Spend less time chasing invoices.
Keep payment status and follow-up in step. Put the accounts that need a person in one review list.
See the invoice workflow →What we do
Custom tools for the way you work
We build automations, software integrations, custom dashboards, and AI sidekicks. Bring the work you want to make easier. We build around the tools and information your business already uses.
Not sure what you're missing? Use the free business scan to find opportunities.
What would make your day easier?
Know what needs your attention.
See cash owed, open estimates, job updates, and overdue tasks without chasing spreadsheets.
Explore the sample dashboard →See if your business could pay less for electricity.
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Check my business bill →Automate the work your team already does
Examples of business processes we can automate around your software and review steps:
Invoice follow-up
Connect invoice and payment status, prepare approved reminders, and put paid, disputed, or unclear accounts into the right review steps.
Automating financial reporting
Turn approved exports and spreadsheets into a recurring financial report, with totals and exceptions ready for your review.
Payroll journal entries
Turn payroll exports into journal entries in your accounting format, ready for review before posting.
CRM data maintenance
Find duplicates, missing fields, and outdated records, then prepare updates for your team to approve.
Custom integrations between software. Connect your CRM, accounting, payroll, spreadsheets, and other business systems so information moves between them without repeated manual data entry. We scope each integration around the access your systems provide and the updates your team approves.
Get paid without spending your afternoon chasing invoices.
Start with invoice reminders already included in your accounting software. If invoices, payment status, customer emails, and job records live in different systems, automation can connect them, prepare approved reminders, and route exceptions for human review. Measure follow-up time and days to payment.
Start with where the work gets stuck.
For service businesses whose invoices, job records, and customer conversations don’t stay connected. Bring a few examples of follow-up your team still handles by hand.
- Check what you already have. Use the reminder features in your accounting software where they do the job.
- Connect the missing steps. Agree on the payment-status source, reminder rules, review points, and exceptions.
- Test the handoff. Check paid, disputed, overdue, and unavailable-status cases before the workflow goes live.
Measure the result: time spent following up, missed follow-up steps, and days from invoice to payment. Agree on a baseline and scope before the build.
QuickBooks Online already includes automatic reminders. See Intuit’s instructions ↗
Free 30-minute initial assessment. Any build is scoped and quoted separately.
Try a sample invoice workflow.
Fictional $850 invoice. These buttons change this demonstration only. They don’t connect to an account or send messages.
Ready for the agreed follow-up step.
The sample $850 invoice is seven days overdue. Its payment status was checked. The workflow prepares the approved reminder and shows who owns the next step.
Can QuickBooks send invoice reminders?
Yes. QuickBooks Online includes automatic invoice reminders. We start by checking what your existing software can do. A custom build makes sense when the work also involves job records, customer conversations, payment updates, or review steps in other systems.
When would I need custom invoice follow-up automation?
When your team still moves information between systems or handles the same exceptions by hand. We can connect invoice and payment status, prepare approved follow-up, and put the accounts that need a person in one review list. The exact connections depend on your software and access.
Will reminders stop when someone pays?
That is part of the workflow we define and test. The agreed payment-status source needs to update reliably before a reminder can be sent. Paid or disputed invoices go out of the reminder queue, and missing or stale status goes to a person for review.
Open one page. Know what needs your attention.
A useful business dashboard combines information from systems you already use into one view: cash owed, open estimates, job status, and overdue tasks. Begin with the decisions you need to make, then connect approved data sources. Show where each figure comes from and when it last refreshed.
Your information. In one useful view.
Start with three approved information sources and five measures your team actually uses. That could mean accounting, a CRM, and a job tracker. Drives, workflows, email, and texts can be included where your tools and access support them.
- Choose the decisions. What do you need to know before starting your day?
- Connect approved sources. Confirm access, field definitions, connection costs, and refresh timing.
- Make the next step clear. Show what needs attention, who owns it, and where the information came from.
Measure the result: time spent preparing reports, chasing updates, and finding the information needed to act.
Free 30-minute initial assessment. We agree on sources, scope, refresh timing, and running costs before building.
Sample owner’s dashboard
Fictional data for a service business. No customer systems are connected. All three sample sources below show a 9:00 a.m. snapshot.
- Unpaid invoices
- $18,400
- Overdue · included above
- $6,200
- Open estimates
- $32,500
- Jobs needing an update
- 3
- Follow-ups due today
- 4
Start with the balances that need attention.
Of the sample $18,400 unpaid, $6,200 is overdue. Check that overdue list for payment updates or disputes before preparing follow-up. Open estimates are potential work, not money already earned.
- Accounting: sample invoice and payment export · 9:00 a.m.
- CRM: sample estimate and follow-up export · 9:00 a.m.
- Job tracker: sample shared-sheet snapshot · 9:00 a.m.
Can you connect QuickBooks and my CRM?
We can scope a dashboard around your accounting and CRM information using the access those systems provide. We confirm the available fields, permissions, refresh timing, and any connection costs before the build. We may start with approved exports when direct access is not available.
Can my dashboard include email and workflow updates?
Yes, where your approved tools and access support it. A dashboard can bring together relevant files, workflow records, email updates, and texts. We agree on the specific sources and what the dashboard is allowed to show before connecting anything.
How current is the information?
That depends on the source and the refresh schedule we agree on. The dashboard should show where a number came from and when it last refreshed. A daily export is labeled as a daily export; it is not presented as a live connection.
Choose the right fit01 02 03 04 05
Start with what you need to get done
Business Process Automation
Automate the work your team already does
We build automations for existing business processes: manual data entry, invoice follow-up, financial reporting, payroll journal entries, CRM data maintenance, and recurring admin work.
A good fit: You already know which repeated task wastes your team's time and want someone to build the automation.
- Turn approved data exports, forms, or spreadsheets into reports, journal entries, or prepared updates.
- Build the steps, schedule, exception handling, and review points around your current process.
- Test with real examples and hand over the working automation with instructions for running it.
After setup: A working automation with the output and review steps agreed in your scope. Running costs and any support are confirmed before the build.
Scope and price agreed before we begin
Custom Software Integrations
Connect the software your team already uses
We build custom integrations that move information between your business systems, so your team can stop copying the same details from one tool to another.
A good fit: Your CRM, accounting, payroll, spreadsheets, or other software needs to share data, and the current handoff is manual or unreliable.
- Agree which records move between systems, which fields match, and what triggers the transfer.
- Build the integration using the access your software provides, with approved update rules and exception handling.
- Test the data handoff and give your team a way to check its status and handle records that need attention.
After setup: A tested connection between the agreed systems. Accounts, running costs, and responsibility for future changes are defined in the project scope.
Scope and price agreed before we begin
Custom Apps & Tools
Build the tools you wish your business had
We build a custom app or tool for your specific problem, from coordinating schedules and requests to making a new business idea possible.
A good fit: You need a tool shaped around your process, and your current software does not give your team the result you need.
- Define what goes in, what comes out, and the actions your team or customers need to take.
- Build the custom app, automation, or reusable tool around those requirements.
- Test and refine it with real examples, then hand over the agreed deliverable.
After setup: A scoped custom build. Working sessions and revisions are included as agreed project work; hosting and support are specified before we begin.
Scope and price agreed before we begin
Custom Dashboards
Open one page. Know what needs your attention.
Bring data from your drives, workflows, emails, and texts into one dashboard, so you can see what is happening without digging through everything.
A good fit: The information you need is scattered across files, messages, and different tools.
- Connect the drives, workflows, email, and text message sources you approve.
- See the numbers, tasks, updates, and exceptions that matter to your business in one view.
- Build the dashboard around the decisions you need to make and how often the information needs to update.
After setup: A dashboard built around your data and your team. We agree on source access, refresh timing, and running costs before the build.
Scope and price agreed before we begin
Custom AI Sidekicks
An extra set of hands that knows your business
An AI sidekick built around your business to help you find answers, draft replies, keep track of tasks, and move work forward.
A good fit: You want an assistant that works with your business information and the way your team gets things done.
- Connect the business documents, workflows, and conversations you choose to share.
- Find information, prepare drafts, and help with the repeated work that fills your day.
- Set clear boundaries for what your sidekick can see, what it can do, and what needs your approval.
After setup: A custom AI sidekick tested against your real work, with instructions, access, running costs, and approval steps agreed before handoff.
Scope and price agreed before we begin
Software subscriptions stay in your account and are separate from our work. We confirm what is needed before you commit. Hosting, running costs, and any support are defined in your project scope.
How we work1 2 3 4
One problem. A clear path to a working result.
Bring the process
Already know what wastes your team's time? Bring it to a free 30-minute initial assessment. No scan is required. If you want to discover opportunities, start with the free scan.
Define the result
We identify the inputs, software connections, finished output, and review steps your automation or custom tool needs.
Agree on the scope
We confirm the deliverable, price, account access, and any software subscription costs before work begins.
Build and test
We build the automation, integration, or custom app, test it with real examples, and hand over the agreed tool and instructions.
Starting your automation or integration project
Do I need a scan before you build my automation?
No. If you already know what is wasting your team's time, email mark@startaicincy.com or book a free 30-minute initial assessment. The free business scan is for people who want to discover opportunities they may be missing.
What processes and integrations can you build?
We build business process automation and custom software integrations for tasks such as manual data entry, invoice follow-up, financial reporting, payroll journal entries, CRM data maintenance, and moving information between software systems. We also build custom dashboards and AI sidekicks around approved business information. The exact deliverable and software access are agreed before the build.
Is the initial assessment free?
Yes. The initial assessment is 30 minutes and costs $0. We discuss your process, software, and desired result. Any automation, integration, or custom app is quoted separately before work begins.
Local businesses and nonprofits
Your team stays in charge
Your team approves the data, update rules, and review steps. We agree on the deliverable, test it against real work, and confirm account ownership and support before handoff.