Client intake
New inquiries land in one place with everything you need, instead of scattered across email, texts, and voicemail.
Business Automation · Waupaca, WI
We build systems that take the repetitive work off your plate, from client intake and scheduling to follow-ups and reporting, so you and your team get hours back every week.
The Problem
Ask most small business owners where their time goes, and it isn't the work they're good at. It's everything around it: answering the same questions, typing the same information into three places, reminding customers about appointments, and pulling the numbers together at the end of the month.
None of it is hard. It just never stops, and it adds up to hours every week that could go to customers, to growing the business, or to getting home on time.
What We Automate
Custom-built workflows, not off-the-shelf software with another monthly fee. These are the ones we build most often.
Appointment scheduling
Customers book open times on their own, and reminders go out automatically, so fewer people forget.
Follow-up sequences
Leads, quotes, and past customers get a timely follow-up without anyone having to remember to send it.
Invoicing reminders
Polite reminders go out when payment is due, so you stop chasing invoices by hand.
Review requests
Happy customers get a well-timed ask for a review, which helps the next customer find you.
Reporting
The numbers you check every week, pulled together automatically and delivered on a schedule.
Where AI genuinely saves time, like drafting emails in your voice or pulling details out of documents, we build it in, and we build those tools to run without ongoing AI costs.
ROI First
Automation is only worth it when it saves more than it costs. So every project starts with the math. In the free consultation, we look at where your hours go, estimate what each fix would save, and put that number next to the price.
If the numbers don't work, we'll tell you, and we won't sell it to you.
One repetitive task, one year
- 5hours a week
- $40an hour of your time
- 52weeks a year
- $10,400a year, for one task
How It Works
Free consultation
Find the hours.
We learn how your business runs and where the time goes, then tell you what is worth automating and what isn't.
The math, upfront
Know the payback.
You get one price, with the time saved and the payback spelled out, before we build anything.
Build and test
Custom, not off the shelf.
We build around the tools you already use, like your email, calendar, spreadsheets, and forms, and test it on your real work.
Launch and support
We stay on.
We train your team, then stay on month to month to keep everything running and improving.
What You Own
When we build a system for you, you get a perpetual license to use it. No per-user pricing, no subscription that climbs every year, and no losing it if you stop working with us.
Perpetual license
Use what we build for as long as your business needs it.
No per-seat fees
Add people to your team without the bill going up.
Month-to-month support
Keep us on for changes and fixes, and stop whenever you want.
In Practice
“As an agent, the listing tool Vaelro built for our office has become part of how we do things day-to-day. I fill out one simple form for a new listing, and it automatically transfers the information to the master listing cheat sheet and gives me a ready-to-use MLS description, a social media caption, and a printable PDF for our files. Any time we've had a question or needed something adjusted, Liam and Owen got back to us right away. It's saved a lot of back-and-forth and kept things consistent no matter who's putting a listing together.”
Service Area
We are based in Waupaca and build automation for businesses across the county and central Wisconsin. We can sit down with you in person, see how the work actually gets done, and build around that.
- Waupaca
- New London
- Weyauwega
- Clintonville
- Manawa
- Iola
- Scandinavia
- and surrounding communities
Starting with a website?
Get the front door right first
For most customers, your website is the first thing they see. We build fast, mobile-first sites that you own completely.
Book a free 30-minute consultation. We'll look at where your hours go and tell you honestly what is worth automating, and what isn't.
hello@vaelro.co · Waupaca, WI