Back Office Setup
A BACK OFFICE THAT RUNS ITSELF.
We set up your whole operation on AI, inside tools you own: your email, your calendar, your invoices, your customer list. Connected to Claude, set up safely, and taught to you, not kept from you.
They sell you a robot you can't open. We build the system inside tools you own, show you how it works, and you keep the keys.
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.
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?
Your own tools, at their real prices, stated before we build anything: typically about $45-85 a month (Claude Pro and, depending on your setup, n8n Cloud), plus QuickBooks at its going rate ($38-85 a month for the plans most small businesses use) if your setup includes it, plus AI usage billed at the provider's posted rates. Every line is listed for you before we build. 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.
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.
Why owners pick ours.
You own it; they rent it
Cancel a rental and the capability vanishes. Cancel us and everything keeps running, because it was built in your accounts from day one.
The connected machine
Each rental covers one lane. Nobody else connects lead to quote to invoice to books to review to Monday report; the alternative is five subscriptions that do not talk, with you as the integration layer.
The demo is our company
Their sales reps demo a sandbox. Ours is your phone buzzing because your scan just went through the same machine that runs our business.
Guardrails, not growth hacks
Drafts never send themselves, a paid invoice is never chased, unhappy customers reach you before a public form, and we never hold a password. The rules protect your relationships, not our metrics.
We meet you in your tools
Platforms force migration to their CRM, their system, their app. We build inside QuickBooks, your website, your inbox. And where a rental genuinely fits, we say keep it, and wire around it.
They rent you a tool for one department. We build you a staff of robots for all ten, in accounts you own, with rules that protect your customers. And we run our own company on it.
How one of these works.
Every automation we install is documented like this: plain steps, real tools, nothing hidden. This is the first one most clients start with, and we run it on our own website too.
The full booklet covers the rest, one page per automation. We walk through it together on the call.
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.
Book a walkthrough.
One conversation about how your business runs today. You leave with a map of where the hours are leaking, whether or not you hire us.