Phone & front desk agent
Answers every call and text, books appointments, takes orders and sends the rest to the right person with a summary.
After-hours calls · bookings · FAQs
40.5853° N 105.0844° WElev. 5,003 ftNorthern Colorado AI studio
AI that shows up in person.
We sit down at your counter, your shop floor or your front desk, learn how your business actually runs, then build the AI that hands your team back the hours they lose to busywork. Local, hands-on, and measured in hours saved.
Fort Collins 5,003 FTLoveland 4,982 FTGreeley 4,658 FTWindsor 4,800 FTLongmont 4,979 FTEstes Park 7,522 FTBerthoud 5,030 FTTimnath 4,890 FTWellington 5,200 FTJohnstown 4,820 FT
Why we exist
Most AI sold to small businesses is another login. We start with your Tuesday: the calls, the quotes, the spreadsheets, the inbox at 9 pm.
We learn the business first
Two hours on-site with you and the people who do the work. We watch the real process before we suggest a single tool.
We build inside your tools
QuickBooks, Square, Google Workspace, Jobber, your phone line. The AI fits into what your team already opens every morning.
We stay twenty minutes away
When something needs adjusting, we drive over. Every engagement includes in-person tuning, not a support ticket.
What we automate
Pick your kind of business.
Here is the first build we'd typically scope for a few Northern Colorado staples. Every engagement starts from your own workflow, so treat these as starting points.
How it works
Four gates, one direction.
A fixed path from first coffee to working automation. You see the plan and the price before anything gets built.
01Week 1
Sit-down
Two hours at your place with you and your team. We map where time goes and where things fall through the cracks.
- Shadow the real workflow
- Inventory your software
- Find the 3 biggest time sinks
02Week 2
Blueprint
A written plan: what we'll automate, what it costs, how many hours it should return, and what stays human.
- Fixed-price scope
- Hours-back estimate
- Data & privacy review
03Weeks 3–6
Build
We build, connect and test against your real data, then train your team on-site until it feels routine.
- Weekly demos
- Staff training on-site
- Owner-level dashboard
04Ongoing
Tune
Thirty days of hands-on adjustment, then an optional retainer to keep improving and to add the next gate.
- Monthly check-in visit
- Accuracy monitoring
- Next automation queued
What we build
Six things we build most.
Practical systems with a clear owner and a clear payoff. If it can't be measured in hours or dollars, we won't sell it to you.
Quotes & invoicing
Turns site photos, voice notes or emails into a priced quote in your format, then chases unpaid invoices politely.
Estimates · follow-ups · A/R
Scheduling & dispatch
Fills the calendar around crew skills, drive time between Loveland and Greeley, and parts on hand.
Crews · routes · reminders
Inbox triage
Sorts, drafts and files email so you open your inbox to decisions instead of a pile. Nothing goes out without your approval.
Drafts · routing · vendor mail
Owner dashboards
A Monday-morning brief that pulls sales, labor, cash and reviews into one page, written in plain English.
Weekly brief · alerts · KPIs
Team knowledge assistant
Your SOPs, price lists and manuals in one place your staff can ask in plain language, from the shop floor or the truck.
SOPs · training · manuals
Hours back
What is the busywork costing you?
Move the sliders to match your team. We use a conservative assumption that about a third of repetitive admin can be automated on a first build.
Estimated hours back per year
0
Labor value$0
Per week0 hrs
An estimate for planning, based on 48 working weeks. Your sit-down replaces these assumptions with numbers from your own operation.
The name
Northern Colorado was built on knowing where the water goes.
In the 1870s, farmers dug ditches off the Cache la Poudre to irrigate the plains around Greeley and Fort Collins. At the top of every ditch sits a headgate: a simple iron gate that decides how much water flows, and where.
That's our job with AI. Not a flood of new software, but a well-placed gate that sends effort to the work that matters and lets the routine run on its own.
Engagements
Clear prices. No seat licenses.
Every build is fixed-price after the blueprint. You own what we build, and the software costs are passed through at cost.
Start hereWeek 1–2
Sit-down & Blueprint
$0first sit-down
An on-site working session and a written plan with scope, price and hours-back estimate.
- 2-hour on-site session
- Workflow map
- Fixed-price proposal
Most commonWeeks 3–6
First Build
$4,500and up
One to three automations built, connected and trained on-site, with 30 days of tuning.
- Integrations with your tools
- On-site staff training
- 30 days of in-person tuning
- Owner dashboard
Keep improvingMonthly
Field Partner
$950/ month
A standing AI partner: monitoring, monthly visits and a new improvement each quarter.
- Monthly on-site check-in
- Monitoring & fixes
- One new automation per quarter
Questions owners ask
Straight answers.
If yours isn't here, bring it to the sit-down.
Do I need anyone technical on staff?
No. We build, host and maintain everything, and train your team on the parts they touch. If you can use email and a phone, you can use what we build.
What happens to my customer data?
We use business-tier AI services that don't train on your data, keep access limited to what each automation needs, and document where every piece of data lives. You can see the full list in your blueprint.
Will this replace my employees?
Our goal is to take the repetitive work off your best people so they can do more of what customers pay for. Most owners use the hours to grow without hiring as fast, or to finally take a day off.
What if the AI gets something wrong?
Anything that touches money or customers starts with a human approval step. We monitor accuracy during the 30-day tuning period and only loosen the approvals once you're comfortable.
Which tools do you work with?
Commonly QuickBooks, Square, Toast, Google Workspace, Microsoft 365, Jobber, ServiceTitan, HubSpot and your phone system. If your software has a way in, we can usually connect to it.
How far do you travel?
Anywhere in Larimer and Weld counties, plus Longmont and Boulder County by arrangement. Estes Park included, especially in October.
Book a sit-down
Coffee's on us. Bring the busywork.
Tell us a little about your business and we'll set up a two-hour session at your place. No pitch deck, no obligation.
hello@headgateai.com