The Problem
Three reasons AI projects stall
before anything runs.
before anything runs.
Most businesses have already tried AI. Almost none of them have a system running from it. The gap is not the technology.
01
An AI pilot that lives in one person's chat window
Someone on the team uses a chatbot well. Nothing they do is repeatable, shared, or still there when they leave.
02
Consultants who deliver a deck, not a system
A strategy document about AI is not a working process. The gap between the two is where the budget goes.
03
Tools the business does not own
A vendor platform holds your prompts, your data, and your workflow. The day the subscription ends, so does the capability.
The Work
Four things we do
in every engagement.
in every engagement.
We built our own company's operating system on AI. We build yours the same way, in sprints, side by side, in accounts you own.
01 / Audit
Process Audit and Use Case Selection
We map how work actually moves through your business, then pick the three or four processes where AI removes the most hours first. Selected from what we have already built and run ourselves, not from a vendor's feature list.
02 / Sprints
Sprints With David
Three to four hour working sprints, one on one. Each sprint ships one working piece into your own accounts and you watch how it was built, in the same tools we use every day. By the end you can read it, change it, and build the next one.
03 / Ownership
Systems That Own Their Data
Everything runs in accounts your business controls. Code, prompts, and connections are yours, documented, and portable to any model provider.
04 / Growth
Run, Measure, and Extend
Once live, each workflow reports what it did and what it saved. We add the next process when the last one is earning its keep.
Built and running at ONE APOLLO
110 ways we already use AI
in our own business.
in our own business.
Every one of these runs at ONE APOLLO or one of its companies. Written in plain words on purpose. Ask us how any of them was built.
01
Sales & CRM
12 use casesRunning in our own business today.
- Lead sourcing from public records Finds new prospects in public filings and scores which ones are worth a call.
- Outreach campaign automation Cleans a lead list against do-not-contact rules and loads it into outreach.
- Sending reputation monitor Watches outbound email health and warns before deliverability drops.
- Deal pipeline board A pipeline view of every deal from first contact to closed.
- Closed deal value back to advertising Tells the ad platforms which leads actually turned into revenue.
- Contact roster with self-check One record per relationship that checks itself against the systems it should match.
- Personalized outreach drafting Researches a prospect and drafts a tailored first email for review.
- Proposal generator Turns an agreed scope into a branded proposal document.
- Pre-meeting prospect brief A one-page briefing on any company before the first call.
- New client onboarding Sets a new client up across every internal system in one step.
- Follow-up tracker Every request sent to a counterparty gets a due date and a reminder ladder.
- Partner commission statements Calculates and sends each partner's statement on schedule.
02
Marketing
14 use casesRunning in our own business today.
- Ad bid optimization Adjusts advertising bids toward a target return without manual work.
- Ad account audit Checks account structure against a standard and flags what drifted.
- Search term harvesting Promotes winning search terms into campaigns and prunes waste.
- Ad budget forecasting Projects monthly ad spend and keeps it inside the budget.
- Ad performance reporting Recurring performance reports across every ad account, delivered by email.
- Creative performance ledger Tracks which creative is running where and how it performed.
- Trend watch and content list A regular read of what is trending and what to publish next.
- Search and AI visibility audit Checks how findable a site is to search engines and AI assistants.
- Article drafting and publishing Drafts search-led articles and publishes them with the right structure.
- Brand guide generation Builds a brand guide from a brand's existing assets.
- Copy quality gate Every outgoing draft is checked for house style and machine-sounding language before it ships.
- On-brand image and video generation Produces images, video, and carousels that follow the brand's design rules.
- Website page building Builds and edits live site sections to the brand's standard.
- Copy localization Translates marketing copy for new markets and fits it to platform limits.
03
Customer Service
11 use casesRunning in our own business today.
- Inbox triage with drafted replies Sorts every inbox, drafts responses, and files what needs no answer.
- Customer reply agent One consistent voice answering customers across channels, reviewed by a person.
- Social comment and message handling Drafts replies to comments and messages with a review window before posting.
- Phone answering agent Answers the business line, looks up orders, answers product questions, and hands off to a person when needed.
- Call review loop Reviews mishandled calls and improves the answering agent the same day.
- Review requests Asks eligible customers for a review automatically.
- Negative review monitoring Flags low ratings and reviews that need a response.
- Voice of customer digest Turns reviews and support conversations into a summary of what customers are saying.
- Delivery exception alerts Spots stuck shipments and tells the customer before they ask.
- Backorder notifications Emails affected customers the current delivery estimate.
- Post-purchase and return emails Sends setup instructions after purchase and clear steps for a return.
04
Finance & Accounting
14 use casesRunning in our own business today.
- Invoice generation Produces correct invoices per region and currency from order details.
- Supplier shortage claims Reconciles what was shipped against what arrived and bills the difference.
- Payment settlement reconciliation Matches incoming payouts to the ledger and flags shortfalls.
- Bank reconciliation Imports bank statements and matches transactions to the books.
- Monthly profit and loss Emails each entity's monthly results without anyone asking.
- Cash flow forecast A rolling forecast from balances, receivables, and commitments.
- Order and product profitability Shows the margin on every order and every product, including shipping cost.
- Landed cost calculation Works out the true cost of each unit including freight and duty.
- Expense categorization Sorts card statements into categories and reimbursement forms.
- Payroll and leave reminders Generates payslips and reminds on leave dates.
- Intercompany billing Raises recurring charges between related entities and posts the journals.
- Accounting sync and audit Keeps the operating system and the accounting ledger in agreement, and checks that they are.
- Overdue invoice reminders Chases late invoices on a schedule.
- Dispute evidence packets Assembles the evidence for a chargeback for a person to submit.
05
Operations & Supply Chain
15 use casesRunning in our own business today.
- Purchase order lifecycle Manages an order from draft to received and matched to the supplier bill.
- Supplier delivery chasing Follows up with suppliers when a promised date passes.
- Multi-location inventory Stock by location including what is in transit, with reorder alerts.
- Demand forecasting Projects what to produce and reorder from live sales and stock.
- Stockout alerts Warns before a product runs out anywhere it is sold.
- Pick and pack lists Turns the day's orders into warehouse pick and pack lists.
- Multi-box shipment planning Works out how a large order splits into boxes and books it.
- Packaging reorder watch Reorders boxes and packing supplies before they run out.
- Tracking sync to the store Pushes tracking numbers back to the storefront so customers are notified.
- Holiday handling times Adjusts promised ship dates across channels during closures.
- Returns analytics Tracks return rates and reasons per product.
- Inbound shipment tracking One register of everything coming back to the warehouse.
- Excess stock clearance Reprices aged stock and removes what will not sell.
- Assembly digest Lists what needs assembling and whether the parts are on hand.
- Trade document packs Assembles the paperwork a bank needs to release an overseas payment.
06
Ecommerce & Marketplaces
11 use casesRunning in our own business today.
- Cross-channel price sync Keeps one price consistent everywhere the product is sold.
- Competitor price tracking Watches competitor prices and rankings and alerts on undercuts.
- Price testing Finds the price that makes the most profit, not just the most sales.
- Catalog sync Keeps product data consistent across every sales channel.
- Listing management Creates and updates marketplace listings with a validation gate before anything goes live.
- Rich product content publishing Generates and publishes enhanced product pages.
- International store mirror Keeps a translated international store in step with the home store.
- Shopping feed checks Catches feed errors before they become disapprovals.
- Review import Brings marketplace reviews onto the brand's own site.
- Market share tracking Tracks share gained or lost and what competitors are launching.
- B2B ordering portal A self-serve portal where trade customers see their pricing and place orders.
07
Reporting & Analytics
10 use casesRunning in our own business today.
- Sales performance reports Recurring results reports delivered automatically.
- Executive dashboard Every channel, ad platform, and finance source in one view.
- Client dashboard portal A private live dashboard for each client.
- Website analytics report Written insights from site analytics and search data.
- Consolidated website report One report per site instead of many.
- Uptime and traffic alarm Checks that the site is up and traffic looks normal.
- Tracking tag audit Verifies analytics and ad tags are installed and reporting.
- Conversion audit A prioritized list of what is stopping a site from converting.
- Client status reports A written status per engagement, generated from the system.
- Market intelligence report A branded report on a client's market and competitors.
08
Compliance & Legal
4 use casesRunning in our own business today.
- Corporate tax preparation Assembles the return package from the ledger.
- Product compliance files Generates the technical file set for a product's market entry.
- Regulatory renewal reminders Never misses an annual registration or filing.
- Contract drafting Contract templates with remedies that hold up.
09
Product & Engineering
6 use casesRunning in our own business today.
- Spec-driven builds Turns an idea into a precise spec and then into shipped software.
- Code review and QA gates Every change is reviewed and tested before it merges.
- Gated deploys with watchdogs Deployments are checked, and a silent failure is caught.
- Backups and change logs Nightly backups and a daily record of what changed.
- Browser automation Operates vendor and bank portals that have no API.
- Custom ERP A purpose-built operating system replacing packaged software.
10
Internal Knowledge & Admin
13 use casesRunning in our own business today.
- Meeting transcript summaries Turns a recording into decisions and next steps and sends them to the right people.
- Meeting recap emails Drafts the follow-up email from meeting notes for review.
- One-tap decision queue Everything needing the owner's call becomes a single tap with a recommendation.
- Weekly open items A roll-up of every open commitment across the business.
- Company knowledge search Finds what the company already knows before anyone rebuilds it.
- Memory upkeep Keeps the system's working memory compact and consistent.
- Automation health watchdog Checks every scheduled job ran and re-runs what was missed.
- Shared drive audit Finds misfiled and stray documents and files them.
- Expert knowledge capture A structured interview that turns what is in someone's head into a written record.
- Capability catalog An always-current index of every automation the business owns.
- Advisor personas Standing specialist advisors that hold context and produce briefs.
- Audio and video transcription Transcribes recordings offline.
- Scanned documents to database Turns scanned pages into a searchable, verified record.
How It Works
Discovery first.
Then one sprint at a time.
Then one sprint at a time.
Nothing is built before we have watched how the work actually moves. Nothing is handed over that you did not see built.
01
Discovery
Two working sessions on site or on screen. We watch how the work moves, list every manual handoff, and rank them by hours recovered.
02
Sprints
Three to four hours at a time, one on one with David. Each sprint ships one working piece and one thing you learned to do yourself.
03
Handover and Growth
The system runs in your accounts with your documentation. We stay on for the next process, or step back, because you own it either way.
What You Get
A working system,
and a person who can keep building it.
and a person who can keep building it.
You leave with automations running in your own accounts and someone on your team who understands them.
Process Map
Every manual handoff in the business, ranked by the hours it costs.
Working Automations
Live workflows in your own accounts, not a demo.
A Trained Operator
A person on your team who can maintain and extend what was built.
Documentation and Runbooks
Written so the next hire can pick it up.
Monthly Impact Report
What each workflow did and what it replaced.
Built the Way We Built ARIA
ONE APOLLO runs on an AI operating system we designed for ourselves. Every method here is one we use daily.
Next Step
Start with the process
that costs the most hours
We work through referrals. If you have been referred, send us a message and we will do the first discovery session before any engagement is scoped.