A practical plan to eliminate the intake bottleneck, kill the drop balls, and get your systems actually working for you — without hiring another admin.
Marc, we sat down for an hour and you laid it out clearly. Here's what I'm hearing — tell me if I've got it right.
Every walk-in, phone call, and email triggers a manual chain of tasks. Qualifying customers, collecting specs, getting information to the right people — it's all manual, it's all inconsistent, and it's all on your plate.
When busy season hits, things slip through the cracks. A quote doesn't go out. A customer doesn't hear back. It's not a people problem — it's a process problem. No human can hold it all in their head when the volume spikes.
When someone walks in or calls, every employee handles it differently. There's no repeatable step-by-step system. When a staff member leaves, the knowledge walks out the door with them.
You've got 2,800 contacts in your system. That's a goldmine of repeat customers. But it's not part of your daily workflow — so you can't market to what's not organized in there.
You just went through the headache of a bad hire. Training costs time. Turnover costs money. And the reality is: you can't count on finding someone who'll do the job the way it needs to be done.
Bottom line: You don't have a people problem. You have a process problem. Fix the process, and the people you already have can do twice the work — without working twice as hard.
We start with the biggest bottleneck — customer intake — and then build the system that makes sure nothing falls through the cracks again. One thing at a time. Solve it. Move on.
Built inside your existing AI-Employee.ca platform — no new software to learn
When a customer walks in, calls, or emails — your team opens the onboarding form and walks through it. Same process. Every time. Every employee. No guesswork.
Your own personal "chief of staff" — like what I showed you, built for your business
Remember when I showed you my morning briefing? That's not just for marketing guys. We build the same thing for Seemore Graphics — an AI that knows your business, your voice, your processes, and your customers. It doesn't replace your people. It makes them faster and makes sure nothing gets missed.
Everything about Seemore Graphics — your products, pricing, brand voice, common job types, processes. The AI knows you like a 10-year employee.
Wake up, type two letters, and get: what orders came in, what's overdue, who hasn't heard back, what needs your attention today.
Reads incoming emails, classifies them (new order, repeat order, quote request, general), drafts a reply in your voice. You review, hit send.
Tracks every open quote, pending approval, and unanswered message. Nudges you before something falls through the cracks. The "good wife" you described.
Step-by-step SOP for every job type. New employee? Hand them this. They follow the process, same way, every time.
Feed it the job specs, it drafts a quote email based on your pricing. You review the numbers, adjust if needed, send.
How this works day-to-day: You sit down with your coffee, type /morning-brief, and in 2 minutes you know exactly what needs your attention. Your employee sits at the counter, a walk-in comes in, they open the intake form. An email comes in for a repeat order — the AI drafts a response, you glance at it, hit send. End of day, the follow-up tracker tells you what's still open. That's it.
We start with the intake form — the thing that'll make the biggest difference the fastest. Then we layer on the AI assistant. No rush. We do it right.
30-minute kickoff call to map every field on the intake form. I build it inside your AI-Employee.ca platform, set up the automations (notifications, pipeline creation, confirmation emails), and get it ready for testing.
You and your team test it. We adjust anything that doesn't feel right. Then it goes live. Your team starts using it for every walk-in and call. That simple.
We sit down for 2–4 hours (can be split across sessions) and build your Seemore Graphics knowledge base. Everything about your business, your processes, your voice, your pricing — into one document that powers every AI skill.
I build all six skills, connect your email, and test everything. We'll refine the morning briefing so it gives you exactly what matters. Tweak the email drafts until they sound like you wrote them.
System is live. You're using it daily. I monitor and optimize for the first month. We identify the next bottleneck and tackle it.
You told me this could save 60 hours of labor per month. Let's put real numbers to that.
| Where the Savings Come From | Monthly Value |
|---|---|
| Admin labor reduction (60 hrs × $30/hr) | $1,800 |
| Fewer drop balls = jobs that don't walk out the door | $500–$2,000+ |
| Faster email response = more repeat orders captured | $300–$1,000+ |
| Your time freed up (Marc's hourly value) | Priceless |
| Conservative total monthly impact | $2,600–$4,800+ |
The real number: Every job that doesn't slip through the cracks is worth hundreds or thousands of dollars. Those three bus wraps today? $7,200. If even one of those gets delayed or lost because someone forgot to follow up on the specs — that's real money walking out the door. This system makes sure that doesn't happen.
Phase 1 is on us. We build the onboarding system, get it running, and prove the value. Phase 2 is optional — when you're ready to go further with AI, we're ready to build it.
Digital Onboarding System
AI-Powered Admin Assistant
Monthly: $497/month — ongoing system management, optimization, and support. This is your safety net — I keep an eye on things, update the AI skills as your business evolves, and make sure everything keeps running smooth.
Claude Code subscription: $20–$140/month paid directly to Anthropic (separate from our fees). Start at $20, upgrade when you're ready. Your brother Claude already knows the drill.
Compare it to the alternative: One admin employee costs you $3,500–$4,500/month in salary alone. Plus the hiring, training, management, and risk of turnover. This system runs 24/7, never calls in sick, and gets better over time. The setup pays for itself fast.
We can have the intake form live in your shop within two weeks. Let's pick a start date.