Automation & ops for small business
Your business runs on six tabs. We make it one.
We build the website, wire up the automations, and run the back office as one connected system, so a small team operates like a big one without hiring for it.
Run an indoor golf facility? Watch a 1-minute league week, run for you
Six tabs, or one system?
See it work
Don't take our word for it. Click around.
These are working systems, not screenshots. Book a job, fill a bay, close a month. This is what your customers and your team would use.
Try this:Home services. Pick a job, choose an arrival window, and book it. Then open the office view to see it land on the team calendar, next to Tom's and Sarah's day.
Try this:Indoor golf. Pick players and a bay, and see how the length changes: 18 holes is about 3 hours for one or two players, 4 for a foursome. League nights block themselves out.
Try this:Accounting. Follow a client's month-end close from the books to the accountant: who's missing statements, which reminders went out on day 1, 5 and 8, and what's due next.
The gaps
You're not losing jobs to competitors. You're losing them to the gaps.
Between a customer's problem and your invoice, work slips through four predictable cracks. None of them are about how good you are at the job. They're about what happens when nobody's at the desk.
The missed call
They call at 8pm, get voicemail, and call the next name on the list. The job was yours to lose.
After-hours calls go to voicemail
Missed call gets an instant text-back
The quote that sits
An estimate typed up "when there's time" goes out two days late, after they've already booked someone.
Speed wins the bid
Quote, invoice and follow-up flows run on their own
Double-entry
The same job retyped into the calendar, the invoice, and the spreadsheet. Three chances to drop it.
Hours a week, gone
Entered once, in one place, for every job
The review never asked
Great work, happy customer, and no five-star review, because nobody remembered to ask.
Reputation left idle
Review request goes out after the job
What we do
One system, three moving parts.
Not a website here and some software there. A single connected operation: the storefront that captures the job, the automations that move it, and the wiring that ties them together.
Part 1 of 3
A site that books
Fast, mobile-first, and built to convert the 11pm searcher, not just describe you.
- Click-to-call & instant booking
- Loads in under 2 seconds
- Shows up in local search
Part 2 of 3
Automations that run
The back-office work that used to need a person now happens on its own, in seconds.
- New lead → instant text + CRM
- Quote & invoice, no double-entry
- Auto review requests after the job
Part 3 of 3
One connected system
Site, scheduling, invoicing, and inbox wired to one hub, so nothing lives in a silo.
- One place to see every job
- Tools that talk to each other
- Reporting you'll actually read
How it works
Value from week one, not a six-month rebuild.
A real sequence, each step shipping something you can use. We start where the leaks are worst and light up the system one piece at a time.
Week 1
Audit
A 20-minute walkthrough of your real numbers: calls, misses, where jobs stall. No slides.
Weeks 2–3
Build
The site that captures the job goes live first. Immediate, visible win.
Weeks 3–5
Automate
Lead alerts, scheduling, invoicing, follow-ups, wired in one at a time.
Ongoing
Run
It just runs. We stay on to tune, extend, and keep it out of your way.
Who it's for
Not just trades. Any business that runs on jobs, bookings, or clients.
The same connected system, reshaped around how your business actually runs. Pick your world.
Jobs slip through the gaps.
After-hours calls hit voicemail, quotes sit for two days, and the same job gets retyped into the calendar, the invoice, and a spreadsheet.
A shop that runs itself.
- A site that books the job, 24/7
- Missed-call → instant text-back
- Lead → text + CRM, no double-entry
- Auto review requests after the job
Bays empty, then overbooked.
Off-peak sims sit idle while league night overflows. No-shows eat the calendar, and memberships and leagues live in a spreadsheet nobody wants to update.
Every bay booked and paid.
- Online bay & sim booking with deposits
- Automated reminders that kill no-shows
- Membership & league management
- Waitlist that fills last-minute openings
Watch a 1-minute league week
Tax season buries you.
You’re chasing documents, scheduling intake calls, and answering the same “where’s my return?” while client files sit scattered across email.
Intake to signature, handled.
- Client intake forms that route themselves
- A secure document portal, no more email
- Scheduling + e-sign engagement letters
- Automated deadline & reminder sequences
Different business, same four phases: Audit, Build, Automate, Run.
“We're not proposing a rebrand. We're closing the gaps between the reputation you've earned and the systems that should be carrying it.”The GrayHQ approach, in one line
You don't need a bloated agency. You need a team that gets it.
You talk to the people building it
No account managers, no handoffs. The people who scope your system are the ones who build it.
Built for how trades actually work
After-hours calls, dispatch, seasonal swings. The system is shaped around your day, not a template.
You own it
Your site, your data, your accounts. No lock-in, no rented platform holding your business hostage.
Work
Real systems, running for real businesses.
Screens from the work itself. No stock photos, no mockups of mockups.
Nonprofit · Aurora · Pro bono
One front door for a booster club that's supported West Aurora since 1970
Rebuilt the West Aurora Blackhawk Sports Boosters site from 30 pages to 9. Memberships, volunteer shifts, donations and sponsors now sit in one "I want to" menu, with the next home game up front.
Indoor golf · League office, sample week
Monday's payouts, worked out before the owner wakes up
Skins, carryovers, closest to the pin and weekly places worked out from the sim scores. The owner approves one sheet.
Indoor golf · Before we start
Know where the hours go
Every facility gets its own numbers first: what the league takes by hand each week, and what's left once it runs itself.
Ways to start
Start small. Prove it. Scale it.
Three ways in, sized to where you are. Every engagement begins with the same free walkthrough, so you'll know exactly what's worth doing before you spend a dollar.
Entry
The Storefront
Project, fixed scope
The site that books the job. Your fastest, most visible win.
- Conversion-built website
- Booking + click-to-call
- Local search setup
Core · most start here
The System
Project + retainer
Site plus the automations that run the back office. The full connected operation.
- Everything in Storefront
- Lead → text + CRM automation
- Quote, invoice & follow-up flows
- One dashboard for every job
Ongoing
The HQ
Monthly
We run and extend the system as your business grows. Your outsourced ops desk.
- Everything in The System
- Continuous tuning & new flows
- Priority support & reporting
Pricing is scoped to your operation on the call. No fake package tiers, no surprises.
A note to small-business owners
Let's spend 20 minutes on your real numbers.
Bring your call volume and how many after-hours jobs you think you miss. We'll map exactly where the leaks are and what closing them is worth. No slides, no obligation.