations run in the background. Your team keeps doing their jobs without the re-typing. Anything new they need to click comes with a short video.
What happens when something breaks?
Every workflow logs what it did, and failures alert us, not you. During the support window we fix them as part of the package. After that, the monthly retainer covers it, or we hand you the runbook and you call us when you need to.
Can we start with one workflow?
Yes, and we usually recommend it. The missed-call text-back or lead capture is live in one to two weeks and proves the approach before you spend more.
Who owns the automations afterwards?
You do. They run in your accounts — your Zapier or Make, your HubSpot, your QuickBooks — under your logins. If we part ways, nothing stops working.
What happens after the project is finished?
Every package includes 14 to 30 days of post-launch support while real traffic runs through it. After that, a low monthly retainer is available if you want us to keep watching it.
Stop being the glue between your own tools.
Book the audit. We name the two or three leaks worth fixing first, and you leave with the list either way.
Book the 20-minute audit →