AI INTEGRATION & AUTOMATION FOR SMBs
Tooliva connects the tools you already use, builds the AI that runs the busywork, and hands you a system you own. Fixed-price builds. Live in 2–4 weeks. No retainers required.
SOUND FAMILIAR?
> lead: arrived 7:42pm → answered 9:15am ✗
Leads come in after hours and wait until morning — if anyone remembers them at all.
> data: typed into CRM → re-typed into invoicing ✗
Your team copies the same information between three systems, five days a week.
> report: built by hand → every single Monday ✗
Someone burns half a day assembling numbers that already exist in your tools.
> invoice #1042: sent → never chased ✗
Invoices go out. Follow-ups don’t. Cash flow depends on who remembers.
None of these need a new hire, a new platform, or a six-month “digital transformation.” They need your existing tools wired together properly — with AI doing the reading, routing, and chasing.
BUILT ON THE TOOLS YOU ALREADY TRUST
WHAT WE DO
No 47-service menu. Everything we sell fits under one of these — and every engagement starts by telling you which one you actually need.
Your tools, finally talking.
We integrate the software you already pay for — CRM, accounting, email, calendars, phones — so data moves without humans carrying it.
> sync: new invoice → QuickBooks → Slack ✓ 0.4s
AI that does the robot work.
We build AI agents and workflows that take the repetitive work off your team — reading, routing, drafting, chasing, and booking, around the clock.
> lead: captured → qualified → booked ✓ 11:48pm
Honest answers before invoices.
We audit your operations and tell you what’s worth automating, what it’ll return — and what to skip. The roadmap is yours whether or not we build it.
> audit: 14 processes scanned → top 3 by ROI ✓
THE MATH
The honest comparison most agencies won’t show you — because they’d rather rent you software than build you an asset.
OPTION A — HIRE FOR IT
OPTION B — BUILD IT WITH TOOLIVA
“If an automation won’t pay for itself inside 12 months, we’ll tell you not to build it — before you spend a dollar.”
Drag the sliders. See what the busywork really costs.
BURNED EVERY YEAR
$28,080
/ year, every year
PAYBACK ON A TYPICAL $7,500 BUILD
3.2
months — then it’s pure upside
HOW IT WORKS
No proprietary mythology with a trademarked name. Four steps, in plain English, the same every time.
We sit with your team, map how work actually moves through your business, and find where the hours leak out.
✓ Workflow map
✓ Systems inventory
✓ Leak list
> audit: 14 processes mapped
You get a ranked plan: what to automate first, what it returns, what it costs — and what isn’t worth building. Yours to keep, even if you walk.
✓ ROI-ranked roadmap
✓ Fixed-price quote
✓ Skip list
> rank: top 3 by payback period
Fixed price, agreed in writing before we start. Built and tested on your real data before anything touches your customers.
✓ Working system
✓ Tested on live data
✓ Weekly demos
> deploy: shipped to production ✓
Full documentation, a training session for your team, and 30 days of tuning included. Then it’s yours — no dependency on us.
✓ Documentation
✓ Team training
✓ 30-day tuning
> handover: docs + training complete ✓
SELECTED WORK
Names withheld under NDA — every metric below is from a signed-off client build. Ask us on the audit call and we’ll walk you through the actual systems.
> call: 11:48pm → qualified → booked ✓
FIELD SERVICES · 14-PERSON HVAC COMPANY
An AI voice agent now answers every call, qualifies the job, and books it straight into the calendar — including the 40% of calls that used to arrive after 6pm.
> receipt: read → matched → reconciled ✓
ACCOUNTING · 8-PERSON BOOKKEEPING FIRM
We wired their practice software, bank feeds, and document intake together. Receipts are read, matched, and reconciled automatically — staff review exceptions only.
> report: compiled → reviewed → sent ✓ 6:00am
PROFESSIONAL SERVICES · 22-PERSON AGENCY
Project data, time tracking, and invoicing now flow into one pipeline. The Monday leadership report writes itself; account managers got their mornings back.
WORD OF MOUTH
Real builds, real numbers. Full names withheld under NDA — ask on the audit call and we'll walk you through the actual systems.
Our phones used to go to voicemail after 6pm. Now every call gets answered and booked — we stopped losing the jobs we never even knew about.
Owner, 14-person HVAC company
> call: 11:48pm → qualified → booked ✓
Month-end close went from six days to two. My staff only touches the exceptions now — the receipts just reconcile themselves.
Partner, 8-person bookkeeping firm
> receipt: read → matched → reconciled ✓
The Monday report writes itself. My account managers got their mornings back, and the numbers are right every single time.
Founder, 22-person agency
> report: compiled → reviewed → sent ✓ 6:00am
Nick Hayghe · Founder, Tooliva
A NOTE FROM THE FOUNDER
“Most AI agencies sell you their favorite tool. I’m tool-agnostic — I get paid the same whether your answer is n8n, Make, or custom code, so you get the honest answer. And if the honest answer is “don’t automate that yet,” you’ll hear that too.”
PRICING
Most agencies hide pricing until the third call. Here’s ours — because the math is the pitch.
flat, one time
A 90-minute working session that goes deeper than the free call. We map your workflows, rank your automation opportunities by ROI, and hand you the roadmap. Credited in full toward any build.
> roadmap: mapped → ranked → quoted ✓ 5 days
Start with a free call →scoped in writing first
One automation, end to end: connected tools, AI doing the busywork, tested on your real data, documented and handed over.
> build: single workflow → multi-system
Book a free tool-stack audit →per month, optional
Monitoring, tuning, and small improvements for what we built. Month-to-month, cancel anytime — your system keeps running either way.
> care: optional by design
Ask on the free call →Not sure which you need? Book the free audit — we'll tell you straight, and the roadmap is yours either way. Single-workflow builds (one automation, two or three tools) start at $3,500. You’ll always see the full price before you pay anything.
START SMALL
The five automations we see pay for themselves fastest in small businesses — what each one costs, what it returns, and which to do first. One email, no pitch.
OBJECTIONS, ANSWERED
About two hours total: one working session at the start, one training session at the end. We handle everything between — you just watch the weekly demos and say yes or no.
No — that’s the whole point. We wire up what you already pay for. If a tool genuinely can’t do the job, we’ll tell you exactly why and what the cheapest fix is. We take no commissions from software vendors.
Everything we build includes 30 days of tuning and fixes. After that, most clients need nothing — the systems are documented and yours. If you want us on call, the Care Plan covers it month-to-month. Either way, you’re never locked to us.
Sometimes it isn’t — and if a $30/month Zap solves your problem, we’ll say so in the audit and you’ll spend $499 to save $7,500. We’re for the work that breaks simple Zaps: multi-step, exception-heavy, customer-facing processes that have to be right.
We design every workflow so AI proposes and rules dispose — anything irreversible (sending money, deleting records, emailing customers) either follows strict rules or routes to a human. You set the guardrails; we build them in, test them, and document them.
Builds are tested against your real data before go-live, and you approve the launch. If the delivered system doesn’t match the agreed spec, we keep working until it does — that’s what fixed price means. The risk is ours, not yours.
READY WHEN YOU ARE
A free 30-minute call — not a sales pitch. We’ll scope your highest-ROI opportunity and tell you straight whether automation is even the right answer. Want the full mapped roadmap after that? It's a fixed $499, credited to any build.
Prefer to reach out directly?