Build
The system that does the work you're paying people to do.
Reconciliation that closes itself. Invoices that chase themselves. Numbers that move between QuickBooks, the CRM and the job system without a person in the middle. Built on your accounts, tested on your real data, checked by an engineer who has closed books. Fixed quote before we start.
Fit
Who this is for
- The close, collections, or reconciliation eats days a month and you've stopped believing it has to.
- Two systems that should talk don't, and someone re-keys between them every day.
- Documents (invoices, claims, orders, applications) arrive as PDFs and a person types them in.
- Inbound calls and email need triage and a first reply, and the front desk can't keep up.
What you get
What's included
Fixed scope, fixed price
Written before we start, with what's in, what's out, and what 'done' means. No hourly meter.
Built on your accounts
Your QuickBooks, your Stripe, your HubSpot, your Twilio. Credentials stay yours. I have nothing to hold hostage.
The accounting check
Every number that moves is reconciled against a source and logged. Exceptions go to a human, never silently through.
Tested on real data
Run in parallel against the manual process for a full cycle before it takes over. You see the two agree before you trust it.
Documentation and hand-off
A runbook a new hire can follow. A one-hour walkthrough with whoever owns it.
30 days of fixes
Anything that breaks in the first month is mine to fix at no charge. After that, Keep It Running if you want it.
Process
How it runs
- WEEK 0Diagnostic and quote.
One hour, $250, credited. I confirm the workflow, the systems, the volumes, and the failure modes, and give you a fixed quote within two business days.
- WEEKS 1–2Design and connect.
The design on paper, signed off by you. Connections to each system, read-only first.
- WEEKS 3–6Build and parallel-run.
The automation runs beside the manual process. Differences are investigated until there are none.
- WEEKS 6–8Cut over and hand off.
The human step becomes approval, not entry. Runbook delivered. Thirty days of fixes begin.
Price
Investment
from $5,000
A single workflow with one or two systems starts around $5,000. Most builds land between $15,000 and $45,000: several workflows, three or four systems, document extraction, or a phone or inbox layer. Half up front, half at cut-over.
What moves the price
Number of systems, whether they have an API or need a workaround, document variety, and how many exception cases need a human path. All of it is in the quote before you commit.
Questions
Common questions
Do I own the code?
Yes. It lives in your accounts and your repository. You can hire anyone to change it.
What if a vendor changes their API?
In the first 30 days I fix it free. After that it's the reason Keep It Running exists.
Will it replace my bookkeeper?
It replaces the part of their week that's data entry and chasing. It usually gives them back the part that's judgment.
What systems have you worked in?
QuickBooks Online, Xero, Stripe, HubSpot, Twilio, Cloudflare, Google Workspace, Microsoft 365, and the platform I built, which does billing, CRM, phones and email itself. NetSuite and Salesforce are scoped on the call.
Can you fix something someone else built?
Often. A one-hour diagnostic tells us whether it's a repair or a rebuild, and I'll say which.
What happens if it doesn't work?
The parallel run exists so we find out before cut-over, not after. If the design can't meet the spec, you pay for the diagnostic and nothing else.
Start with a 20-minute call.
You describe the problem. I tell you what I'd build, what it costs, and whether I'm the right person. No deck.