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Ships Clean
AI automation & tooling consultancy

Custom software for businesses too small for an IT department.

We build the software your business needs but doesn't have. The dashboards, the forms, the connections between everything you already use. Built to run on its own, with you in charge. Not us.

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What we build

Four kinds of work. One that most consultancies skip.

Monitoring and handoff are the parts that keep a system running after launch. We build them in from the start.

  1. 01

    Automation pipelines

    Multi-step workflows that move data and trigger actions across your systems: scheduled, event-driven, and observable.

    A nightly reconciliation that used to take a person two hours now runs in four minutes, untouched.

  2. 02

    Internal tooling

    Focused apps and dashboards for the team that actually does the work, built around your process, not a vendor's.

    One screen replaces a spreadsheet, three tabs, and a recurring Slack thread.

  3. 03

    Integration & glue work

    The connectors between the tools you already pay for. APIs, webhooks, queues, and the retries that keep them honest.

    Orders flow from store to ERP to fulfillment without a copy-paste step in the middle.

  4. 04

    Monitoring & handoffthe part most skip

    Alerting, run docs, and ownership transfer so the system is yours, not a black box only we understand.

    When something breaks at 2am, your on-call gets a useful alert, not a mystery.

How the work goes

Intake to handoff, no black boxes.

  1. 01

    Intake

    We map the actual workflow: the clicks, the exceptions, the thing one person does that no one documented. Fixed-scope, written down.

  2. 02

    Build

    Short iterations against your real data. You see working software each week, not a deck. We cut scope before we cut quality.

  3. 03

    Monitoring

    Before launch: alerting, retries, and dashboards. We watch it run under real load and fix what reality finds.

  4. 04

    Handoff

    Run docs, access, and a walkthrough. You own the code and the keys. We stay reachable, but you're never dependent on us.

Recent work

Where automation actually pays off

case 01

How a Pittsburgh HVAC contractor cut quote turnaround from a day to ten minutes

A 12-person HVAC contractor in the Pittsburgh metro was losing jobs because quotes took until the next evening to send out by hand.

Before

  • Owner spent 3 hours every evening building quotes in Word and emailing them out
  • Customers who called Monday morning often did not get a quote until Tuesday night
  • Two recent jobs were lost to faster-quoting competitors
  • No follow-up if the customer did not respond, the quote just sat

What we built

A web form on their site. Captures the job details that used to come over the phone. Service type, address, equipment, urgency, preferred contact time.

Quote PDF generation. Pulls the form data into their existing quote template and produces a branded PDF in under 30 seconds.

Automatic delivery and follow-up. Sends the PDF to the customer with a Cal.com link to book. If they have not responded in 3 days, sends a short follow-up. If still nothing in 7 days, the owner gets a one-line summary on his phone.

Stripe deposit collection. Customers who book a job pay a 25 percent deposit through a Stripe payment link in the same email.

Results

  • Quote turnaround dropped from next-day to under 10 minutes
  • Owner reclaimed roughly 15 hours per week
  • Win rate on inbound leads up by 18 percent in the first quarter

ResultSame owner, more jobs, no extra office hours.

case 02

Replacing email, text, and paper receipts with a one-click QuickBooks pipeline

An 8-person accounting firm was drowning in receipts that arrived in three different formats and got entered into QuickBooks by hand every Friday.

Before

  • Clients sent receipts by email, by text message, and as photos of paper
  • One staff member spent most of Friday entering them into QuickBooks line by line
  • Categorization mistakes meant monthly reconciliation took 2 extra days
  • Some receipts got lost between channels and were never billed back

What we built

A single intake address. receipts@theirfirm.com. Email, text, and forwarded paper photos all land in the same place.

Auto-extraction with one-click approval. Vendor, amount, date, and category extracted automatically and queued in a clean review dashboard. Staff approve in one click, or correct and approve.

Direct QuickBooks posting. Approved entries post straight to QuickBooks with the right account mapping per client.

Audit trail per client. Every receipt is tagged to the source message and stored so disputes have an instant paper trail.

Results

  • Receipt processing time cut by roughly 80 percent
  • Monthly reconciliation back to a single day instead of three
  • Zero receipts lost across the first 6 months in production

ResultFriday afternoons back. Reconciliation off the critical path.

Have a similar problem?

If any of this sounds like your week, a short call is the fastest way to find out what is worth automating.

Book a discovery call
case 03

Never missing an after-hours emergency call again

An 18-person Western PA plumbing company was losing customers when after-hours calls hit voicemail or got handled badly by whoever picked up.

Before

  • Emergency calls between 6pm and 7am went to voicemail or to whichever family member answered
  • No consistent triage. Some real emergencies sat until morning. Some non-emergencies pulled the owner out of dinner.
  • No record of after-hours inquiries unless a customer called back
  • Owner could not safely take a weekend off

What we built

An AI receptionist on the main line. Picks up after hours. Conversational, not a phone tree. Gathers the caller's situation, location, and contact info.

Urgency classification. Burst pipe with active water, gas smell, sewage backup, no heat in winter all flagged as immediate. Slow drain, dripping faucet, schedule changes queued as next-day.

On-call dispatch. Immediate items text the on-call tech with caller details and a one-tap callback link. Next-day items get a confirmation text to the caller and a morning summary to the office.

A daily morning summary. Owner gets a single text by 6am with every after-hours call, how it was triaged, and what is on the schedule for the day.

Results

  • Zero missed emergency calls in the first 60 days
  • After-hours response time down from variable (often 30+ minutes or next morning) to under 5 minutes for true emergencies
  • Owner took his first full weekend off in 4 years

ResultCoverage 24/7. Without anyone manning a phone 24/7.

Common patterns we see

01

Customer intake and quoting

What gets automated. Lead capture, qualification, quote generation, follow-up cadence, deposit collection.

Impact. Faster response wins more jobs. Owner stops spending evenings on paperwork.

02

After-hours and overflow coverage

What gets automated. Call answering, urgency triage, dispatch to on-call staff, morning summaries.

Impact. 24/7 coverage without 24/7 staffing. Real emergencies caught, non-emergencies handled.

03

Data sitting in different systems

What gets automated. Pulling data out of email, forms, paper, and texts. Categorizing, cleaning, and pushing to where it belongs (QuickBooks, scheduling software, CRM).

Impact. Hours per week back to the staff who used to be the human glue between tools.

Composite examples based on common small business workflows we build.

Got a process that shouldn't be manual?

Tell us what you need automated. We'll tell you what it takes to build it.

Contact us