Fixed-fee AI employee backfills · $500K–$5M in profit
A key person gives notice, retires, or takes another job — and the work only they knew how to do is about to walk out with them. Dean backfills that work for a fixed fee: we build small AI-powered tools that do their routine jobs, on your rules, inside the systems you already use.
Your apps are outdated, and until now building custom software for one person’s job was too complicated and too expensive to bother. It isn’t anymore. We can build the tool quickly, around how that job actually gets done — so the business doesn’t walk out the door with this departure.
Replacing a person takes months — advertise, interview, hire, train — and the whole time, their work piles up or falls on everyone else. And a new hire still doesn’t know what the last person knew. Here are the four jobs that hurt most when the person who did them leaves.
They knew every customer, every open thread, and exactly how to say things. When they go, emails sit unanswered, follow-ups stop, and callers hit a phone nobody picks up — until a replacement slowly learns it all again.
The backfillReplies go out in their voice, the phone gets answered, follow-ups keep happening — and anything unusual is escalated to a person instead of guessed at.
Every quote and form needs context: what this customer paid last time, which terms you use, what was agreed on the last job. That context lived in their head and their old files, so a replacement starts every document from scratch.
The backfillWe capture that context once — past quotes, proposals, and paperwork — and use it to fill in future forms the same way they would have.
They knew which enquiries mattered, who should get them, and how fast to move. Without them, new leads sit in a shared inbox for hours or days — and a lead answered late is usually a lead lost.
The backfillEvery lead gets routed to the right person and responded to within a few minutes, day one — no gap while you hire.
Their systems are old and the methods are older — and they were the one who knew the workarounds. A replacement types things in differently, entries drift, and the errors only surface months later.
The backfillEntry stays consistent — same fields, same rules, every time — inside the old system as it is today, and it stays that way even as the technology underneath improves.
Until now, there were only two bad options: rush a replacement hire, or let the work slide. Building custom software for one person’s job was too complicated and too expensive — and the apps they used are outdated, so they never covered it either.
That’s changed. We build small, quick tools that operate on your rules — how they replied, what they checked, when they escalated — captured before they leave, or rebuilt from their past work if they already have. The knowledge stays in the business, in the tool, instead of leaving with the person.
Someone leaving, retiring, or already gone? That’s what the review call is for. Tell us who it is and what they do — we’ll tell you straight which parts a backfill can cover, and which parts it can’t.
Book a reviewNo retainer, no hourly billing, no open-ended project. A free 30-minute review, then one fixed fee to backfill the person who’s leaving — their routine work, running on your rules, before their last day or right after it.
A plain look at the person who’s leaving and the work they do. We go job by job and tell you honestly what a backfill can cover — and what still needs a human hire.
We build the small tools that do their routine work — on your rules, in your systems, in their voice where customers hear it. Live in two weeks. Then you decide, calmly, whether you still need to hire.
You only hear the fee after the review call — once we both know exactly which work the backfill covers. One number, agreed before we start.
Built to move faster than a departure notice.
Who it is, when their last day is, and what they do all week. On the call we sort their work into what a backfill can cover and what it can’t.
Their past emails, quotes, forms, and entries become the rules: how they reply, what they check, which context fills which form, when to escalate. You approve a one-page plan and the fixed fee.
Their routine work keeps running — inbox answered, leads replied to in minutes, forms filled, data entered. Your team sees exactly what it does and what it hands back to a person.
Outside the $500K–$5M profit range? Book anyway and say so in the form — if we can’t help, we’ll tell you straight and point you in the right direction.
Small software tools, built for one departing person’s routine work. They run on your rules — captured from how that person actually did the job — inside the systems you already use. The inbox gets answered, quotes go out, leads get replied to, data gets entered. It’s not a general chatbot and it’s not a new platform your team has to learn.
Usually not. Their past work is still in your business — sent emails, old quotes and proposals, completed forms, past entries. We rebuild their rules and context from that. It’s easier if they’re still around to walk us through it, but “already gone” is the most common starting point we see.
Replies are written in their voice, from their past messages — same tone, same way of signing off. And the backfill only handles the routine: the moment something is unusual, sensitive, or outside the rules, it escalates to a person instead of answering. Nothing gets guessed at in your customer’s direction.
One fixed fee, quoted after your review call once we know exactly which work the backfill covers — no hourly billing, no retainer, no surprises halfway through. The call itself is free, so you’ll know the full cost before you commit to anything.
That’s the normal case, not a problem case. Until recently, building custom software around an old system was too complicated to be worth it — now we can build the tool to fit the system as it is, outdated methods and all, and keep the work consistent. If something genuinely can’t be covered, we’ll say so on the review call, before you pay anything.
That’s your call, and the backfill buys you time to make it well. Some owners find the routine work was most of the seat and don’t rehire it. Others hire later, for the parts that need a person — and the new hire starts with the routine work already covered and the rules written down. Either way, you’re not hiring in a panic while the work piles up.
You can — just select “Outside that range” in the form. This is set up for that range because that’s where covering one key person tends to matter most, but if your situation is close or unusual, the call is still the fastest way to find out.
Fill this in and pick a time. 30 minutes, free — you’ll leave knowing which of their work a backfill can cover, and the fixed fee to cover it.
Takes about 60 seconds. We’ll use this to prepare for your call.
Choose any 30-minute slot that suits you. The call is on video, and you’ll get a calendar invite with the link right away.
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Prefer email first? Use the form and mention it in the box above — we’ll reply before booking anything. Reviews are for owner-led businesses; if you’re outside the $500K–$5M profit range, select that option so we can prepare accordingly.