AI Operations Automation
Stop Running Your Business.
Let It Run Itself.
15–25 hrs reclaimed per week
US service businesses with 5–50 employees
No code, no headcount, no disruption
The hidden cost
23 hrs/week lost to admin
Average for a 15-person service firm
The Problem
Your team is trapped managing operations instead of growing the business.
Every quote that goes unanswered, every follow-up that slips, every client update sent manually — those aren't just annoyances. They're the ceiling on your growth.
Service firms between $500K and $5M in revenue hit the same wall: the work is there, but the operational drag compounds until hiring more people feels like the only answer. It isn't.
The real problem is that your systems aren't built for your volume. They were built for when you were half this size.
"I was working 60-hour weeks just to keep up with follow-ups and scheduling. My team was doing the same. Nothing was growing."
— Marketing agency owner, 12 employees
What We Automate
Five systems that run while you focus on clients.
Each system is built custom to your firm. No templates. No generic software. Automation that fits your exact workflow.
CRM & Follow-Up Automation
Every lead, prospect, and client gets timely, personalized outreach — triggered automatically from your existing CRM. No more lost deals from slow follow-up.
Includes
Custom workflow + CRM integration + 30-day tuning
Scheduling & Dispatch Systems
Client booking, team scheduling, and job dispatch — built into one automated flow. Reduces back-and-forth by 80% and eliminates double-booking entirely.
Includes
Booking system + calendar sync + dispatch rules
Invoicing & Collections
Proposals, contracts, invoicing, and payment reminders handled without manual intervention. Average accounts-receivable time drops by 40% in the first 90 days.
Includes
Proposal automation + payment triggers + AR reporting
Client Reporting & Communication
Automated status updates, milestone notifications, and weekly reports delivered to clients on schedule. You look more organized without adding an hour to your week.
Includes
Report templates + delivery automation + client portal
Onboarding & Intake Workflows
New client intake, contract signing, data collection, and kickoff scheduling — condensed from a week of back-and-forth to a single automated sequence.
Includes
Intake forms + e-signature + onboarding task automation
Not sure which systems you need? Our free Automation Audit maps your entire ops stack and tells you exactly where the highest-value leaks are.
Book the AuditClient Outcome
We went from drowning in follow-up emails to a pipeline that runs itself. Closed 31% more contracts in the first quarter after OpsRova built our CRM system.
Results
More contracts closed
Saved per week
To full deployment
Why OpsRova
We build for service operations — not generic processes.
Built exclusively for service businesses
We don't automate e-commerce or manufacturing. Every workflow we've built is for professional services, agencies, trades, or healthcare-adjacent practices. The nuances matter — and we know them.
Custom, not configured
Generic automation tools give you building blocks and a blank canvas. We give you a finished system built for your exact workflows, client base, and team structure. No configuration week. No vendor training.
Outcome-based pricing
We scope every engagement around a specific operational outcome — not hours billed or seats licensed. You know exactly what you're getting before we start, and what it will cost.
Engagements start at $1,500/month with typical ongoing retainers of $2,500–$4,000/month depending on scope. Every engagement begins with a no-cost audit.
How It Works
From audit to automation in under 30 days.
No long engagements. No discovery marathons. A clear process with a clear end date.
Step One
Free Automation Audit
A structured 60-minute session with an OpsRova systems architect. We map your entire ops workflow, identify your three highest-impact automation opportunities, and calculate your current weekly cost in time.
Timeline: 60 min
Step Two
Custom System Design
We build a detailed automation blueprint for your firm — specific tools, integrations, triggers, and outcomes. You review and approve before a single line of workflow is written.
Timeline: 5–7 business days
Step Three
Build, Test, and Hand Off
We build and rigorously test every automation in a staging environment. You and your team get a live walkthrough and a written operations guide before we go live.
Timeline: 2–4 weeks to deployment
Frequently Asked
Questions we get before the audit.
What kinds of service businesses do you work with?
We work with US-based service firms with 5–50 employees across professional services (law, accounting, consulting), agencies (marketing, creative, PR), trades (HVAC, electrical, plumbing contractors), and healthcare-adjacent practices (physical therapy, chiropractic, med spa). Our sweet spot is firms generating $500K–$5M annually who are operationally stretched and ready to systematize.
How is OpsRova different from using Zapier or Make myself?
Zapier and Make are platforms — they give you tools. OpsRova builds the finished system. We handle workflow design, integration architecture, testing, and deployment. More importantly, we bring 200+ hours of service-business-specific automation experience so you get proven workflows, not experiments. Most clients recoup our fee in the first 60 days through time savings alone.
What does the Free Automation Audit include?
A structured 60-minute session with one of our systems architects. We review your current operations, identify your three highest-impact automation opportunities, and give you a written summary with estimated time and revenue impact. There's no obligation to engage us beyond the audit — and no charge.
How long does implementation take?
From audit approval to first automation live is typically 2–4 weeks depending on integration complexity. Full deployment of a complete operations system (3–5 automations) takes 6–10 weeks. We've never missed a committed deployment date.
What happens after the automations are built?
Every engagement includes a 30-day tuning period after go-live, where we monitor performance, fix edge cases, and adjust triggers. After that, most clients stay on a monthly retainer ($500–$1,500) for ongoing maintenance, new automations as their business grows, and quarterly ops reviews.
Do I need technical staff to manage these systems?
No. We build every automation to be managed by non-technical staff using tools your team already uses — your CRM, your scheduling software, your email. You get a written operations guide and a video walkthrough. If something breaks or needs changing, you call us — not your IT department.
No Cost. No Commitment.
Start with a free Automation Audit.
In 60 minutes, we'll map your operations, identify your three highest-value automation opportunities, and give you a written assessment with projected time and revenue impact. Yours to keep, regardless of what you decide next.
Book your audit
We schedule within 3 business days. Fill out the form and an OpsRova systems architect will reach out directly.
No sales pressure. No obligation. Just an honest assessment of where your operations could run better.