We learn your workflows, identify the highest-impact AI projects, build them, and onboard your team. You don't need to be technical.
“Our sales team is now at least 2x more productive. The work Elliott and the team have done to build custom software and AI capabilities for BlackType is what I see as the key differentiator we now have over our competitors.”
Before: every purchase order was keyed in by hand.
Before: expanding with no list of who to call.
We sit down with you and your team to see how your week really runs: who does what, what you log into, and where the time goes.
There's a lot of noise out there. We pick the few changes that would save you the most time or bring in the most money.
Custom software that connects the systems you already use, and AI agents that run your workflows for you, from new enquiries to orders, follow-ups and reports.
We walk every person through what's changed, answer questions as they come up, and adjust things to fit how they work.
Order SO-1042 is in. All 3 wines are in stock, the invoice is in Xero and Priya has her confirmation.
| Rep | Visits | Orders | Next step set |
|---|---|---|---|
| Sam | 24 | $18.4k | 96% |
| Alex | 27 | $15.1k | 91% |
| Jo | 21 | $9.8k | 64% |
| Account | Stage | Next step | Due |
|---|---|---|---|
| HHarbour Lane Bistro | Prospect | Send pinot pricing | Fri |
| CCellar Door Co. | Customer | Check overdue reorder | Today |
| NNorthside Cellars | Key account | Quarterly review | Thu |
| CCorner Store Wines | Customer | Send quote | Today |
| DThe Dockside Hotel | Prospect | Intro call | Tue |
Connect the tools your business already uses. Kaia only acts with the access you approve.
| Integration | Status |
|---|---|
| GmailRead, draft and send email | Connected |
| HubSpotContacts, companies and deals | Connected |
| XeroInvoices, bills and contacts | Connected |
| Cin7 CoreStock, products and sales orders | Connected |
| Google CalendarEvents and availability | Connected |
| Google SheetsRead and update spreadsheets | Connected |
| WhatsAppMessages from your team | Connected |
| OutlookEmail and calendar | Connect |
| ShopifyOrders, products and customers | Connect |
| NotionPages and databases | Connect |
| FathomMeeting recordings and notes | Connect |
| GranolaMeeting notes | Connect |
| Google AdsCampaigns and performance | Connect |
| Meta AdsCampaigns and audiences | Connect |
| Google Analytics 4Traffic and conversions | Connect |
| LinkedInPosts and company page | Connect |
Done. Harbour Lane is updated and your Friday follow-up is set.
Try the sidebar: open the custom app or the agent run.
Hi Priya, the order processing agent is live. It handled 5 orders this morning, all approved by you.9:30
Amazing. Can it hold anything over $5k for me to check first?9:32
Done. Orders over $5k now wait for your approval. Everything else goes straight through.9:33
👌9:33
Morning all 👋 9 of 10 of you used voice to CRM every day last week.
Tip: finish each note with your next step, like “follow up Friday”, and it's scheduled for you.
Didn't know that. Trying it after my 10am
@Jo your Dockside Hotel intro is tomorrow at 10. I've added their new wine list to the account.
Legend, thanks 🙏
Hi Lee, a few reps have no plan for next week. Want an agent that reviews their week, recent orders and Q4 goals, and suggests priorities every Friday?2:15
Yes please. Can it go into their calendars?2:18
It'll draft time blocks for each rep to approve. First run is this Friday at 3pm.2:18
Perfect, thanks2:19
Sit down with the Kaia team. We'll learn how your business actually runs and show you where AI and software would genuinely help, even if the answer isn't Kaia.
Something else on your mind? Ask us in your free AI audit. There's no such thing as a silly question about AI.
It's a 30-minute video call. We ask how your week really runs: who does what, which tools you use, and where time disappears. Then we point out the handful of things AI and software could take off your plate or help you grow.
You leave with that list whether or not you ever work with us.
No catch. The audit is how we learn what small businesses actually struggle with, and how you decide whether we're worth working with. If Kaia isn't the right fit, we'll tell you and point you somewhere better.
If there's a fit, you'll get a clear proposal after the audit covering what we'd build, how long it takes and what it costs, before anything starts. Ongoing Kaia plans are a monthly subscription, and you only pay for work that actually gets done, not for chat or failed runs.
Not at all. That's who we built Kaia for. We do the setup and the building. Your team just sees things getting done, plus a simple place to approve anything important.
You decide what Kaia can do in each of your tools. Anything that matters, like sending an email, paying a bill or changing an order, can wait for someone on your team to approve it, and every action is logged so you can see exactly what happened.
You can disconnect a tool at any time, and ask us to delete your data.
The tools most small businesses already run on: Gmail and Outlook, Google Calendar and Sheets, Xero, Shopify, HubSpot, Notion, WhatsApp, Cin7, plus Google, Meta and TikTok ads, and more. If you rely on something we don't connect to yet, tell us in your audit.
Most businesses have their first piece of busywork running on its own within two to three weeks. Our standard plan is 30 days from the first sit-down to your whole team using it.
That's the part most AI projects skip, and it's a whole week of ours. We walk every person through what's changed, answer questions as they come up, and adjust things to fit how they work. We stay on after launch too.
That's not the goal. Kaia takes over the repetitive admin so your people can spend their time on customers, sales and the work that grows the business.
No. Kaia works on top of the tools you already have, so there's no big migration and no new system to learn.