Back Office Setup
A BACK OFFICE THAT RUNS ITSELF.
We do not sell you another platform. We build the system that connects the business you already have: your email, your calendar, your invoices, your customer list, wired together and automated inside accounts you control. Buying automation software and having an automated business are two different things.
This is a real system we install, and it is running right now: every box is a live workflow, the moving dots are your leads being caught.
They sell you a robot you can't open. We build the system inside accounts you control, show you how it works, and you keep the keys.
What changes on Monday.
How it runs today
- A lead comes in and sits until you check your phone
- You mean to enter them somewhere, and sometimes you do
- The quote goes out, then goes quiet
- The invoice sits unpaid because chasing feels rude
- The happy customer never gets asked for a review
- Monday arrives and you guess at your numbers
How it runs after
- The lead is answered in seconds, before they call anyone else
- The customer record writes itself, every time
- The quote follows itself up on day 3, day 7, day 14
- The invoice chases politely until it is paid, then stops on its own
- The review ask goes out at the moment of maximum goodwill
- Monday morning your numbers and your three moves are already in your inbox
Same business, same tools, same customers. The difference is that nothing waits on you remembering.
What we set up.
01
Back office setup
We walk through your entire operation, then build the system inside tools you already own. Your accounts get connected to Claude with permissions set the right way: what runs on its own, what asks first, and what stays blocked. Your business files and rules are loaded so every conversation starts smart, and every workflow ships with exact prompts we have tested on your real work.
02
Skills for repeat work
The jobs your business does over and over, packaged so Claude does them your way every time: chasing unpaid invoices, answering reviews, drafting the weekly social posts, assembling the monthly report. You trigger them by asking normally. No new software to learn.
03
Agents and automations
Work that runs without you in the room. We start with scheduled agents in Claude itself: every Monday at 8am, read the inbox, draft replies, log new leads, flag what is urgent, and ask before anything sends. When your volume outgrows that, we graduate you to n8n or Make, built in your own account, not ours.
04
Lead generator
A pipeline that fills itself: capture forms wired straight to your customer list, qualification questions answered before you ever call, automatic follow-up, and a weekly digest of who is warm. Government-adjacent businesses get an opportunity feed tuned to their certifications, powered by the same engine behind our DuoGov platform.
05
Social media engine
The content system we run on our own accounts, installed in yours: a reel amplifier that downloads, captions, brands, and posts video, and a carousel engine that writes, fact-checks, and publishes educational posts on a schedule through your own Make.com account. You approve, it posts.
06
Care plan
The honest truth about automation: connections break, logins expire, tools change, and your business keeps evolving. The care plan is scheduled maintenance and a standing monthly review, priced plainly from day one. It is how the system stays alive, not an upsold favor.
Yours from day one.
01
Walkthrough
We sit with you and map how your business actually runs: how work comes in, how it gets done, how money moves, and where the hours leak. You get the map either way.
02
Build
We connect the tools, set the permissions, load the brain, and test every workflow on your real work, in your real accounts. Nothing lives on our servers.
03
Handoff
We teach you to drive it. You watch every piece work, you get plain-language documentation, and you own every account, login, and workflow when we walk out.
What you bring: a Claude Pro plan, about $20 a month, carried by you because the system is yours. We handle everything else, and we tell you the full running cost of your stack before we build anything.
Take the tour.
A small business has ten departments whether anyone staffs them or not. Our automation library covers all ten, and we run the same library on our own company. Flip through the stops; the walkthrough decides which ones your business actually needs.
Stop 1 of 10
Never lose another lead.
- Every door wired: website forms, phone, missed calls, social lead ads, marketplace inquiries, all feeding one pipeline.
- Response measured in seconds, proven on our own website first. Industry research says minutes-fast leads convert at multiples.
- CRM on autopilot: every lead becomes a contact, a deal, and a call task without anyone typing.
- Quotes follow themselves up on day 3 and day 7; day 14 becomes a call-or-close decision, never a fourth email.
Own it. Don't rent it.
These are the bundles, drawn exactly as they run: every box is a real workflow, and the ones marked "running at VE now" are running our own company as you read this. Under each one: what it costs once from us, versus what the rental route costs forever.
Live diagram: every box is a real workflow; the moving lines are the handoffs between them. Competitor prices below are their published rates, checked August 2026; they change them, not us.
Ours
$1,200 once, you own it
The rental route
Podium starts around $399/mo forever (about $4,788/yr before add-ons); GoHighLevel about $97-297/mo
Payback vs Podium in about three months. Year two costs you about $0; theirs costs another $4,788.
Pick your setup.
Fixed scope, fixed price, in writing. The walkthrough recommends one of these; you never buy a menu.
Essentials
$1,950 once
The survival spine: Never Lose a Lead complete, your first Claude agent (the Monday inbox), and the safety layer.
Never Lose a Lead · Inbox agent · Safety layer
Standard
$3,500 once
The flagship: leads captured, cash collected, reputation compounding, Monday mornings sorted. What we recommend for most businesses.
Never Lose a Lead · Get Paid · Reputation · Inbox agent + Monday brief
Full Operation
$6,000 once
Every department that applies, 20+ workflows, two custom skills, and the 30-day check-in. Built over 90 days in three phases. Add all five agents for $4,200.
All six bundles · every applicable department · 90-day build
Care Plan from $295/mo keeps it alive; Growth at $595/mo adds a new workflow every month. Your tools run about $45-85/mo at their real prices, told to you before we build anything.
The promises, in writing
Go-live is proven with a real test you watch with your own eyes, never a log that says sent.
30 days after go-live: defects fixed free, one improvement made free.
Every account, workflow, and login is yours from day one, and stays yours if we ever part ways.
A kill switch you control on every automation. Turning one off never loses data.
Every install ships with error alerting and a watchdog, included, never sold.
Full running costs of your stack stated in writing before anything is built.
Questions owners ask.
Do I need to be technical?
No. You watch every piece get built on a call, you sign into your own accounts yourself, and you leave with plain-language documentation and a kill switch you understand. The system is taught to you, not kept from you.
What do I pay monthly after the build?
Two separate things, and we never blur them. Our fee is one time. Your software is yours, paid directly to the vendors: typically about $45 to $85 a month for the automation stack, plus whatever business software you already use such as QuickBooks, plus AI usage at the provider's posted rates. Every line is priced and approved with you before we build anything, and no two setups are identical. The Care Plan is optional at $295 or $595 a month and covers maintenance, fixes, and on the Growth tier, one new workflow every month.
Why not just buy a platform like GoHighLevel or HubSpot?
You might, and if one of them is right for your business we will tell you so. They are capable products. But buying automation software and having an automated business are two different things: someone still has to decide what your business needs, configure it, connect it to the tools you already use, write the messages, test the edge cases, document it, and teach your team. That is the part we do. We are not a platform competing for your subscription, we are the people who build the finished system, on whatever software fits you best.
What happens if we part ways?
Everything keeps running. Every account, workflow, and login is yours from day one; we remove our access and walk away. That is the whole point of ownership.
How fast is it live?
Essentials and Standard are built in focused build sessions scheduled at your walkthrough, with the first automations live the same day we start. Full Operation runs 90 days in three phases: capture first, money second, reputation and reporting third.
What if something breaks?
Every install ships with an error watcher that emails the moment anything fails, checkpoints that catch up automatically, and for 30 days after go-live we fix defects free and make one improvement free. After that, the Care Plan is the mechanic.
We run on our own work
Valet Elements runs its own back office this exact way: our books, our invoices, our government bids, and our compliance calendar all run on the system we will build for you. The demo is not a demo. It is our company.
Get your free back office map.
One conversation about how your business runs today, and you leave with the map of where your hours are leaking and what could run itself, whether or not you hire us.