Small business AI systems, built by a small business owner
AI built around how your business works.
Grant builds and maintains an AI system made for your business. A chief of staff that knows how you work, engines that keep your follow-ups, content and marketing moving on their own schedule, and one short list each morning of the decisions only you can make.
What it hands you each morning, inside the apps you already use.
Four made-up businesses. Real kinds of work. Every one of these is a draft until the owner sends it.
Weddings & events · Marlowe EventsGmailGoogle Calendar
Inquiry at 11:42 pm. Reply ready before 7 am, with real open dates.
Shops · Cardinal & Co.CanvaShopify
New arrivals become posts, in your brand, ready to approve.
Agencies · NorthlineGoogle DocsCalendar
Every client call prepped from the last three meetings.
Contractors & trades · TollmarkGoogle SheetsGmail
Every open estimate checked each morning. Nothing goes quiet.
The problem
Everyone says use AI. Nobody shows you how.
Meanwhile, the same things keep slipping.
Leads wait days for a reply
Replies drafted the same morning
Proposals go quiet and nobody follows up
Follow-ups drafted on schedule
Marketing never makes the list
Posts drafted from work you already did
Everything lives in your head
Written down, and used every day
You can't hire for every role
A team that covers every area
Grant sets it all up for you, built around how your business actually works.
You might already use ChatGPT or Claude
Having the tool isn't the same as having it set up for your business.
AI on its own
- You notice the task
- You explain your business
- It drafts
- You remember what's next
Built around your business
- It already knows your business
- It spots the recurring work
- It prepares the drafts
- You decide
Could you build pieces of this yourself? Sure. What you're paying for is the whole system built around your business, tested on your real past work, and kept sharp every month as the tools change.
Where it goes
Most AI setups stop at an assistant. Yours doesn't have to.
1 to 5 people
Starting out
A standardized version for founders getting started.
Most owners start here
Core
A chief of staff that knows your business, your day in one list, and one part of your business that runs on its own.
Add on
Engines
One job, every step, on its own schedule. Follow-ups, your newsletter, your content. Added one at a time.
Where Grant runs his own companies
Operating system
Several engines under one chief of staff and one daily list. It checks itself every day.
Nobody starts with all of it. Core first (Starting out for tiny teams), then one engine at a time.See how engines work →
How it connects
It plugs into the apps you already run on.
No new software to learn. It reads what you choose to share and puts drafts where you'd look for them.
It reads
Your inboxnew inquiries, replies
Your calendaropen dates, meetings
Your filesquotes, notes, photos
Your store or CRMcustomers, orders
Your chief of staffand the engines under it, all reading your company playbookYou approve. Sending is earned.
It drafts into
Email draftsin your voice
Designsposts and flyers
Docs and sheetsprep, proposals, trackers
Your one listwhat needs you today
Email and calendar
GmailGoogle CalendarOutlookCalendly
Files and notes
Google DriveDropboxNotion
Marketing
CanvaBufferKlaviyo
Sales and money
HubSpotShopifySquareQuickBooksStripe
Plus Slack for your team, and thousands more apps through Zapier. We connect only the ones you choose, in your own accounts. Everything starts as a draft you approve. Simple, repeated notes can go out on their own once they have earned it, with a window where you can stop them.
What you get
What Grant sets up for you
A chief of staff
One place to bring any problem. It knows your whole business.
Your day in one list
Every morning: what needs you, why, the exact steps and the copy to paste.
Engines, one at a time
Follow-ups, your newsletter, your content. Each runs on its own schedule and brings you only the decisions.
Your company playbook
The documents that teach it how you work. Correct it once and it stays corrected.
You approve what matters
Nothing goes to a client, touches a price or moves money without you. Simple things earn the right to go out on their own, with a window to stop them.
How it works
Three steps, and Grant does the work
- 1
Grant learns your business
One conversation about how you work, plus the documents you already have.
- 2
He builds and tests it
Set up in your own account and tested on your real work before you use it.
- 3
You use it. He keeps it sharp.
Training for you and your team, then updates every month.
Planned timing: about 10 business days start to finish, and about 4 hours of your time, half of it that first conversation.
Curious what it would take off your plate?
Tell Grant about your business. No pitch deck, no pressure.
See it work
Pick a business like yours.
Four made-up companies, one real way of working. Engines run early and prepare everything. The owner opens one list and decides.
FictionalThe companies, people and numbers are made up to show how a system like this works.
Tap any card to see what's behind it. Tick things off. Nothing here sends itself.
The part that compounds
It gets better at your business every month.
Nobody starts with all of this.The first build covers the two or three places you lose the most time, then grows where it proves useful.
Your version of this doesn't exist yet.
That's the point. We build it around yours.
The level beyond an assistant
Engines
Parts of your business that run on their own.
An assistant waits for you to ask. An engine keeps working when you don't.
You get one short list each morning. Everything else already ran.
Five ways a business can use AI
Chat
You type. You remember what's next.
Most AI setups stop here
Tailored assistant
Knows your business. Waits to be asked.
Engines
One job, every step, on a clock. You approve what goes out.
Departments
A lead sets priorities. Specialists hand off to each other.
Grant runs his own companies here
Operating system
One chief of staff. One daily list.
One day, the Sales Engine
Tollmark, a few months in.
FictionalDana's remodeler from See it work. By now, one kind of note has earned the right to send itself.
6:00 amRan on its own
The sweep
Nine estimates checked. Two follow-ups drafted in Dana's voice. One flagged: it needs a price.
7:00 amDana
Her list
Three decisions. Twelve minutes.
MiddayRan on its own
One note goes out
A follow-up drafted yesterday, in a shape Dana approved weeks ago. Her 24-hour window to stop it passed, so it went.
6:00 pmRan on its own
The wrap
What moved, what didn't. One line to Dana.
12 minof Dana's day
3decisions
1note went out on its own, in a shape she approved
Six engines
You keep the calls.
Sales, in two sizes
Sales Engine
Every lead answered fast, every proposal followed up until it closes.
- Runs on its own
- New inquiries get a reply drafted the same morning. Every open proposal is checked daily and the next follow-up is drafted in your voice. Approved shapes can go out after a waiting window.
- You still decide
- Prices. Anything new.
Sales Engine + Prospecting
Everything above, plus it finds new customers and reaches out to them.
- Runs on its own
- Finds businesses that fit, checks each fact and address, and drafts a first note in your voice.
- You still decide
- Who's a fit. Every first message to someone new waits for your click.
Your day in one list
- Runs on its own
- Each morning: what to do, why, exact steps, the copy to paste.
- You still decide
- What gets done, what waits.
Customer newsletter
- Runs on its own
- Written from your week. Checked by a second AI pass. Ready on schedule.
- You still decide
- Say go. Later, it can send once it has earned it.
One job, a week of content
- Runs on its own
- One finished job becomes posts, a page and an email.
- You still decide
- Pick the photos. Approve in one sitting.
Social that learns
- Runs on its own
- Plans, writes, measures. Next week follows what worked.
- You still decide
- One short sitting a week.
What customers see when they Google you
- Runs on its own
- Listings, reviews and old pages checked monthly. Fixes drafted.
- You still decide
- Which fixes go live.
One department, drawn
Sales, as a team.
LeadSets priorities
FindsNew customers who fit
Reaches outA first note, in your voice
RepliesTo every inquiry, fast
Follows upUntil it closes
Reviewer (AI)Checks everything before it reaches you
They hand work to each other, not to you.
Why it gets better
Why it keeps getting better.
Runs on a scheduleNot when someone remembers.
A second set of eyes on everythingAn AI reviewer checks before you see it.
Correct it once, it stays correctedYour edits become rules.
Checks itself every dayIf something didn't run, it knows.
You stay in control
Nothing goes to a client, touches a price or moves money without you.
Sending is earned
Simple things go out on their own only after they've earned it, with a window to stop them. You decide where that line sits.
How you get there
Core first. Then one engine at a time.
Nobody starts with all of it. Every engine begins as drafts you approve.
Core, with its first engine→Another, once the first has proved itself→Operating system
Start with Core. Add the next engine when the first has proved itself.
Tell Grant about your business. He'll say which engine would pay off first.
Setup · the planned process
10 business days. About 4 hours of yours.
- Days 1 to 3
Learn
A short questionnaire and a recorded conversation about how your business runs.
2 hours - Days 3 to 5
Write it down
Grant drafts your playbook. You check it.
45 min - Days 5 to 8
Build
Set up inside your own account.
15 min - Days 8 to 9
Test
Run against your real past work.
0 min - Day 10
Hand off
Team training, then monthly upkeep.
60 min
It prepares. Your people decide.
Fewer things wait on you.
Your accountsYour own Claude or ChatGPT account, paid directly.
Your documentsYou own everything built.
Your accessIt sees only what you share.
Your sign-offEverything starts as a draft. Simple things earn the right to go out on their own, with a window to stop them.
Who builds it
Grant. He started in communications and change-management consulting, spent 13 years running retail stores and designing clothing for hundreds of executives, and runs his own companies on this same kind of system today.
The hard part of AI in a small business is getting people to actually use it, which is the change he started his career helping companies make. Setup includes training for your team and a one-page AI policy.
The first conversation is the whole first step.
Tell Grant about your business and he'll map what it could hand off.
Start yours
What would yours look like?
Tell Grant a little about your business. He'll come back with a short, specific picture of what it could hand off. Free, and before you decide anything.
- No pitch call. The first reply is about your business, not a deck.
- Built in your own accounts, so you own all of it.
- If it's not a fit, Grant will say so.