Lead follow-up
Every inquiry gets a fast, personal reply and lands in your CRM or spreadsheet, so no customer slips through.
e.g. form → reply → CRM → booking
AI automation for small businesses
Less busywork. Fewer subscriptions. More business.
Gravix Systems sets up simple AI automations that take repetitive tasks off your plate. Then we help you replace the software you overpay for with tools your business owns.
30-minute call. No commitment, no jargon.
New customer inquiry
Running
-
Inquiry arrivesWebsite form · "Quote for 3 rooms?"0:00
-
AI drafts a replyUses your prices and tone0:04
-
Lead added to your CRMContact, job type, estimate0:05
-
Site visit bookedThu 10:30 AM · reminder setwaiting on reply
Hours saved / wk
11.5
example
Reply time
4 sec
was 6 hrs
Leads handled
38
this month
Works with the tools you already use
- Gmail
- Outlook
- Google Sheets
- QuickBooks
- Square
- Shopify
- Calendly
- Slack
What we automate
The tasks that eat your week, handled in the background.
We start with the jobs you or your staff repeat every day. If a task follows the same steps each time, there's a good chance we can automate it.
Invoices and reminders
Invoices go out when a job closes, and polite payment reminders follow until they're paid.
e.g. job done → invoice → day 7 reminder
Scheduling
Customers book themselves, get reminders by text or email, and no-shows drop.
e.g. booking → 24 hr reminder → review ask
Data entry between apps
Stop copying the same details from email to spreadsheet to accounting. We connect the apps so data moves itself.
e.g. Shopify order → Sheets → QuickBooks
Inbox triage
AI sorts incoming email, answers the common questions, and flags the ones that need you.
e.g. "Are you open Sunday?" → answered
Weekly reporting
A plain-English summary of sales, bookings and open invoices in your inbox every Monday morning.
e.g. Mon 7:00 AM → owner summary
Marketing automation
Welcome emails, follow-up sequences and win-back offers go out on their own, timed to what each customer did.
e.g. new customer → welcome → day 30 offer
Social media cross-posting
Write a post once. AI adapts it for each platform and schedules it to Facebook, Instagram, LinkedIn and Google Business.
e.g. 1 post → 4 platforms, scheduled
Quote generation
Turn a customer's request into a branded, itemized quote using your own price list, ready to send in minutes.
e.g. request → priced quote PDF → e-sign
Cut your software bill
Stop renting software you barely use.
Most small businesses pay for a dozen subscriptions, priced per seat and rising every year. We audit what you pay for and replace what we can with simple tools you own.
Keep what's worth itSome tools earn their price. We'll tell you which ones.
Consolidate overlapThree apps doing one job become one.
Bring it in-houseWe build a lightweight replacement that fits how you work, with no per-seat fees.
Subscription auditEXAMPLE · 8-person business
| Tool | Seats | $/mo | Plan |
|---|---|---|---|
| Accounting softwareCore books and payroll | 2 | $90 | Keep |
| CRMUsing 10% of features | 8 | $400 | Build in-house |
| Scheduling appOverlaps with CRM | 8 | $128 | Consolidate |
| Form builder4 simple forms | 1 | $59 | Build in-house |
| Project trackerUsed by 3 of 8 seats | 8 | $192 | Build in-house |
| Email marketingMonthly newsletter | 1 | $75 | Consolidate |
Before
$944/mo
After
$255/mo
Saved per year
$8,268
Illustrative figures. "After" includes hosting and upkeep for the in-house tools. Your audit uses your real invoices.
How it works
Three steps, and you stay in control the whole way.
You get a clear plan and a fixed quote before any work starts. Nothing changes in your business until you approve it.
Step 1
Audit
We walk through your week and your software bills together, then send a short report: what to automate, what to cut, and what it saves.
30 min call · free
Step 2
Build
We set up the automations and any in-house tools, test them on real examples, and train your team in plain language.
typically 1 to 3 weeks
Step 3
Run and refine
We monitor everything, fix issues before you notice them, and add new automations as your business grows.
ongoing · optionalPricing
Simple pricing that pays for itself.
Every project gets a fixed quote after the free audit, so you know the cost and the savings before you commit.
Audit
Free
Find out what you can automate and what you're overpaying for.
- 30-minute workflow review
- Software spend breakdown
- Written plan with estimated savings
AutomateMost popular
Fixed quoteone-time
We build the automations from your plan and hand them over working.
- Automations connected to your tools
- Tested on your real data
- Team walkthrough and written guide
- 30 days of support included
Own
Fixed quote+ low monthly upkeep
Replace costly subscriptions with software built for your business.
- Custom in-house tools
- Your data moved over safely
- No per-seat fees
- Hosting, backups and updates handled
FAQ
Questions owners ask us.
Do I need to be technical?+
No. We handle the setup and explain everything in plain language. If you can use email and a spreadsheet, you can work with us.
What does "bringing software in-house" mean?+
Instead of paying a monthly per-seat fee for a big app you only partly use, we build a smaller tool that does exactly what you need. You own it, and you pay only for hosting and upkeep.
Is my business data safe?+
We only access the accounts an automation needs, use your own logins and storage wherever possible, and never sell or share your data. You can revoke access at any time.
What happens if something breaks?+
Every project includes 30 days of support. After that, our optional monthly plan covers monitoring and fixes, so problems get caught early.
What kinds of businesses do you work with?+
Service businesses, shops, clinics, contractors, agencies and more. Usually teams of 1 to 50 people who are busy and paying for more software than they need.
Free workflow audit
Find out what you could automate in 30 minutes.
Tell us a little about your business and the tasks that slow you down. We'll come back with a plan, the savings, and a fixed quote.