The overflowing inbox, the callback, the books - the to-do list is endless. We can implement automations to sort, organize, reply, and notify across a variety of business functions. We take the mundane tasking off your plate and put the results in one place. The business keeps moving when you are focused on your clients.
A bespoke solution catered to your needs. No implementation tutorials required. You set the level of automation, the results are shown in a hub.
Four questions, answered right here — no scheduling, no email required. You get a one-page plan either way.
Example activity feed: a call answered and an inspection booked, a customer emailed an estimate, an invoice payment received, an after-hours emergency routed to an on-call technician, a job deposit captured, two overdue invoices chased, and one refund request escalated because it exceeded the owner's approval limit.
We build routines on the tools you already use by hand every day — your inbox, your phone, your invoices, your books. They run inside limits you set, and everything that happened lands in one place for you to look over in bulk. Most owners start with one and add from there.
Overdue invoices get reminders matched to each customer's history — gentle for good customers, firm for repeat offenders — until it's paid. It collects money you already earned, which makes it the fastest thing on this list to pay for itself.
QuickBooks · GmailPricing, hours, availability, "is this something you do" — answered in your voice, around the clock. Anything unusual reaches you with a draft ready to send.
Gmail · Calendar · PaymentsMissed and after-hours calls answered by an assistant that knows your business — appointments booked, true emergencies pushed to your cell.
Phone · CalendarWhat was handled overnight, yesterday's numbers, and the day ahead — one page, before your first coffee.
Phone · Gmail · QuickBooks · SquareYour books reconciled against your payment processors, gaps flagged, and a plain-English story of what happened to the P&L.
QuickBooks · Square · StripeDisputes, complaints, and reviews distilled into the three things worth fixing this week, with response drafts ready when a reply is owed.
Gmail · Payments · ReviewsMost vendors in this space sell one of these. The value isn't in any single routine — it's in them sharing the same picture of your business, so the invoice reminder knows what the inbox already promised.
You don't install, configure, or maintain anything.
Thirty minutes in plain English: what eats your week, which tools you touch every day, what "working" would look like. You leave with a one-page plan — free, whether or not you continue.
We connect to the phone, email, calendar, books, and payments you already use, and set the guardrails together. You approve every connection. The only new thing is the one page where you review the work.
It runs live — not a demo, not a pilot. What proves useful stays. What gets ignored gets cut.
Setup starts at $2,000. From there a flat monthly plan from $400 keeps everything maintained and tuned. Flat means no per-seat pricing and no usage meter — your bill doesn't move because you had a busy month. See how that compares to the market.
Everything runs inside guardrails we set together. The repeatable work runs itself; the exceptions arrive with context and a recommendation. How we handle security →
Every connection scoped to the minimum access the work needs — reviewed from day one, not bolted on after.
Reply scope, spending caps, escalation rules. You set the limits once and nothing operates outside them.
If you have to remember how to use it, we consider it failed. Everything arrives on schedule or answers in plain English.
We're in the Denver metro. You'll work directly with the people building your setup — the same ones who answer the phone six months from now. If you'd rather do the first conversation across a table, say so and we'll come to you.
12+ years of systems engineering leadership in aerospace and remote sensing, delivering mission-critical, validated systems for NASA and NSF programs. He founded Bearagon to bring that same rigor to how businesses adopt AI.
A decade in sales built around helping people get what they actually need, then a degree in cybersecurity to bring that same focus to AI — making sure the technology you adopt is one you can trust.
Over half a decade of hospitality management, most recently running a Denver hotel — budgets, staffing, marketing, and the relationships that keep a business running. At Bearagon, she leads operations and client follow-through.
Small businesses rarely lose work because the owner didn't know what to do. They lose it because nobody had time to do it consistently — the third reminder, the Sunday enquiry, the callback that needed to happen in five minutes and happened in five hours.
Long-established Harvard Business Review research found leads contacted within five minutes were 21× more likely to enter the sales process than those contacted at thirty minutes. The gap is wide open: only 37% of companies replied within an hour, and 24% took more than a day. An automation that answers in seconds puts you in the first group by default.
Intuit QuickBooks' 2026 survey of 2,000+ small businesses found 59% had invoices 30+ days overdue — up from 47% the year before — averaging $17.7K unpaid. Among those owners, 26% delayed their own salary and 19% took on debt. Chasing is the cheapest cash-flow fix there is: it collects money you already earned.
This one isn't a statistic — it's how we build. The repeatable work runs on its own inside limits you set, and you get pulled in only for the calls that need a person: the refund over your limit, the contract worth quoting properly. Your scarcest asset is attention, not hours.
The figures above are from third-party research about small businesses generally — not Bearagon client results. We link the sources so you can read them yourself: Harvard Business Review, “The Short Life of Online Sales Leads” · Intuit QuickBooks, 2026 Small Business Late Payments Report.
Estimate the hours and cash flow you get back each month when routine tasking runs on its own.
Automating ~70% of routine tasking frees up approximately 36 hours each month for high-value client work, while systematic reminders protect against 30+ day unpaid invoices.
No. That's the whole point. Nothing to install, no prompts to learn, no dashboard you're expected to babysit. We build the routines and hand you one page showing what happened. If you can read a text message, you can use this.
About two weeks from an agreed plan to your first routine doing real work — not a demo. We start with whatever's costing you the most, get it live, and add from there. You'll know the timeline before you commit to anything.
Under the hood, mostly. But that's our problem, not yours. You don't pick models, write prompts, or learn a tool. We use whatever does the job reliably and we're accountable when it doesn't. What you interact with is one page showing what happened and what needs you.
Those tools do one thing, usually well, and they're priced for it. If answering the phone is your only problem, one of them may be the right call and we'll tell you so. What we do is different in scope: your phone, inbox, invoices, and books working off the same picture of your business, set up by someone in your metro who stays responsible for it. Most of those companies are national and you will never meet them.
Usually not all of them. Part of the assessment is telling you what's worth keeping, what needs wiring into something else, and what to cancel. Often the tool was fine and nothing ever connected it to how you work. If your current setup is working, we'll say so.
The assessment is free — 30 minutes and a one-page plan you keep either way. Setup starts at $2,000 depending on scope, then a flat monthly plan from $400. No per-seat pricing, no usage meter. Bigger asks are scoped, quoted, and billed transparently.
This is the question most people should ask and don't. Your console shows every connected source and when we last heard from each one — green when it's reporting, red when it isn't. If a connection drops at 2am, the system notices and tells you, rather than going quiet and letting you assume everything's fine. Silent failure is the real risk with automation, so we built for it directly.
We work read-first and act inside limits you set — spending caps, reply scope, and what always gets escalated to you. We don't sell data, and we don't train anything on your business. There's more detail on our security page, and we're happy to go through it line by line on the call.
Denver metro. Most work happens over email and a shared screen so we don't need to be in your office — but if you'd rather do the first conversation across a table, we'll come to you.
Two ways in — talk it through with our assessment assistant, or type a couple of lines and send. Both lead to the same place: a 30-minute call and a one-page plan that's yours to keep.
