Custom CRM · AI workflows · 0% merchant fees
A custom CRM with AI workflows, and card payments at 0% merchant fees
Most small businesses run a CRM that does not fit, a pile of manual follow-up nobody has time for, and a payment processor billing them 2–3% on every sale. We replace all three with one system.
Why the seam is expensive
Off-the-shelf CRM asks you to change how your business works to suit how the software was written. We invert that: we map your real process — including the parts living in spreadsheets and text messages — and build to it. Then we put AI workflows on the work that is repetitive but still requires judgment: drafting the follow-up, reading the inbound email and routing it, summarizing the call, chasing the unpaid invoice, flagging the customer who has gone quiet. And because we place your merchant account on the same engagement, card acceptance runs inside the CRM at 0% net cost to you through a compliant cash-discount or surcharge structure. One system, one vendor, one number at the bottom of the page.
This is usually the right fit when
- You run a process no off-the-shelf CRM models well — custom quoting, field service, franchise, or a subscription book with unusual terms
- Follow-up, quoting and invoice chasing are eating hours that should go to the actual work
- Your CRM and your payment system do not talk, and somebody reconciles them by hand
- You are paying 2–3% on card volume and have never seen the interchange separated from the processor's margin
- You are paying per-seat for a platform whose features you use a fraction of
- You need your own PCI scope kept narrow while still storing cards on file
And when it is not the right fit, we will say so. If an off-the-shelf platform genuinely models your process, a custom build is a worse investment than a better configuration of what you already pay for.
AI workflows
Six jobs the AI takes off your team
Each one is a specific step inside your workflow, not a general-purpose assistant. AI drafts, triages and flags; a person approves anything that reaches a customer.
Inbound triage and routing
Email, web forms and voicemail read on arrival, classified by intent and urgency, and routed to the right person with a drafted reply attached. The work that normally waits until somebody opens the shared inbox.
Follow-up that actually happens
Drafted follow-ups after every quote, call and job, in your voice, queued for one-click approval. Most revenue lost in an SMB pipeline is lost to silence rather than to a competitor.
Call and meeting summaries
Transcribed, summarized against the customer record, with action items written back into the pipeline. Nobody types up notes and nobody relies on remembering.
Invoice chasing and dunning
Overdue invoices escalated on a schedule you set, with payment links attached and the tone adjusted by how late and how large. Recovers money that would otherwise need a person to feel awkward.
Quote and document drafting
Quotes, proposals and job sheets drafted from your own pricing rules and past work, so the first draft takes seconds. Your operators edit rather than start from blank.
Churn and anomaly flags
Customers who have gone quiet, recurring charges that failed silently, margins drifting on a job type. Surfaced as a short list to act on rather than a dashboard to interpret.
How we govern the AI
Four questions every buyer should ask a vendor selling them AI. If they cannot answer these, that is the answer.
- A human approves anything that leaves the building
- AI drafts, routes, summarizes and flags. It does not send invoices, sign quotes or message your customers without a person approving it — unless you explicitly decide otherwise for a specific workflow.
- Your data is not training anybody's model
- Customer records and transaction data are used to run your workflows and nothing else. We do not pool it, sell it, or feed it into a shared model.
- Every action is auditable
- Each AI step logs what it saw, what it produced and who approved it. When something looks wrong you can trace it, which also makes it fixable.
- It degrades safely
- If a model is slow or unavailable, the workflow falls back to the manual path rather than dropping the task. The CRM keeps working.
Capabilities
What comes with a build
Every engagement includes the AI layer and the payment rail, because those are the two parts off-the-shelf CRM does worst.
Quote to cash in one system
Pipeline, estimate, approval, invoice, payment and receipt as a single flow, with no export step and no double entry between your CRM and your processor.
AI on the repetitive work
Triage, follow-up drafting, call summaries, invoice chasing and anomaly flagging — the jobs that are too small to hire for and too frequent to keep doing by hand.
0% net merchant fees
Card acceptance inside the CRM at zero net cost through a compliant cash-discount or surcharge program, built to card-brand rules with the disclosure and receipt language installed.
PCI scope kept off your systems
Card data is tokenized at the gateway and never stored in your database, which keeps your own PCI scope narrow rather than making your CRM a compliance liability.
Reconciliation that is automatic
Because the processing account and the CRM are one engagement, every settled batch maps to the invoices that produced it. Month-end stops being a spreadsheet exercise.
No lock-in
Source code is delivered to you and your data is exportable in full at any time. If you want to take it in-house or hand it to another firm, nothing prevents you.
How a build runs
Mapped, built, migrated, handed over
You own the result. Source code and documentation are delivered whether or not we stay involved afterwards.
- 01
Process mapping
We sit with the people who do the work and map the real process, including the parts that live in spreadsheets and text messages. That map, not a feature list, is the specification — and it is where we identify which steps are worth giving to AI.
- 02
Build, AI and payments wiring
Iterative build against the mapped process, with the AI workflows and the payment rail wired in from the first release rather than bolted on at the end. You see working software throughout.
- 03
Migration and rollout
Data migration from whatever you run today, parallel running while both systems agree, then cutover with your team trained on the process they described to us.
- 04
Tuning and handover
AI workflows tuned against real output until the drafts are good enough to approve rather than rewrite. Source code and documentation delivered either way, so the system stays yours.
Because the CRM runs on the merchant account we place, the processing side of the engagement is priced the same way as any other account we handle — interchange, assessments and margin shown as three separate numbers.
How we price processingDescribe the workflow. We will tell you if a build is worth it.
Scoping conversations are free, and they end with a straight answer either way.