Lead catcher
Watches your inbox, web forms and calendar. Answers new leads fast and flags anything that's slipping.
Raleigh · Durham · Chapel Hill · the whole Triangle
The AI department your business can't afford to hire
For a fraction of the cost. We find where AI saves your business time and money, build the tools inside your own accounts, train your people, and keep it all working. Most owners start with weekly sales scorecards or meeting prep and see it work before committing to more.
Not an IT shop. Built by a business owner who has run a 20-plus person company for over 20 years and put AI to work in it himself.
Measure first: every engagement starts with hours and dollars, not hype
5 to 50 employees
You know AI matters. Nobody's had time to set it up.
Most owners use AI for an email or a picture. The real gains come from systems across the company, and that takes time, know-how and someone to keep it running.
Labor keeps climbing
Doing more with the team you have is now a survival issue.
Ideas are cheap
Any chatbot can write a plan. Setting it up, training staff and keeping it working is where owners stall.
Big companies are hiring for this
A 12-person company can't hire an AI lead. It can rent part of one.
Your numbers, on your desk, every week
Most owners start here. Both builds read the QuickBooks and Google or Microsoft 365 you already use, and show up before your meeting without anyone pulling a report.
First tool option 1
Sales scorecards
Each salesperson's results against goal, every week, with notes on who's ahead, who's behind and which quotes need a follow-up call.
Sales scorecardSample data
| Week of Oct 12 | Booked | Goal | Quotes out | Close rate |
|---|---|---|---|---|
| Jordan | $18,400 | $20,000 | 7 | 44% |
| Priya | $23,100 | $20,000 | 5 | 52% |
| Marcus | $12,200 | $20,000 | 11 | 29% |
Worth a look: Marcus has 11 quotes out and the lowest close rate. Four are over 14 days old with no follow-up logged. Behind pace
QuickBooksLead sheet or CRMGoals sheet
First tool option 2
Weekly meeting prep
Before your team meeting, AI pulls last week's sales, cash, open jobs and the calendar into an agenda and a one-page briefing. You walk in knowing what to talk about.
Monday team meetingSample data
- Sales: $53,700 booked, 90% of the $60,000 weekly goal. Priya over goal again; Marcus behind.
- Cash: $41,200 collected. 3 invoices past 30 days, $8,950 total. Follow up
- Jobs: 14 open, 2 due this week. Henderson kitchen waiting on cabinet delivery.
- Leads: 23 new, 19 answered same day. 4 still need a first reply.
- Calendar: 6 site visits booked. Thursday afternoon double-booked. Fixed by Tues
QuickBooksGmail or OutlookCalendarJob list
One thing to know: these reports are only as good as your books. If sales aren't tagged by salesperson or goals aren't written down, we'll tidy that up first, and the assessment tells you up front.
Then add more fuel
Once the numbers are flowing, these builds come next. Each is adapted to your business, your voice and your data, and runs in accounts you own.
Estimate writer
Turns your notes and photos into a clean proposal in your format and pricing language.
Website and SEO engine
Blog posts, service pages and Google Business Profile updates written in your voice, ready for review.
Reviews and social
Drafts review replies, social posts and newsletters so your brand shows up every week.
Hiring kit
Job posts, candidate screening questions, interview guides and onboarding packets.
SOP builder
Turns how your best people work into written procedures and a handbook new hires can actually use.
Ordering and waste watch
Tracks what you order, what you use and what you throw out, so materials stop leaking money.
Payment chaser
Watches QuickBooks for overdue invoices and drafts polite reminders on a schedule you set.
You approve it
AI drafts; a person checks. Nothing goes to your customers or staff without your sign-off, and we never ask for your passwords.
Start small. Climb when it pays.
Every step proves the next one is worth it. Nobody writes a five-figure check to find out if AI works for them.
1
30 minutes · free
Assessment
A conversation about your business. Within 48 hours you get your top 5 opportunities and what we'd build first.
2
Before we build
Agree what success looks like
We write down what we'll fix, where it stands today, and how we'll measure it. You sign off before any work starts.
3
Weeks 1 to 6
First tools
Sales scorecards or meeting prep, live in your accounts, with your team trained on it. Then more builds where they fit.
4
Monthly
Your AI department
If it delivered, keep going: new builds, upkeep of everything running, and a monthly report of hours and dollars saved.
Beta program
We're starting with a small group of local businesses. You get six weeks of ScaleFuel free. We agree on success up front, and you only continue on a paid plan if you get the value we agreed on.
Small group
Free for 6 weeks
The assessment, the builds and the training cost you nothing during the beta.
Success agreed up front
Before we build anything, we write down what we're fixing, where it stands today, and how we'll measure it at the end of week six.
Pay only if it works
At week six we check the results together. If you got the value we agreed on, you can continue on a monthly plan. If not, you owe nothing.
A good fit
- Owner-run business with 5 to 50 employees in the Triangle
- Runs on QuickBooks and Google Workspace or Microsoft 365
- Holds a regular team meeting, or has people selling
- An owner who wants to try it and will tell us the truth
What we ask
- Honest feedback, good and bad
- Permission to measure the hours and results
- A referral, only if it worked for you
You pay your own AI and software subscriptions directly, so the tools and data stay yours, during the beta and after.
Request your free assessment
A 30-minute conversation, at your business or online. A ScaleFuel specialist leads it while AI takes notes, and you get your top 5 opportunities in writing within 48 hours.
- Email us a few times that suit you.
- Talk for 30 minutes about where your week goes.
- Get your report within 48 hours, and decide if the beta is for you.
We sign an NDA before we look at anything sensitive.
Request a time
Book my free assessment
Or email us
Or email us
hello@scalefuel.ai
Please don't email passwords, account numbers or customer details.
Straight answers
Do I need to know anything about AI?
No. We set everything up and train your people on the job they already do. If you can send an email, you can use what we build.
Who owns the tools?
You do. We build inside your own AI and software accounts. If you stop working with us, everything keeps running and stays yours.
What happens to my information?
It's used only to plan and build your tools. We sign an NDA before seeing anything sensitive, and we never ask for passwords in a form, email or chat.
What if it doesn't work for us?
That's why we agree on success before we start. If the beta doesn't deliver what we agreed on, you don't pay and you don't continue.
Is the assessment done by AI?
A ScaleFuel specialist leads the conversation, with AI taking notes and drafting the plan. A person reviews every report before it reaches you.
How are you different from an IT company?
IT firms install software. We start from how your business makes money and where your week goes, then build across sales, marketing, hiring and operations.