Inbound inquiries
Emails, calls and forms get answered, qualified and booked.
AIOS, AI operating system
One system that understands your whole business
We help small and medium-sized businesses streamline and automate processes across the company, instead of doing everything by hand, because communication wastes time and people make mistakes.
Most businesses don't have a skills problem. They lose time and money in the gaps between systems and people. We build one system that knows your customers, cases, numbers and procedures, and handles the admin that takes up the most time on its own.
Apilon core
Running
Your systems
EmailPhoneCalendarCRMFinance
Apilon coreCONNECTS · UNDERSTANDS · ACTS
Modules
InquiriesQuotesInvoicingCasesReports
Quote followed up
7:41 AM
- Built for
- Small and medium-sized businesses
- System switch
- None
- Rollout
- One module at a time
- Control
- A human approves
Without a system
An ordinary Tuesday
None of these slip-ups come from laziness. They happen because there's no layer keeping track of what was said, promised and sent. Flip the switch and see what a system does to the same day.
-
8:14 AM
The message that never got passed on
A customer calls while everyone is out. The message goes on a sticky note, and that's where it ends.
Lost inquiry
-
10:40 AM
The quote that sits for three days
Not because nobody cares, but because it's sitting with someone who's busy with something else.
Three days, no reply
-
1:05 PM
The follow-up nobody remembered
The loss never shows up in the books. So it never gets noticed, and it never gets fixed.
No follow-up
-
3:30 PM
Knowledge that lives in one person's head
When the one person who knows the case is out sick or on vacation, something stalls until they're back.
Depends on one person
The problem isn't the work. It's coordinating it.
You can do the work just fine. You know your trade. What costs you is everything in between: who does what tomorrow, whether the customer got an answer, whether the case was opened, whether it got invoiced. An AI operating system doesn't take over your expertise. It takes over the gaps.
Architecture
One standard core.
Modules on top.
The core is the same for every client. That's what lets us set the system up in weeks, not months. The modules are the outer layer, and we fit those to the way you work.
Modules, added as neededPoint at a module
Apilon core
Connects · understands · acts
Same for every client
EmailAlready in place
PhoneAlready in place
CalendarAlready in place
CRMAlready in place
FinanceAlready in place
Your existing systemsNothing gets replaced
Point at or select a module to see which of your systems it draws on.
Six modules. You choose what goes live first.
Every module runs on the same core, so the second and third are quicker to set up than the first.
Quotes and follow-up
Drafts get written, and follow-ups go out until the customer replies or drops off.
Invoicing and receipts
Invoice drafts get created from the case, and missing receipts get flagged.
Case management
Cases get opened, documented and moved forward until they're closed.
Reporting
A short status every morning on what's running and what needs you.
Your own module
If you have a workflow nobody else has, we build it on top of the core.
Ask the system
Automation
you can talk to
Because the system knows your company's data, nobody has to go digging for answers. Your team asks in plain English and gets answers based on your own numbers and cases.
That's also the difference between a tool that automates one task and a system that understands how all of them connect.
AIOS · English Example
BookkeeperHow much have we invoiced Miller this year?
AIOS
BookkeeperIs anything missing before we close the quarter?
AIOS
OwnerWrite a draft quote for yesterday's job.
AIOS
EXAMPLE INTERACTION · ANSWERS COME FROM YOUR OWN DATA
From first meeting to something that runs
We don't switch everything on at once. One module at a time, so you can feel the difference before the next one goes on.
-
01
We map how you work
We find out how work actually flows today, and where it gets stuck. You get a clear picture of your own process, in black and white.
-
02
We build the core and connect your systems
You don't switch systems. We sit on top of what you already use, so nobody has to learn a new program.
-
03
The first module goes live
We start where you lose the most time today. That's often inbound inquiries or follow-up.
-
04
We expand as you feel the effect
New modules go on once the previous one is running. You don't pay for capacity you don't use.
Control
The system prepares.
A human approves.
Anything that goes to a customer or a government agency goes through an approval first. That includes sending invoices and filings. You never give up control to get value from the system.
Step 1
AI prepares
The system pulls the case together, writes the draft and flags what's missing.
Step 2
A human approves
One of you reads the draft and hits approve, or sends it back for changes.
Step 3
Sent
Only now does anything leave the building. The action gets logged with the time and the person.
Invoice draft 2043 Pending approval
CustomerCustomer Inc.
CaseService visit, week 38
Amount$1,850.00
Flag Missing receipts on 2 entries
Nothing gets sent until one of you clicks.
Approved, sent and logged at 2:22 PM. The missing receipts have been requested.
EXAMPLE APPROVAL · THE NUMBERS ARE FICTIONAL
Everything is logged
Every action the system takes can be traced and reviewed afterwards.
A human can always take over
Any task can be pulled out of the system and handled by hand, without losing anything.
Data processing agreement
We sign the data processing agreement and review access before anything goes live. The system only gets access to what you give it access to.
What this isn't
It's not a replacement for your people.
It moves their hours from admin to the work they were hired to do.
It won't fix a messy process on its own.
AI amplifies the process that's already there. If it's messy, you end up automating the mess. That's why we always start by mapping it.
It's not bookkeeping or accounting.
The system prepares and checks, so the work goes faster and there are fewer mistakes. Responsibility for filings still sits with you and your accountant.
What people usually ask
Do we have to replace the systems we use today?
No. The core sits on top of what you already have and pulls data out of it. The whole point is to avoid one more system your team has to learn.
Are we too small for this?
It doesn't come down to how many of you there are, but to how much coordination sits around the actual work. If you have inquiries, quotes, cases and invoices that need to be seen through, there's something to work with. If there's too little to automate, we'll tell you in the meeting instead of selling you a system.
How long does it take to get started?
It depends on how many systems need to be connected and how well your workflows are written down already. We give you a concrete timeline after the mapping, not before.
What does it cost?
The price depends on how many modules you put into operation and how many systems need to be connected. We put together a concrete quote after the first meeting, so you're not guessing from a price list that wouldn't fit you anyway.
What happens to our data?
We sign a data processing agreement and review the setup before anything goes live. The system only gets access to what you give it access to, and every action is logged.
What if the AI makes a mistake?
Anything that goes to a customer or a government agency needs your approval. Everything else can be traced in the log and corrected. The system isn't allowed to act on its own on decisions that cost money.
Let's look at where your time goes
In half an hour we walk through how you work today and point out what a system can realistically take over. You leave with a concrete picture, whether or not we end up working together.
Walkthrough of your operations15 min
Proposal for the first module10 min
Rough price and timeline5 min
Want to start with one area instead of the whole system?