Managed Workflow Ops for SMBs
Your back‑office process, fully managed
We run your AR collections, support triage, and reporting end-to-end inside QuickBooks, Gmail, and Slack. You do not get another software platform. You get a process owner. Live in 7 days with SLA-backed guardrails.
7 Days
From kickoff to production
30%+
Typical cost reduction
0
Surprise bills
Money leaks when workflows stall.
Sound familiar?
Invoices go stale.
Net-30 turns into net-90 because nobody followed up. By the time your team gets to it, the customer has moved on and collection gets harder.
Disputes sit in the inbox unresolved.
A customer replies "this amount is wrong" and the email sits for days. Every day it sits, the likelihood of getting paid drops.
Cash flow slows while your team plays catch-up.
Your controller spends Friday afternoons chasing payments instead of forecasting. The business runs on stale numbers because current ones take too long to assemble.
Hiring another coordinator is expensive. Buying another SaaS tool just gives you more work to do.
You might not realize this is automatable
If it touches a screen, it can be automated.
Every time someone on your team reads a screen, copies a number, clicks a button, or sends a message, that is data moving between systems. An operator can do all of it. Here are tasks your team probably does by hand today.
Email and Inbox
- Forwarding messages to the right person based on what they say
- Writing follow-up emails when a payment is overdue
- Drafting first responses to support requests
Spreadsheets and Data Entry
- Copying invoice numbers from an email into QuickBooks
- Reconciling two spreadsheets to find mismatches
- Assembling a weekly report from three different tools
Portals and Browsers
- Logging into a portal to check order status
- Downloading a bank statement and entering the numbers
- Pulling a report from one system and uploading it to another
Customer and CRM
- Checking if a new lead already exists before entering it
- Looking up an account to answer a customer question
- Updating deal status after a call or email
If your team is doing it by reading, copying, and clicking, we can run it as a managed workflow. Most people just do not realize how much of their day is automatable until someone maps it out.
From call to production
From Chaos to Autopilot in 7 Days
The Diagnostic
A 15-minute call to confirm scope, check integration readiness, and set your target KPI.
Shadow Mode
We map the workflow and run it silently in the background to build exception playbooks and confidence scores.
Go-Live with Guardrails
The operator goes live with approval gates, safe-mode fallbacks, and human-in-the-loop escalation.
Steady State
Monthly operations report tied to business KPIs, unit throughput, and error rates.
The Diagnostic
A 15-minute call to confirm scope, check integration readiness, and set your target KPI.
Shadow Mode
We map the workflow and run it silently in the background to build exception playbooks and confidence scores.
Go-Live with Guardrails
The operator goes live with approval gates, safe-mode fallbacks, and human-in-the-loop escalation.
Steady State
Monthly operations report tied to business KPIs, unit throughput, and error rates.
A day in the life
Before and after: Finance Lead at a 30-person firm
Before
- 8:30 AM Opens QuickBooks, exports overdue invoices to a spreadsheet
- 9:15 AM Cross-references credit memos against flagged invoices
- 10:00 AM Writes 12 follow-up emails, copy-pasting customer names and amounts
- 11:30 AM Updates the cash forecast spreadsheet with this week's numbers
- 1:00 PM Sends the forecast to leadership, asks if the numbers look right
- 2:30 PM Handles two email replies disputing amounts
- 4:00 PM Realizes she missed an invoice from last week's batch
With DecarbDesk
- 8:30 AM Cash forecast already in Slack. Reviewed overnight, ready to approve
- 8:45 AM Reviews 3 draft collection emails. Approves 2, edits 1
- 9:00 AM Checks exceptions dashboard. One disputed invoice flagged, already routed
- 9:15 AM Done with collections for the week. Opens the quarterly strategy doc
- 10:00 AM Meets with the GM to discuss cash position. Numbers are current
- 1:00 PM Spends the afternoon on vendor contract renegotiations
- 4:00 PM Nothing fell through the cracks. The workflow caught what she would have missed
Who this is for
What changes for your role
Finance Lead
Before
Friday afternoons spent chasing invoices in QuickBooks, copying data into spreadsheets, and assembling a cash forecast that is stale by Monday.
After
Collections run daily on autopilot. Cash forecast updates itself. Reconciliation flags mismatches and suggests how to fix them the same day. Your controller reviews and approves instead of compiling.
Ops Lead
Before
Shared inbox where requests sit for hours. Manual dispatch tracker in a spreadsheet that is always behind. Support tickets piling up without first responses.
After
Intake validated and routed in minutes. Support tickets triaged with draft responses ready for review. Reporting dashboard assembled overnight, not by hand.
Founder / GM
Before
Spending Monday mornings pulling numbers from five tools for a meeting that starts with "does anyone have the latest?" No single source of truth.
After
Monday morning executive digest lands in Slack at 8 AM: revenue, pipeline health, cash position, risks, and action items. Your meeting starts with answers.
You could build this yourself. Here is why most teams do not.
DIY Automation Tools
Platforms like n8n, Zapier, and Relay let you build workflows yourself. You also maintain them yourself. When an API changes at 2am, when an edge case breaks the logic, when a vendor updates their auth flow: that is your problem.
Traditional BPO / Outsourcing
Offshore teams working outside your systems. Prone to human error, communication lag, and staff turnover. You pay for hourly labor whether the work is done well or not.
DecarbDesk (Managed Ops)
Not software. A service. We build the workflow, run it end-to-end, and fix it when something breaks. One tailored solution replaces the patchwork of SaaS subscriptions your team duct-taped together. It is bespoke to your processes, grows with your business, and comes with SLA-backed monitoring.
Built on 20 years of data architecture experience across financial services, pharma, insurance, energy, and government. See background.
SLA-Backed Approvals
Sensitive actions wait for a human yes in Slack before they run. Response times are SLA-guaranteed.
Audit Logs + Confidence Scores
Every action logged with a confidence score, what triggered it, and why. Trace any decision back to the source.
Hard Caps
Workflows stop at your run limit. No surprise bills, ever.
Exception Playbooks
Our workflow library learns from edge cases to constantly improve throughput and reduce errors.
Your tools. Your data. One tailored solution.
Stop paying for five SaaS platforms that each do part of the job. We connect the tools you already run into a single managed workflow, bespoke to your processes and your way of working. No new dashboards. No new logins. Walk away anytime.
Open standards, not lock-in
We build on open protocols and open-source infrastructure (PostgreSQL, Docker, Git). You choose your AI provider (Anthropic, OpenAI, Google Gemini) or run open-source models on your own hardware. Nothing depends on a single vendor staying in business.
Data stays in your tools
Your QuickBooks data stays in QuickBooks. Your emails stay in Gmail. Your sheets stay in Sheets. We read and write through authorized APIs. Nothing is copied to our servers.
Walk away clean
If you cancel, your tools and data are exactly where they were before. No export needed. No migration. No hostage data. You just go back to doing it manually.
Teams like yours
The same workflow infrastructure, adapted to different industries.
Automated collections and cash forecasting
12 hrs/week saved
Controller reclaimed Friday afternoons
Lead intake routing and follow-up automation
3x faster response
From inquiry to first reply in under 10 minutes
Support ticket triage and first-response drafting
68% fewer errors
Tickets categorized and routed without manual sorting
Client intake validation and document extraction
20 min per doc saved
Engagement letters and retainers parsed automatically
Appointment scheduling and patient follow-up
2-day cash improvement
Insurance billing reconciled daily instead of monthly
Pipeline review and deal health monitoring
2 hrs/week reclaimed
Monday pipeline meeting starts with answers, not spreadsheets
Live in 7 Days
From kickoff to production in one week. Here is the timeline.
Map your workflow and connect tools
Build automation logic and approval gates
Configure caps, monitoring, and exception handling
Parallel run, side-by-side with your manual process
Go live with full monitoring active
Frequently Asked Questions
No. Decarb means de-friction. We strip the operational drag out of your back office: the manual data entry, the copy-paste between tools, the follow-ups that fall through cracks. The name has nothing to do with carbon or environmental services.
That is what the Diagnostic call is for. Most people do not think of their daily tasks as "workflows." They think of them as "the annoying thing I do every morning." If someone on your team reads a screen, copies a number, sends a follow-up, downloads a report, or enters data into a form, that is a workflow. During the 15-minute call, we walk through your day and identify the tasks that are repetitive, data-driven, and high-value to automate. You do not need to come prepared with a spec. Just describe what your week looks like and we will map the opportunities.
Day 1: we map your workflow. Days 2-3: we build the automation logic and approval gates. Days 4-5: we configure caps, monitoring, and exception handling. Day 6: parallel run alongside your manual process. Day 7: go live with full monitoring. We use a constrained set of proven tools (QuickBooks, Gmail, Slack, Sheets, HubSpot) and battle-tested patterns, so there is no guesswork.
We keep running it. The monthly managed plan covers monitoring, bug fixes, and a monthly ops efficiency report. If something breaks at 2am, we fix it. You do not need to hire someone to maintain the workflow.
No. Workflows run inside the tools your team already uses: QuickBooks, Gmail, Slack, Google Sheets, HubSpot. Approvals happen in Slack. Reports land in Sheets. Your team does not log into a new platform.
Every managed client gets a monthly ops efficiency report with actual numbers: hours saved, runs completed, errors caught. You compare those to your pre-automation baseline. If the numbers do not hold up, you can cancel the managed plan with 30 days notice.
There is a one-time setup fee for the 7-day build, plus a flat monthly managed plan. Runs are capped so workflows pause at the limit and there are no surprise bills. Visit our pricing page for the specific numbers, or book a fit call and we will scope your workflow with a firm quote before you commit.
Yes. During the 7-day build, we feed the workflow examples of your actual communications: collection emails, support replies, follow-up messages. The workflow drafts in your voice, not a generic template. Over time, feedback from your team (approving, editing, or rejecting drafts) refines the output further. The monthly ops report tracks draft acceptance rate so you can see the improvement.
Four layers: human approval gates for high-value actions (you confirm in Slack before it runs), quality gates that score every output against calibrated judges before it reaches you, complete audit logs for every automated step so you can trace any decision back to the source (searchable, exportable), and hard caps on run volume (workflows pause, never overshoot). There is also a kill switch that stops everything instantly if needed.
Those are software platforms. You build the workflow, you maintain it, you fix it when it breaks. Even products marketed as "AI agents" typically deliver a chatbot or voice interface that automates a single task, not an entire process. DecarbDesk is a managed service. We build the workflow, run it end-to-end, and fix it. You get a monthly report tied to your business KPIs. If an API changes, an edge case appears, or a vendor updates their authentication, we handle it. No developer on staff, no platform login, no new subscription to maintain.
We work with enterprise systems (SAP, Salesforce, Oracle, custom portals) in addition to the standard tool stack. Our founder has spent two decades architecting data solutions for billion-dollar organizations including American Express, Nationwide Insurance, Biogen Pharma, and others across financial services, pharma, telecom, government, and more. For organizations with fragmented data, legacy integrations, or complex approval hierarchies, the engagement starts with a scoped discovery phase that audits the data landscape, maps integration points, and produces a detailed automation plan before any build begins. The method is the same. The timeline adapts to the complexity of the environment.
About $1-2 per hour of workflow operation. You use your own API keys or subscriptions (Anthropic, OpenAI, Google Gemini) and you see exactly what you spend. We do not mark up token costs or bundle them into our fees. If you prefer open-source models on your own hardware for full data sovereignty, we set that up instead. You choose the provider and you hold the keys.
We build workflows that operate within your existing compliance boundaries. Data stays in your tools. Audit logs record every action. Permission mirroring ensures workflows never exceed the access level of the human they replace. For regulated industries (healthcare, finance, legal), we scope compliance controls during the Diagnostic call and configure them during the build. If your environment requires specific certifications, we work with your compliance team to validate the setup before go-live.
There is no gatekeeping. If you want us to run everything, we run everything. If you want to understand the internals and eventually extend workflows yourself, we offer 1-on-1 training tailored to your specific use cases. We also run AI literacy sessions for teams that want to build their own skills alongside the managed service. AI is personal. People want to level up their own processes and their own understanding. We are here for both the hands-off client and the hands-on learner.
Move from idea to production in 7 days
Book a 15-minute fit call. We will map your workflow, give you a firm price, and estimate ROI before you commit.
1 workflow live in 7 days, with guardrails built in
Book a 15-min Fit Call