Free 20 hours a week from admin without hiring more admins
AI Automation at $3,000 a month. One senior engineer wires Claude and OpenAI into email, CRM, and docs. One client cut 40 hours a month of manual document work.
Who this is for
SMB owner with 5-30 staff, buried in admin work.
The pain today
- Quotes, invoices, intake forms, and follow-ups done by hand every day.
- Every new customer adds another 2-3 hours of admin per week.
- Hiring an admin costs $45,000 a year and takes 3 months to ramp.
- Zapier tried last year; broke twice and nobody could fix it.
The outcome you get
- Three automations live inside 60 days, returning 15-30 hours a week.
- AI integrations with the real SMB stack: QuickBooks, HubSpot, Google Workspace, email.
- One senior engineer, one retainer, no vendor sprawl.
- Cancel anytime if the retainer does not pay itself back.
The first three automations for a small business
SMB AI retainers almost always start with the same three automations. Quote generation: customer inquiry comes in, Claude generates a branded quote draft, owner reviews, sends. Invoice and expense categorization: receipts and invoices get classified, tagged, and dropped into QuickBooks or Xero without manual entry. Customer follow-up: intake forms trigger a personalized follow-up email drafted by Claude on the owner's voice, owner reviews, sends. These three usually save 15-30 hours a week for a 10-person SMB. The retainer pays back inside the first month.
Tool stack for SMBs
Most SMB automation runs on the same integrations: Google Workspace (Gmail, Drive, Sheets), QuickBooks or Xero, HubSpot or Pipedrive, a scheduling tool (Calendly, Acuity), and one vertical-specific SaaS. I wire OpenAI or Claude into these via real APIs, not screen scraping. The integration layer becomes an SMB asset: new automations share the same layer, which means the second automation ships in days instead of weeks. This compounds fast.
Privacy and data hygiene
SMB owners worry about sending customer data to AI vendors. Fair concern. I configure every automation with explicit data boundaries. Customer names, emails, and purchase details often go to the model for task completion. Sensitive data (SSN, medical, bank details) is redacted before the model sees it. For highly regulated SMBs (healthcare, legal, financial services) I use self-hosted models or BAA-compliant providers. Every decision is documented so the SMB owner can review it and sleep at night.
Measuring time saved
Every automation I ship has a time-saved metric. The SMB owner logs one representative week of the workflow before we start, I compare at 30 days, we tally hours saved. Most SMBs see 15-40 hours a week recovered across 3-5 automations inside the first quarter. The retainer at $3,000 a month is less than the cost of one part-time admin. The gains compound as the team uses the recovered time for higher-value work.
Recent proof
A comparable engagement, delivered and documented.
A prompt library that works with every AI tool
A home for your best AI prompts. Save them once, then use them in Claude, Cursor, or any AI tool you work with. No more copy-paste.
Frequently asked questions
The questions prospects ask before they book.
- Do I need to understand AI to work with you?
- No. I explain everything in plain language. You tell me the workflow; I build the automation.
- How fast until the first automation is live?
- 2-3 weeks. Week one: workflow mapping. Week two: build. Week three: rollout and training.
- Can I start with just one automation?
- Yes. One-month trial is fine. Most SMBs keep the retainer running for 3-6 months to ship a full batch.
- What if the AI makes a mistake on a real task?
- Every automation starts in shadow mode (AI runs, human decides), then assist mode (AI drafts, human approves), then full automation. Errors surface in the safe phases.
- Do I need to hire someone to maintain the automations?
- No. The retainer covers maintenance. Cancel if the retainer stops paying back.
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