Operations Deck
Live- Hours back per week
- 2.8
- Money back per month
- £4,170
- First reply under
- 10 min
- Payback
- 9 days
Worked example. Fictional business.
Anno Domini · A fractional AI partner, UK
Infrastructure that returns agency.
The weekly cost
14hrs
lost to work nothing connects
Built to return agency.
We build systems that give time and decision-making back to the people doing the work.
Infrastructure should be invisible. Load-bearing, and already part of the building by the time you notice it.
We integrate, never replace. The build reads off the tools you already run instead of asking you to switch.
AI should remove the work that was never worth doing, so the work that is gets the full weight of human attention.
Precision that feels grown, not engineered.
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Gmail -
Slack -
Outlook -
Notion -
Google Calendar -
HubSpot -
Microsoft Teams -
The problem
Getting the work in, keeping it moving, staying visible, handling the admin: four jobs a small firm runs by hand because nothing connects the tools that should do them.
Five hours a week on a database nobody works. Six hours on “any news?” emails. Three hours every Friday rebuilding the same report.
None of it is the work you started the business to do, and none of it is worth a full-time hire.
What we build
A set of systems built around how your business actually works, then handed over completely.
We connect the tools you already run first, then build each system natively on top of them. Not a subscription, not another app to log into. The same engine underneath every build, your data and workflow on top, and you own it outright.
Open a group to see what we build. You do not buy the menu, you pick the one job that wastes the most hours.
Win the work
Keep it moving
Be seen
Handle the admin
Marked live: already running inside small transportation businesses. Every system runs in your own accounts, usually under £30 a month, stated before we build.
Input System
by design Output
by design Output
Manual work in. Owned, documented systems out.
The whole pipeline
Five steps carry what your business already knows to an agent that can use it. Nothing is replaced, and it all runs in your accounts, under your control.
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Sources
Gmail or Outlook, Calendar, HubSpot, Xero, Notion, the shared drive. Left exactly where they are.
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Connectors
Each tool is linked inside your own accounts. You grant the access and can revoke it in a click.
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Knowledge base
Everything read into one picture of the business, kept current as your tools change.
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Search
Each question is matched to the right records, so the agent works from fact, not guesswork.
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Your agent
Claude, or the model you choose, drafts the answer. A person approves anything a customer sees.
- Runs in your own accounts
- A person sends, always
- Live within 14 days of access
How it connects
Your tools, talking to each other. We wire the software you already pay for into one picture of the business, then build each system on top of it, in your accounts and under your control.
1. Your tools
We start from what you already pay for. Gmail or Outlook, Google Calendar, HubSpot, Xero, Notion, the shared drive. Nothing is replaced and there is no new app to log into.
2. The wiring
Each tool is connected inside your own accounts, with access you grant live on the scoping call and can revoke in a click. Together they make one picture of the business that every system reads from.
3. The checks
The AI model of your choice does the reading and drafting. Around it sit the checks: spending and time limits, a read-back of every output against what really happened, and a log of each step.
4. Your team
The work lands where people already are. A morning briefing by email, drafts waiting in the Drafts folder, answers in Slack or Teams. A person always sends.
Your tools
- Gmail
- Outlook
- Google Calendar
- HubSpot
- Xero
- Notion
- Google Drive
One picture
Custom agent
Spending and time limits, a read-back of every output, a log of each step
Where it lands
- Morning briefing
- Drafts to approve
- Slack or Teams
- Board in Notion
- Runs in your own accounts
- A person sends, always
- Live within 14 days of access
Why not do it yourself
You could. The tools are public and the tutorials are free. Here is what you would be taking on.
The wiring comes first
The hard part is not the AI. It is getting your CRM, inbox, diary and job sheets to agree on one true picture of the business. We do that wiring first, in your accounts, so every system after it has something reliable to read from.
Then native, not bolted on
Once the data connects, each system is built into the tools your team already opens every day. No new app, no extra login, nothing anyone has to remember to check.
Built to still work next year
A prompt in a chat window works until it does not. We build the checks, the human approval on anything a customer sees, and the one-page SOP, so it keeps running when nobody remembers how it was set up.
The mistakes are already made
Learning this costs months of evenings and a few expensive errors with live customer data. We made those inside a working transport business before taking on a single client, so you start from what holds.
If you have the time and the appetite, build it yourself. Most owners we speak to have neither, and that is the gap we fill.
How it works
Every build runs the same way. One clear problem, one measurable output.
01
Brief
One call. We agree the single problem and the output that proves it worked. Scope stays tight and is written down.
02
Build
Three to seven days, heads down. A working system, built to be reused.
03
Deliver
A walkthrough, a one-page SOP, a handover. You own it completely.
04
Repeat
Every delivery surfaces the next. The system grows with the business.
Proof
Already running inside a real business.
These systems are not a demo. Several are already running inside small transportation businesses today, built and deployed in live operations before a single external client was taken on.
Inbound Query Handler
LiveSorts the overnight inbox before you are in.
Overnight, 00:00 to 09:00
- Airport transfer enquiryJohn Carter · High value Flagged
- Event chauffeur requestEmily Ward · Out of service area Filtered
- Collection time for Friday?Sarah Mitchell · Awaiting your approval Drafted
- Weekly pallet run quoteJames Patel · Quoted from your rates Answered
- Regular Monday collectionRebecca Lane · Call in the diary Booked
Draft reply
Collection time for Friday?
Hi Sarah,
Thanks for booking with us. Our driver will collect your two pallets on Friday between 8am and 10am, and you will get a text when they are 30 minutes away.
Best regards, The Operations Team
Nothing sends until approved
Tell me where the time goes.
Pick the one job that wastes the most hours. That is the next build.
Start a conversation