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AI for small business
AI for a small business: start with the cheapest tool that does the job
Most small businesses should start with an AI subscription or the AI features already in their CRM. We build when a task repeats every day, touches your own systems and the off-the-shelf tools fall short. We start with that one task at a published price, and you get a first working version two weeks after we have access.
- Prices published on the site
- First working version in two weeks
- Support month to month, cancel any time
Try the subscription first, and build when the task repeats daily
If one person needs help drafting emails, summarizing a long PDF or sorting out a spreadsheet, a ChatGPT, Claude or Gemini subscription does it today for a small monthly fee per person. If your CRM already has an AI feature that covers the task, switch it on. Neither needs us, and the written review will say so.
A build starts to pay when three things are true together. The task repeats every day, it touches your own systems such as a CRM, a calendar or accounting software, and the exceptions matter. At that point the work is wiring the AI into those systems and deciding which steps a person approves.
Off the shelf, no-code or built: what each one gives you
The same task can be solved three ways. The right one depends on how often the task runs and how many of your own systems it touches.
| What you get | Off-the-shelf AI tools | No-code automation | A build by us |
|---|---|---|---|
| What it is | A ChatGPT, Claude or Gemini subscription, or AI features already in your CRM | Zapier or Make, where you connect apps with triggers and steps | Software we write around your process, with an AI model as one step |
| Monthly cost | A small subscription for each person using it | A plan that grows with the number of automated runs | Care support if you want it, $300 to $500 a month, plus model usage paid to the provider |
| Setup time | Minutes | Hours to days for a simple flow | A first working version two weeks after access |
| Fits your exact process | Partly, because you adapt to the tool | Well for a straight line of steps, awkward for exceptions and long documents | Built to your steps, your documents and your systems |
| Who owns it | The vendor owns the tool, and you own your files | You own the account, and the flows live on the vendor's platform | You do, with accounts and code repository in your company's name |
| When it is right | Drafting, summarizing, questions and any task one person does alone | Moving data between two apps on a fixed trigger | A task that repeats daily, touches your systems and needs its exceptions handled |
Start in the first column. The written review names the option your task needs, and when that is a build, it says why the first two fall short.
Three tasks that repeat every day
Calls answered, appointments booked
An AI receptionist answers, books the slot through Cal.com, hands the call to staff on request and sends a transcript. Our own FirstReply line, (916) 618-0502, is a live example. See how it works.
Emailed invoices keyed
Invoices that arrive as PDFs are read and prepared as bills, and a person approves each one before it is posted to your accounting system. See AI agents for finance.
Web form requests into the CRM
A request from your website form becomes a CRM record with the fields filled in, and the right person on your team gets a message. See workflow automation.
One task first, with the price and the date settled up front
- Free
A written review
You describe one task. We send a written review by email, with the option that fits and the band it lands in.
- Published
One task, one published band
The band comes from our published prices. You see it before you agree to anything.
- Two weeks
A first working version
Two weeks after we have access, it runs on your real data. Accounts and code are opened in your name.
- Monthly
Support
Care is month to month. You can cancel any time, and the month you paid for is worked through.
One task, one published band
One workflow running end to end, or one internal tool.
Several systems made to work as one: integrations, roles, reports.
One task, such as calls answered or invoices keyed, usually lands in one process. Two or three tasks that share data, such as calls that also create CRM records and calendar entries, land in connected systems. Model usage at small-business volume is usually a few dollars to a few tens of dollars a month, paid to the provider on your own account.
Care $300 to $500 a month. Active $750 to $1,500 a month. AI model usage, GPU time and hardware are paid to the provider, on accounts in your name.
Questions small business owners ask
Do I need a custom build, or is ChatGPT enough?
For drafting and summarizing that one person does alone, a subscription is usually enough, and the review will tell you so. A build makes sense when the task repeats every day, uses your own systems and has exceptions that someone has to handle.
How much does it cost to start?
The written review is free. One task usually lands in one process, $2,500 to $6,000, in 2 to 4 weeks. Support is Care, $300 to $500 a month, month to month. Model usage goes to the provider on your account.
Why not use Zapier or Make for everything?
For moving data between two apps on a fixed trigger, use them, because they cost less than a build. They get awkward when a step has to read a long or messy document, make a judgment call or deal with exceptions. That is where we build.
What do you need from me to start?
An email address and a description of one task. The review needs no passwords and no client data. For the build we need access to the systems the task touches, and the two weeks to a first working version count from that day.
Who owns what you build?
Accounts and the code repository are opened in your company's name, the custom code is assigned to you under the contract once paid for, and you can hand the system to another team. Support is month to month and you can stop at any time.
We have no IT person. Can we still use this?
Yes. You need one person who knows the task and checks the first results. We set up the accounts, connect the systems, host the build and keep it running.
Related
- AI readiness assessment A written review of where AI fits
- AI for calls and chat Answers calls and books the appointment
- AI workflow automation Documents, approvals and multi-step processes
- AI agents for finance Invoices, reconciliation and month-end close
- Pricing Every price band on one page
- AI development Every AI service we build, on one page
Tell us what's slowing you down.
You get a free written review by email within two business days.