Meet your crew. See the work they take off your plate.
Six AI workers, each with a section of real small business work: 120 workflows that owner-run businesses carry every week, from chasing invoices to answering a missed call within a minute. Pick the ones you want and bring them to a free call.
Anything sent to people or touching money waits for a person’s yes.
Start here: the 16 that give the most back
These are the workflows owners ask for first. They bring in money faster, give the most hours back, and take the most stress off you and your team from week one.
Every workflow, by section
What your crew can do
Your crew works the way your staff does: in email, in your files, and inside the apps you already pay for. And the work looks good.
The apps your business already uses
Your crew signs in to these the way a staff member would. Using something else? If it runs in a browser, ask us. Most can be added.
Claude Duet or 
Grok Bot, or on custom offline models built by Stabil.Grok Bot is a product of SpaceXAI. Claude and Claude Duet are products of Anthropic. Stabil Systems is an independent company and is not affiliated with, sponsored by, or endorsed by SpaceXAI, xAI, or Anthropic. Product names belong to their owners.
All 120 workflows, by section. Each one belongs to a member of your crew, and anything sent to people or touching money waits for a person’s yes.
Bookkeeping & cash flow
Owen keeps the books and the cash moving. Invoices, collections, bills, receipts, payroll prep, sales tax, and the numbers you need to run the business.
- No. 1.01
Get paid faster
Works your overdue list every week: friendly reminders, then firmer ones, on a schedule you set. Logs every promise to pay and tells you which accounts need a call from you.
- No. 1.02
Invoice from finished jobs
When a job or order is marked done, it drafts the invoice from the quote, the hours, and the materials, then sends it once you approve.
- No. 1.03
Receipt capture and coding
Every Friday it opens the receipts folder, reads each photo and emailed receipt, codes it to the right account and job, and attaches it in the books.
- No. 1.04
Bills to pay
Collects every bill from email and the mail pile, checks it against what you ordered, and gives you one list to approve each week.
- No. 1.05
Vendor bills entered from email
Reads supplier invoices as they land in the inbox and enters them in the books with the right account, job, and due date.
- No. 1.06
Card and payout matching
Matches Stripe, Square, and PayPal payouts to the bank, separates fees and refunds, and flags anything that does not line up.
- No. 1.07
Cash flow forecast
Looks 13 weeks ahead: what is coming in, what is going out, and the weeks that will be tight, so you can plan instead of panic.
- No. 1.08
Month-end close packet
Closes the month: reconciles, reviews odd entries, and puts together a short packet with profit and loss, cash, and what changed.
- No. 1.09
Sales tax prep
Pulls taxable sales by location, checks the rates, and preps each return so it is ready to file on time.
- No. 1.10
Payroll prep
Gathers hours, tips, mileage, and time off into a clean payroll file, and flags anything that looks off before you run payroll.
- No. 1.11
Contractor paperwork and 1099s
Collects W-9s before the first payment, tracks what each contractor is paid, and has every 1099 ready in January.
- No. 1.12
Runs your accounting software
Signs in to QuickBooks or Xero like a trained bookkeeper: categorizes transactions, attaches receipts, fixes duplicates, and preps the month. You see every change before it is posted.
- No. 1.13
Bank and card reconciliation
Matches every bank and credit card line to the books each week, so month-end takes an hour instead of a weekend. Only the true exceptions come to you.
- No. 1.14
Employee expense reports
Turns staff receipts and mileage into clean expense reports, checks them against your policy, and queues reimbursements for your OK.
- No. 1.15
Budget vs actual
A plain-English monthly report: where you are over, where you are under, and why.
- No. 1.16
Job and product profitability
Shows which jobs, services, and products actually make money once labor and materials are counted.
- No. 1.17
Unused subscription audit
Finds every software and service you pay for, who uses it, and what you could cancel or downgrade.
- No. 1.18
Accountant handoff packet
Puts together everything your CPA asks for at tax time and each quarter, organized and labeled, with estimated tax reminders.
- No. 1.19
Customer statements
Sends monthly statements to accounts that buy on terms, with a link to pay online.
- No. 1.20
Chargeback and dispute responses
Gathers the order, receipt, signatures, and messages into a complete response before the deadline.
Leads, sales & customers
Sadie answers every lead and follows up. Speed to lead, quotes, proposals, follow-ups, your CRM, and the customers who keep coming back.
- No. 2.01
Answers every new lead in minutes
Replies to web forms, Google, Yelp, Thumbtack, and Facebook leads in minutes, day or night. Asks your qualifying questions and books the estimate or call on your calendar.
- No. 2.02
Lead notes for every inquiry
Writes up each new lead with what they need, budget, timing, and source, so you walk into every call prepared.
- No. 2.03
Win back past customers
Finds customers who have not bought or booked in a while and sends a personal note with a reason to come back.
- No. 2.04
Referral asks
Asks happy customers for referrals at the right moment, and tracks who sent whom so you can thank them.
- No. 2.05
Contracts and e-sign prep
Fills your contract template from the accepted quote, checks the details, and sends it for signature once you approve.
- No. 2.06
New customer welcome packet
Sends every new customer a welcome note with what happens next, who to contact, and what to prepare.
- No. 2.07
Proposal decks
Builds polished proposals and pitch decks from your notes, photos, and pricing, in your brand.
- No. 2.08
Follow up on open quotes
Follows up on every open quote on a schedule: a check-in, an answer to common questions, and a last call, until each one is a yes or a no.
- No. 2.09
Service plan renewals
Reminds maintenance plan and contract customers before renewal, with an easy way to renew.
- No. 2.10
Upsell and add-on suggestions
Looks at what each customer bought and suggests the next useful thing, for you to offer.
- No. 2.11
Weekly pipeline report
A short Monday report: new leads, quotes out, wins, losses, and the deals that need you this week.
- No. 2.12
Works your CRM
Signs in to HubSpot, Zoho, or your CRM: logs every email and call, moves deals forward, sets next steps, and cleans up duplicates. Your pipeline stays true without anyone typing.
- No. 2.13
Quotes and estimates
Builds clean quotes and estimates from your price list, site notes, and photos, with options at good, better, and best. Ready for you to check and send the same day.
- No. 2.14
Lost deal reasons
Tracks why quotes are lost (price, timing, went with someone else) so you can fix the pattern.
- No. 2.15
Price list upkeep
Keeps your price list and quote templates current when costs change, and flags quotes priced on old numbers.
- No. 2.16
Meeting prep briefs
Before a sales call it researches the customer, past orders, and notes, and hands you a one-page brief.
- No. 2.17
Call notes to the CRM
Turns your voice memos and call notes into clean CRM updates with next steps and dates.
- No. 2.18
Quote follow-up texts
Sends short, friendly texts on open quotes for customers who never read email.
- No. 2.19
Thank-you notes
Sends a personal thank-you after big purchases, anniversaries, and milestones.
- No. 2.20
Bid and RFP finder
Watches public bid boards and your industry sites for jobs that fit, and summarizes each one.
Marketing & reviews
Milo gets you found and keeps you looking good. Reviews, your Google listing, social posts, email, the website, and every promo in between.
- No. 3.01
Review requests and replies
After every job or visit it asks happy customers for a Google review, then replies to every review in your voice. Unhappy ones come to you first, before anything is posted.
- No. 3.02
Monthly email newsletter
Writes and designs your monthly email from what happened this month, your offers, and your news.
- No. 3.03
Seasonal promo calendar
Plans a year of promos around your seasons, holidays, and slow months, with every post and email on the calendar.
- No. 3.04
Job photo posts
Turns job site and product photos from your team into before-and-after posts with captions.
- No. 3.05
Blog articles from your know-how
Turns your answers to customer questions into helpful articles that bring in search traffic.
- No. 3.06
Local search check
Checks how you show up on Google and Maps for the searches that matter, and fixes what it can.
- No. 3.07
Google Business Profile upkeep
Keeps your Google listing fresh: hours, holiday hours, photos, weekly posts, and answers to customer questions.
- No. 3.08
Promo graphics in every size
Designs each promo in every size you need: post, story, email banner, and print flyer.
- No. 3.09
Ad results in plain English
Reads your Google and Meta ad accounts and tells you what worked, what wasted money, and what to change.
- No. 3.10
Competitor watch
Keeps an eye on competitors’ prices, offers, reviews, and new services, and sends a short monthly summary.
- No. 3.11
Testimonial collection
Asks happy customers, with their permission, for a short quote or photo you can use on your site and in proposals.
- No. 3.12
Runs your website
Signs in to WordPress, Squarespace, Wix, or Shopify and keeps pages, prices, hours, photos, and offers current. You see every change before it goes live.
- No. 3.13
Social graphics and posts
Designs a week of on-brand posts from your jobs, products, offers, and tips, writes the captions, and schedules them all.
- No. 3.14
Product listings and descriptions
Writes product titles, descriptions, and tags, and tidies product photos for your store.
- No. 3.15
Event and workshop promotion
Promotes your open house, class, or sale with emails, posts, and a sign-up page.
- No. 3.16
Brand kit and templates
Gathers your logo, colors, fonts, and voice into one kit and builds templates everyone can use.
- No. 3.17
Short videos from your footage
Cuts phone footage into short, captioned clips for Reels, Shorts, and your site.
- No. 3.18
Listings everywhere match
Keeps your name, hours, phone, and services the same on Google, Yelp, Apple Maps, Bing, Facebook, and directories.
- No. 3.19
Neighborhood and community posts
Shares your news, offers, and helpful tips in Nextdoor and local groups where neighbors look for recommendations.
- No. 3.20
Flyers and mailers
Designs door hangers, flyers, and postcards, and preps the files for your printer or mail service.
Front desk, inbox & scheduling
Rosa runs the front desk. The inbox, the phones, bookings, reminders, and the hundred small questions customers ask every week.
- No. 4.01
Its own email address
Your worker gets its own address, like rosa@yourbusiness.com. Customers can email it, and it answers, books, files, and follows up in your voice. With permission it also works inside info@ and your own inbox.
- No. 4.02
Answers common questions
Answers hours, prices, service area, and policy questions by email and text from your own answers.
- No. 4.03
Website chat and DMs
Replies to website chat, Facebook, Instagram, and WhatsApp messages fast, and books or hands off to you.
- No. 4.04
Meeting scheduling
Finds times across calendars, sends invites, and handles the back and forth with customers and vendors.
- No. 4.05
Morning brief for the owner
Each morning: today’s schedule, money in, anything urgent, and the three things that need you.
- No. 4.06
Waitlist and cancellation fill
When someone cancels, it offers the slot to your waitlist by text and fills it.
- No. 4.07
Appointment reminders and no-show follow-up
Sends reminders, confirms, and handles reschedules. When someone no-shows, it reaches out the same day to rebook.
- No. 4.08
Voicemail to action
Listens to every voicemail, writes it up, and turns it into a booking, a callback, or a task for the right person.
- No. 4.09
Where is my order?
Answers order status questions with tracking details, and flags late shipments before the customer asks.
- No. 4.10
Letters and forms
Drafts letters, notices, and forms from your templates, ready to sign.
- No. 4.11
Paperwork before the appointment
Sends intake forms and waivers ahead of time and follows up until they are back.
- No. 4.12
Inbox triage every morning
Sorts every shared inbox before you start: answers what it can, files receipts and orders, flags what needs you, and clears out the spam and sales pitches.
- No. 4.13
Online booking and rescheduling
Books, moves, and cancels appointments by email, text, and chat, right on your calendar, with your rules for job length, travel, and buffers.
- No. 4.14
Complaint first response
Answers an upset customer quickly and kindly, gathers the facts, and brings it to you with a suggested fix.
- No. 4.15
Directions and prep instructions
Sends customers what to know before you arrive or they come in: parking, prep, what to bring.
- No. 4.16
Holiday hours everywhere
Updates your hours on the website, Google, Facebook, phone greeting, and email signature in one go.
- No. 4.17
Customer record updates
Keeps addresses, phone numbers, and preferences current when customers tell you something new.
- No. 4.18
Mail and package log
Logs incoming mail and packages from photos, and routes bills, checks, and notices to the right person.
- No. 4.19
Follow-up after the visit
Checks in after a visit or delivery to make sure everything went well, and catches problems early.
- No. 4.20
Missed-call text back
When a call goes unanswered, it texts the caller within a minute, finds out what they need, and books them or sets a callback, so the call does not go to the next business on the list.
Team, HR & admin
Theo keeps your team and your paperwork straight. Hiring, onboarding, schedules, timesheets, policies, licenses, insurance, and the research behind good decisions.
- No. 5.01
Hiring from post to interview
Writes the job post, posts it to Indeed and your site, screens every applicant against your must-haves, and books interviews with the best ones.
- No. 5.02
Timesheet cleanup
Catches missed punches, overtime, and odd hours before payroll, and asks the right person to fix them.
- No. 5.03
License and permit renewals
Tracks every business license, permit, and certification and starts renewals before they lapse.
- No. 5.04
Insurance certificates
Requests certificates from subcontractors, checks dates and limits, and sends yours to customers who ask.
- No. 5.05
Contracts and agreements tracker
Keeps one list of leases, vendor contracts, and service agreements with renewal dates and terms.
- No. 5.06
Employee handbook upkeep
Keeps your handbook and policies current and easy to read, and tracks who has signed the latest version.
- No. 5.07
New hire onboarding
Sends paperwork, sets up accounts, schedules training, and checks in at 30, 60, and 90 days.
- No. 5.08
Training guides from how you work
Turns how you actually do things into step-by-step guides with screenshots, so training does not depend on you.
- No. 5.09
Time-off requests
Takes time-off requests, checks coverage, and brings you a yes or no with the schedule impact.
- No. 5.10
Safety and compliance checklists
Sends daily and weekly safety checklists, collects them, and flags anything missed.
- No. 5.11
Meeting notes and action items
Takes notes in your team meetings, sends out who does what by when, and follows up.
- No. 5.12
Your business brain
Gathers your prices, policies, procedures, and files into one organized brain in Google Drive, Dropbox, or SharePoint. Every worker, and every new hire, answers from it.
- No. 5.13
Staff schedules and shift swaps
Builds the weekly schedule around availability and busy times, handles swaps and call-outs, and texts everyone their shifts.
- No. 5.14
Research and price comparisons
Compares vendors, equipment, software, and insurance quotes, and gives you a clear side-by-side.
- No. 5.15
Equipment and vehicle upkeep
Tracks service dates, mileage, and repairs for vehicles and equipment, and books service before things break.
- No. 5.16
Performance review prep
Gathers notes, numbers, and customer feedback for each person before reviews, so they are fair and fast.
- No. 5.17
Bank, loan, and grant paperwork
Gathers documents and drafts answers for loan, line of credit, and grant applications.
- No. 5.18
Files where they belong
Names, sorts, and files documents and photos so anyone can find them.
- No. 5.19
Team announcements
Sends schedule changes, weather calls, and company news to the team by text or chat.
- No. 5.20
Certifications and training tracker
Tracks who is certified for what and when it expires, and schedules renewals.
Operations, jobs & orders
Nora leads the crew and keeps the work moving. Jobs, dispatch, orders, inventory, suppliers, and the weekly numbers that tell you how it is going.
- No. 6.01
Dispatch and job scheduling
Builds each day’s jobs around location, skills, and parts, sends techs their routes and details, and reshuffles when a job runs long or someone calls out.
- No. 6.02
Job checklists and photo sign-off
Sends each job’s checklist, collects before and after photos, and closes out the job when everything is in.
- No. 6.03
Work orders from requests
Turns every request from email, phone, and forms into a clear work order with the details your team needs.
- No. 6.04
Returns and exchanges
Handles return requests by your policy: approves, sends labels, tracks the package, and issues the refund for your OK.
- No. 6.05
Supplier price changes
Watches supplier invoices and price lists and tells you when costs go up, so your prices keep up.
- No. 6.06
Job costing
Tracks labor, materials, and subs against each job’s budget while it is running, not after.
- No. 6.07
Weekly numbers for the owner
A one-page Monday report: sales, jobs done, cash, reviews, and what changed, in plain English.
- No. 6.08
Purchase orders to suppliers
Builds purchase orders from low stock and upcoming jobs, sends them once you approve, and tracks delivery.
- No. 6.09
Delivery and route planning
Plans delivery routes and windows, and texts customers when you are on the way.
- No. 6.10
Subcontractor coordination
Books subs, confirms dates, sends job details, and follows up on progress.
- No. 6.11
Customer project updates
Sends customers a short update on their project each week: what got done, what is next, any decisions needed.
- No. 6.12
Order processing
Signs in to Shopify, Square, or WooCommerce: checks each new order, prints packing slips and labels, sends tracking, and flags anything unusual before it ships.
- No. 6.13
Inventory and reorders
Keeps a live count from sales and job usage, warns you before you run low, and drafts reorders at the right quantities.
- No. 6.14
Standard procedures
Writes and keeps your standard procedures current, so every job and order is done the same way.
- No. 6.15
End of day wrap-up
Checks that every job is closed, every order shipped, and every payment logged, and lists what rolls to tomorrow.
- No. 6.16
Permits and inspections
Applies for permits, schedules inspections, and keeps the job moving around them.
- No. 6.17
Stock counts
Plans cycle counts, collects counts from your team, and fixes the numbers in your system.
- No. 6.18
Order and invoice match
Checks supplier invoices against your purchase orders and what actually arrived before you pay.
- No. 6.19
Warranty and callback tracking
Tracks warranty claims and callbacks, books the return visit, and files the claim with the manufacturer.
- No. 6.20
Pickup and ready notices
Tells customers when their order, repair, or alteration is ready, and reminds them if it sits.
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Don’t see your work here?
These are starting points. On a free call we map the work your business actually does and recommend where a worker fits first. Or read how AI agents help small offices.
If you go ahead, we quote a guided install and the managed services that follow, recommended for the first year, with training so your team can run it themselves.