Stop Wasting Time on Repetitive Admin
You did not start your business so you could spend Saturdays chasing invoices, retyping the same quotes, and copy-pasting leads from one tool to another. Operator Workflows is a monthly retainer that audits, builds, and iterates on AI-driven automations until that work is gone for good.
Who This Is For
We work best with owner-operators of one to thirty person businesses. If you can describe a daily annoyance but cannot describe how Zapier or n8n works, you are exactly the right fit.
HVAC and Trades
Plumbing, HVAC, roofing, electrical, and contractors who lose deals to slow follow-up and missed call-backs.
B2B Service Agencies
Marketing agencies, consultancies, IT services, and recruiting firms with proposal pipelines and client onboarding bottlenecks.
Direct-to-Consumer Brands
E-commerce, subscription, and product brands buried in customer service tickets, supplier emails, and reorder logistics.
Professional Services
Law firms, accounting practices, real estate teams, and clinics with intake forms, document workflows, and reminders that should not need a person.
What We Automate
Six categories cover ninety percent of what owner-operators ask us to build. We start with the one that returns hours fastest.
Lead Intake
Web forms, phone calls, and inbound emails routed into one CRM with the right tags, source, and first-touch reply within minutes instead of hours.
- Form-to-CRM with deduping
- Voicemail-to-text + assignment
- Source attribution by channel
Follow-Up Sequences
Multi-step email and SMS sequences that pause when a prospect replies, escalate when they go cold, and stay personal because AI drafts them on your tone.
- Behavior-based pauses
- AI-personalized first lines
- Reply detection across email and SMS
Scheduling
Confirm, remind, and reschedule jobs and meetings without a back-and-forth. Reduces no-shows and lets you stop being the receptionist.
- Two-way calendar sync
- SMS confirmations and reminders
- Round-robin or capacity routing
Quote and Proposal Generation
Pull intake answers and pricing rules into a polished proposal in under two minutes. Shipped as a PDF or e-sign link with attribution back to the lead source.
- Templated proposal builder
- Pricing rules and approval gates
- E-signature with auto-followup
Internal Reporting
A Monday-morning email that tells you revenue, leads, jobs scheduled, and the three things that need your attention. No dashboards, just answers.
- Cross-tool data pulls
- Email or Slack delivery
- Anomaly detection alerts
Customer Onboarding
From signed proposal to scheduled kickoff without you touching the keyboard. Welcome packets, contracts, intake forms, and credentials all flow on rails.
- Auto-generated welcome packets
- Sequenced intake checklists
- Internal handoff to ops team
How a Retainer Works
Four steps. Repeated every month. The first sprint usually ships in week three.
A workflow retainer is not a one-off project. It is a recurring engagement where the same team that audited your operation also builds and maintains the automations that come out of it. Every month we hold a planning call, ship a sprint, and iterate on the workflows already deployed.
1. Audit (week 1)
We watch a half-day of your operation, talk to two or three people on your team, and inventory the repeating work. The output is a one-page automation map and a ranked list of workflows by hours-saved-per-month.
2. Roadmap (week 2)
We pick the first workflow with you, set a measurable result, and confirm scope, integrations, and success criteria. You sign off before any building happens.
3. Build sprint 1 (weeks 2-3)
We build, test, and ship the first workflow. We run it in shadow mode for a few days, then cut traffic over and watch it. You get every piece of source code, every Zap link, and full credentials.
4. Ongoing iteration
Each subsequent month we build the next workflow, fix what is drifting on the older ones, and tune anything that has changed in your business. Over six months your operation looks meaningfully different.
Two Tiers, Pause Anytime
Pricing is simple on purpose. The Operator tier solves one big workflow at a time. Operator Pro is for teams running multi-workflow systems and needing weekly strategy.
Operator
$2,000 / month
Eight to ten hours of focused work each month, one active workflow at a time. Best for owners who want a single bottleneck removed cleanly.
- Quarterly automation audit
- One workflow built or improved per month
- Bi-weekly check-in calls
- Email and SMS support during business hours
Operator Pro
$5,000 / month
Twenty hours of build time, multi-workflow systems, and weekly AI strategy calls. Best for teams already running automations who need a real partner.
- Monthly audit and roadmap update
- Two to four workflows shipped or improved
- Weekly strategy calls
- Slack channel with same-day responses
- Attribution dashboard
What an Outcome Looks Like
An illustrative example. Names anonymized; metrics representative of typical client outcomes after a 90-day engagement.
"Before Operator Workflows, Sundays were our office day. We retyped quotes, called back leads two days late, and lost half of them. After three months on the retainer, every new lead gets a personalized text within five minutes. We close more from less effort, and I have my weekends back."
- Owner, regional HVAC company (illustrative example, 7 employees)
Disclaimer: Names anonymized; metrics representative of typical client outcomes. Individual results vary.
Common Questions
Five quick answers. The full FAQ covers contracts, security, ownership, and more.
What does a workflow retainer actually do?
We act as your fractional automation team. Each month we audit a slice of your operation, build and ship one to three workflows that remove repetitive work, and iterate on what we already deployed. You get the work, the documentation, and the system access at the end of every sprint.
How is this different from a one-off automation project?
One-off projects ship a deliverable and disappear. Workflows that touch real operations break, drift, and need new branches as your business changes. A retainer means someone is responsible for keeping them working and improving them, instead of you discovering a broken automation at 9pm on a Friday.
Do I need to be technical to work with you?
No. Most clients are owners who can describe what is painful but have not built software before. We translate that into workflows. We do need a decision-maker reachable on a weekly call.
What size company is this for?
Roughly $300k to $20M in annual revenue with one to thirty employees. Smaller and you usually do not have enough volume to justify the retainer. Larger and you should be hiring an in-house automation engineer.
Can I cancel?
Yes. The retainer is month-to-month with thirty-day notice. You can also pause for one month per quarter without losing your slot. We do not lock you into annual contracts.
Apply for a Workflow Retainer
We accept a small number of new clients each month. Tell us what is painful and we will reply within one business day.
Apply Now