HOW IT WORKS
Four steps, in plain English, the same every time: audit, blueprint, build, hand over. Fixed price agreed in writing before step three, and about two hours of your time in total.
> deploy: shipped to production ✓
2–4 wks
audit to go-live
~2 hrs
of your time, total
30 days
tuning after go-live
YOUR CALENDAR, OUR CALENDAR
The owner’s side of every build is small on purpose. Here’s where those two hours go.
WESit with your team and map how work actually moves.
YOUone 90-minute working session
WERank what to automate, what it returns, what it costs.
YOUsay yes to the plan and the price
WEBuild it and test it on your real data.
YOUwatch the weekly demo, say what to change
WEFinish testing before anything touches a customer.
YOUapprove the launch; one training session
WEWrite the docs, train your team, tune it for 30 days.
YOUnothing, unless you want to
THE FOUR STEPS
No proprietary mythology with a trademarked name. Four steps, in plain English, the same every time.
We sit with your team, map how work actually moves through your business, and find where the hours leak out.
You get
WHAT WE NEED FROM YOU
your team for one session, and honesty about what’s broken
> audit: 14 processes mapped
You get a ranked plan: what to automate first, what it returns, what it costs — and what isn’t worth building. Yours to keep, even if you walk.
You get
WHAT WE NEED FROM YOU
a yes or a no — and the price is fixed the moment you say yes
> rank: top 3 by payback period
Fixed price, agreed in writing before we start. Built and tested on your real data before anything touches your customers.
You get
WHAT WE NEED FROM YOU
twenty minutes a week for the demo
> deploy: shipped to production ✓
Full documentation, a training session for your team, and 30 days of tuning included. Then it’s yours — no dependency on us.
You get
WHAT WE NEED FROM YOU
one training session; then it’s yours
> handover: docs + training complete ✓
WEEKLY DEMOS
Every build is demoed weekly on your real data; you approve the launch. Illustrative log of one build.
Fixed price means the risk is ours: if the delivered system doesn’t match the agreed spec, we keep working until it does.
> build log · after-hours bookingyour call
> wk 2
demo: call answered → qualified → booked on the test calendar ✓
your note“add the on-call rule”
> wk 3
demo: emergency rule → on-call tech paged ✓ · 2 fixes from your notes
tested against 30 days of real call logs ✓
> wk 4
you approved the launch → live ✓
> wk 4+
30 days of tuning: 3 rule tweaks, 0 surprises ✓
> handover: docs + training complete ✓
WORD OF MOUTH
Real builds, real numbers. Full names withheld under NDA — ask on the audit call and we'll walk you through the actual systems.
Our phones used to go to voicemail after 6pm. Now every call gets answered and booked — we stopped losing the jobs we never even knew about.
Owner, 14-person HVAC company
> call: 11:48pm → qualified → booked ✓
Month-end close went from six days to two. My staff only touches the exceptions now — the receipts just reconcile themselves.
Partner, 8-person bookkeeping firm
> receipt: read → matched → reconciled ✓
The Monday report writes itself. My account managers got their mornings back, and the numbers are right every single time.
Founder, 22-person agency
> report: compiled → reviewed → sent ✓ 6:00am
FIELD SERVICES · 14-PERSON HVAC COMPANY
After-hours leads stopped going to voicemail
The fastest build in the proof section. Most take the full 2–4 weeks; none take a quarter.
See the build →PRICING
The roadmap ($499) covers steps one and two and is credited to the build. Builds from $7,500; single workflows from $3,500. The Care Plan is optional.
$499
flat, one time
From $7,500
scoped in writing first
$250–500
per month, optional
Not sure which you need? Book the free audit — we'll tell you straight, and the roadmap is yours either way. Single-workflow builds (one automation, two or three tools) start at $3,500. You’ll always see the full price before you pay anything.
OBJECTIONS, ANSWERED
About two hours total: one working session at the start, one training session at the end. We handle everything between — you just watch the weekly demos and say yes or no.
The price doesn’t change — that’s what fixed price means. Timelines slip for two reasons: a tool turns out to have no usable API (we find that in the audit, before you pay) or the spec changes mid-build (we re-quote in writing before we continue). Neither is a surprise invoice.
Yes, through credentials you create in your name and can revoke any time; the data map lists every one. We build and test on your real data because that’s the only test that counts, and nothing touches a customer until you approve the launch.
Before go-live we run the build against a real stretch of your history — a month of receipts, thirty days of call logs — and compare its output with what your team did by hand. The differences become the fix list; you see them in the weekly demo.
A plain-English description of what the build does and why, the data map (what flows where), every credential and where it lives, the rules you set, and a runbook for what to check when something changes. Written so your next hire can read it.
Everything we build includes 30 days of tuning and fixes. After that, most clients need nothing — the systems are documented and yours. If you want us on call, the Care Plan covers it month-to-month. Either way, you’re never locked to us.
KEEP READING
READY WHEN YOU ARE
A free 30-minute call — not a sales pitch. We’ll scope your highest-ROI opportunity and tell you straight whether automation is even the right answer. Want the full mapped roadmap after that? It's a fixed $499, credited to any build.
Prefer to reach out directly?hello@tooliva.com
