AI consultancy · Sydney · For established, owner-run businesses
We find where your business is losing time and money, then fix it on top of the software you already use. Enquiries followed up, admin taken off your people, and your customer list turned into repeat business. Fixed prices, measured against where you started.
15 minute call, free, nothing to sign.
We did it to our own businesses first. Parts of two companies, including Vantage, run on the systems we build.
What changes
Nobody needs "AI". You need enquiries followed up, the admin done and customers coming back. These are the results we build towards, and we measure each one before we touch anything.
Forms and messages logged and followed up, with anything unusual passed to a person.
Re-keying, chasing and reconciling taken off your staff so they can do the work only they can.
The know-how in your head, or one key employee's, written into systems that run without them.
Follow-ups, reminders and offers that go out on time, so customers come back and spend more.
Fewer interruptions and late nights, because routine things no longer wait for you.
About us
We started by building for our co-founder's property business. Jon needed acquisition opportunities screened overnight and the finance reporting kept up to date without adding staff. So we built the systems to do it, and kept building.
More than eight AI systems now run parts of our own two companies: finance, marketing, operations and research. An AI system helps run Vantage's own operations: weekly plans, checks and reports.
We are a small Sydney team, Joel and Jon, and we work directly with owners. You deal with the people doing the work.
8+
AI systems running in our own businesses
2
Of our own companies with parts run on them
Our co-founder's own company, where the system was built first
Full disclosure
You will not find testimonials, star ratings or percentages on this page. We only name a client, or say anything about their business, once they have agreed in writing. If a simple off-the-shelf tool would serve you better than anything we build, we will tell you on the first call.
How we work
The same sequence for every business we take on. It starts with a map and a set of numbers, so every later decision is made on facts, and every result can be checked against where you began.
Find where time and money leak, and write it down.
We walk your whole customer journey and back office, from first enquiry to repeat visit. We count what is happening today: missed calls, admin hours, enquiries that go nowhere. The output is a written Blueprint: a prioritised roadmap with a fixed price for each piece.
Stop losing enquiries.
The quickest money first. Website and social enquiries captured and tracked, nothing left sitting in an inbox.
Take the repetitive admin off your staff.
Bookings written into the calendar, invoices raised and reconciled, the copy-and-paste between systems done for you. Your staff check the exceptions instead of doing the typing.
Turn your customer list into repeat bookings.
One clean customer database, segmented. Birthday and occasion reminders, corporate and group outreach, follow-ups on bookings that were started and never finished.
Give customers a reason to come back.
Review requests at the right moment, membership and loyalty follow-ups, repeat-visit prompts that sound like you, not a mail merge.
Check the numbers each month and adjust.
Each month we look at what is working, fix what is not pulling its weight and improve what is.
We expect most businesses to start with the Map, then pick the one or two stages that will pay back fastest. There is no obligation to do all six, and no obligation to continue past the Map.
Our approach
Booking systems, payments and accounting are solved problems, and rebuilding them is where projects go wrong. We keep what works, connect it properly, and add the parts that are specific to your business. Fewer systems, not more. If one tool can do the job, we will not add a second.
What we build
Busy weekends, school holidays, birthday parties and corporate groups. A small team, a phone that rings while everyone is serving, and a customer list spread across the booking system, the till and a spreadsheet.
This is the kind of work that comes out of a Map for a business like that. Yours will be different. A wholesaler's leaks are in quoting and reorders; a clinic's are in recalls and no-shows. The method is the same.
An example scope, described generally. No results claimed.
Messages and booking requests get a quick reply, so a quiet inbox stops costing you bookings.
Invoices raised from the booking itself and reconciled to Xero, instead of re-typed at the end of the week.
Families, birthdays, schools and corporate groups in one place, segmented so marketing goes to the right people.
Every form and message logged, followed up and visible, so a party or corporate booking never goes cold in an inbox.
A review request after the visit, reminders before a membership lapses, and a nudge to come back.
Safety
You have spent years building it. These are the rules we work to, and they go in writing before we start.
A staging copy of your website, a test phone line, sandbox payments. Your business keeps running exactly as it does now while we build.
When a tool has passed its tests, it goes live one piece at a time, with a way back. No big overnight switch.
We ask for the lowest level of access each job needs. Wherever the software allows, you give us our own limited login, never your password, and you can switch it off yourself at any time.
Messages, offers and replies are approved by you before anything goes out. You decide what runs on its own later.
Once paid for, the tools we build for your business are yours to keep using. You use your own Claude account, and we switch off model training on it with you.
Pricing
No surprise invoices. You know what each piece costs before you commit to it, and you only pay for a tool once it does what we said it would.
Step one
A free first meeting and Blueprint. We map the business and hand you a written plan with a fixed price for each build. It is yours to keep, whether or not you go further with us.
Step two
Every tool on the roadmap has its own price and its own written "done" test, agreed up front. You pay for a tool when it passes that test. You choose what gets built and when.
Step three
Once tools are live we support and maintain them for one flat monthly fee, however many agents you run.
The Blueprint usually takes about two weeks and a few hours of your time. The first meeting and the Blueprint are free, then you get a written plan with a fixed price for each build, so you know what everything costs before you commit.
Book a callFAQ
Established, owner-run businesses that work, but where too much still depends on the owner or one or two key people. Venues and attractions, wholesalers, clinics and practices, hospitality, agencies and professional services all fit. If you take bookings, answer enquiries, raise invoices and have a customer list you are not really using, there is probably work worth doing.
Almost never. Your booking system, point of sale and accounting software stay. We connect them properly and build the parts that are specific to your business on top. If we think one of your tools genuinely needs replacing, we will say so in the Blueprint and explain why, and it is your call.
The Blueprint is the Map stage written up. We go through the whole customer journey and back office with you and deliver a prioritised roadmap with a fixed price for each item. It usually takes about two weeks and a few hours of your time. The first meeting and the Blueprint are free, and the plan is yours to keep whether or not you build anything with us.
A free first meeting and Blueprint, then a written plan with a fixed price for each build, agreed before any work starts and paid when that build passes the "done" test we agreed in writing. Once tools are live, one flat monthly fee covers support and maintenance.
You know the number before you commit. The build is a fixed price, quoted for your business and agreed in writing before any work starts. After that, support and maintenance is one flat $499 + GST a month, however many agents you run. We never charge per agent per month.
It depends on how much of your week goes on repeat admin. We map where the time goes in your business, then build the tools that give it back. We will not promise you a number of hours before we have seen how your business runs.
It is the Map stage. We walk through your customer journey and back office with you, record how long each routine job takes today, and hand you a written Blueprint: a prioritised list of what to automate first, with a fixed price on each item.
You message it the way you would message a member of staff. Ask "what did we take this week?" or "who still owes us?" and it answers from your real systems. Snap a receipt and it lands coded in Xero. Invoices and payment reminders are drafted and sent to you in WhatsApp to approve first. It works for you and your team on the business side, not as a bot your customers talk to.
Small and mid-sized, owner-run businesses are exactly who we work with. If the business works but too much still runs through you or one or two key people, an AI consultancy that builds the fix, not just the advice, is the right fit.
No. We build in a test setup, not your live systems. Everything is built and tested separately, on a staging copy of your website, a test phone line and sandbox payments, and switched over in stages once it has passed its tests. Your team keeps working the way they do now until each piece is ready.
We ask for the lowest level of access each job needs. Wherever the software allows, you give us our own limited login, never your password, and you can switch it off yourself at any time. You use your own Claude account, and we switch off model training on it with you. We walk you through exactly what we can see before we start.
No. Messages, offers, review requests and replies are approved by you before they go out. Once you are comfortable, you can decide which routine messages run on their own. It is always your decision.
Because we measure before we build. The Map records numbers like missed calls, admin hours and how many enquiries turn into bookings. Every month after launch we report against those same numbers, in your own data, so you can judge the results for yourself.
Once paid for, the tools we build for your business are yours to keep using, whether or not you keep working with us.
We are based in Sydney and like to meet owners in person for the Map where we can. Most of the build and support work is done remotely, so we can work with businesses across Australia.
Get started
Fifteen minutes on the phone. Tell us how the business runs today and where you think the time and money go. We will tell you honestly whether a Blueprint is worth doing, and if it is not, we will say so.
[email protected] 0402 085 070