Apollo VantageGROUP
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Services

What we do, and what you get from it

We build the systems a business runs on, from connecting the tools you have to a platform built entirely around how you operate. Every piece has a fixed price, is documented, and is yours to keep.

01 · Integration

Connect the tools you already pay for

Your software is probably fine. The problem is what happens between one system and the next.

Right now that hand-off is usually a person, many times a day, and nobody notices until they are out sick. We connect your systems so information is entered once and lands in the right place. You keep your tools, and your team does not have to learn new ones.

  • Inquiries and calls land in a system instead of an inbox
  • Orders and invoices stop being retyped
  • Documents file themselves against the right customer
  • Your accounting matches what actually happened
02 · Automation

Take over the repeat work

Most of what gets called admin is a sequence software can follow, up to the point where a person should decide.

We set it up to read what comes in, work out what it is, and carry it as far as it sensibly can. Anything that needs judgment goes to a person. Nothing reaches your customers until someone on your team approves it, unless you decide otherwise.

  • New work sorted and routed the moment it arrives
  • Jobs carried across several systems without retyping
  • Replies and documents drafted for a person to approve
  • A record of what ran, when, and who approved it
03 · Reporting

Answer the questions you cannot answer today

Ask most owners what their real margin was last quarter and you get a pause, then a guess.

That is not carelessness. The answer is spread across systems that do not talk, and putting it together by hand takes a day nobody has. Once the systems are connected, the answer is one page you can read on a Monday morning.

  • Real margin by job, crew or service line
  • Advertising spend against the work it actually brought in
  • Work delivered and never invoiced
  • Who owes you, how much, and for how long
04 · AI assistant

Give your team an assistant

Every business has one person everyone interrupts. We build something the rest of the team can ask instead.

It is trained on your prices, policies, documents and history, and it lives inside your business, not on your website. Staff ask in plain English and it answers from your own records, or carries out the task.

  • Answers from your own records, not the internet
  • Drafts quotes, letters and replies in your business's voice
  • Looks across several systems to answer one question
  • Says when it does not know instead of guessing
05 · Custom software

Replace rented software with your own

Somewhere in your accounts is a stack of monthly charges for software you could own outright.

We add up what you pay now and what it becomes over five years. Where the numbers favor owning, we build one system around how your business works and the bills stop. Where they favor renting, we tell you to keep renting.

  • A five-year cost comparison for every tool you pay for
  • Several products replaced by one your team understands
  • Yours outright, not licensed back to you
  • A clear answer on what is cheaper to keep renting
What renting adds up toYour numbers
$
Paid over five years, before any price rises$72,000
Year 1$14,400
Year 2$28,800
Year 3$43,200
Year 4$57,600
Year 5$72,000

Running total. The audit sets this against the cost of owning, tool by tool.

06 · Support

Keep it running

Software drifts. A vendor changes something, your process changes, the business grows.

On a monthly plan we watch your systems, fix what breaks, and build a small piece of new work each month, agreed between us. A one-page report each month shows what the system did and what it saved, so you can judge whether we are still worth it.

  • Monitoring, so we notice problems before you do
  • A small piece of new work included each month
  • A one-page report on the same day every month
  • No hourly billing and no minimum term

Three ways to start

Most of our work is a full system. Every size gets the same standard.

Own it outright

One system built around how you work

  • One platform for your records, workflow and reporting
  • Your own assistant, trained on your records
  • The code, the data and the system, all yours

How it is pricedA fixed price set by the audit, half at the start and half on delivery. Then an optional monthly plan.

Connect it up

Keep what you have and make it work together

  • Your existing tools connected properly
  • Software handling the repeat work between them
  • One place to see what is actually happening

How it is pricedA fixed price set by the audit, half at the start and half on delivery. Then an optional monthly plan.

Start with one fix

Solve the one problem costing you most

  • One of the nine starter fixes, live within a week
  • Nothing else in your business touched
  • No audit needed

How it is pricedA fixed price agreed on the first call, paid when it goes live. An optional small monthly fee keeps it running.

Not sure where to start?

The Operations Audit

About a week. We map how work moves through your business, put a dollar figure on each gap, and give you a written plan with a fixed price for every piece. The plan is yours to keep, whether or not you hire us to build it.

Ask about an audit

Smaller starting points

Nine starter fixes, each live within a week

Each fix solves one problem and touches nothing else in your business. The price is fixed on the first call and paid when it goes live. An optional small monthly fee keeps it running.

Speed to Lead

Live in about a weekA lead comes in at 4pm on Friday and gets a call on Monday. By then they have hired someone else, and the ad money is gone.What it does
  • Texts every new lead back within seconds, day or night
  • Rings your phone, and a backup phone, until someone answers
  • Offers times from your calendar and books the call
  • Flags any lead nobody has touched after 15 minutes
  • Shows every lead, where it came from, and how fast it was answered

For any business that pays for leads: law firms, contractors, restoration, HVAC, agencies.

Ask about Speed to Lead →

Invoice Chaser

Live in 2 daysUnpaid invoices age quietly because chasing them is nobody’s favorite job.What it does
  • Checks your accounting system for overdue invoices every morning
  • Sends polite reminders on a schedule you choose
  • Stops the moment a customer pays, so nobody is chased twice
  • Hands anything past 60 days to you, with the email already drafted
  • A weekly list of who owes what, and for how long

For any business with money sitting in unpaid invoices.

Ask about Invoice Chaser →

Review Engine

Live in about a weekHappy customers rarely leave a review unless someone asks them at the right moment.What it does
  • Asks every customer for a review by text the moment the job is done
  • Sends any complaint to you the same day, so you can put it right
  • Drafts a reply to every review for you to approve in one tap
  • Shows your rating over time and who has not been asked yet

For businesses customers choose on Google: trades, clinics, restoration, dental.

Ask about Review Engine →

Dashboard in a Day

Live in 2 daysThe numbers that matter live in four systems, and nobody sees them together without building a spreadsheet.What it does
  • The five numbers you run the business on, on one screen
  • Pulled live from the tools you already pay for
  • Works on your phone
  • A Monday morning email with the same numbers and what changed
  • Read-only, so nothing in your systems can be changed by it

For owners who wait days for numbers from a bookkeeper or manager.

Ask about Dashboard in a Day →

Quote to Signature

Live in 2 to 3 daysQuotes take an evening to write, go out late, and nobody follows up on them.What it does
  • Builds a branded quote from a short form
  • Sends it for e-signature, with the deposit request attached
  • Follows up on its own on day 2, 5 and 10 until the customer answers
  • Shows every quote: sent, opened, signed or gone quiet

For businesses that send quotes and proposals.

Ask about Quote to Signature →

New Client Onboarding

Live in 2 daysEvery new client means a scramble of forms, emails, folders and calendar invites, done by hand.What it does
  • One intake form that starts everything
  • Creates the client record, folder and checklist on its own
  • Sends the welcome email and books the kickoff
  • Shows where every new client is in the process

For service businesses that sign new clients every week.

Ask about New Client Onboarding →

Owner Report Pack

Live in 1 to 2 daysSomeone spends half a day each week on a report that is out of date by the time it is finished.What it does
  • Builds the report on its own from your systems
  • Arrives in your inbox on the same day each week
  • Highlights what changed since last time
  • Frees up the half-day that went into making it

For businesses where someone builds the same report every week.

Ask about Owner Report Pack →

Website to CRM

Live in 1 to 2 daysForm fills land in an inbox nobody owns, with no record of which ad or page produced them.What it does
  • Every form fill goes straight into your CRM
  • Records the ad, page or campaign that produced it
  • Alerts the right person the moment it arrives
  • Shows which marketing actually produces customers

For businesses whose website forms land in an email inbox.

Ask about Website to CRM →

Inbox Triage

Live in 2 to 3 daysTwo hundred emails a day, and the three that matter are buried among the rest.What it does
  • Sorts the inbox every morning: needs you, needs a reply, needs nothing
  • Drafts replies to routine emails in your voice, waiting for your approval
  • Flags anything with a deadline or a dollar amount
  • A 7am summary of what came in and what is waiting

For office-based businesses: law firms, agencies, clinics.

Ask about Inbox Triage →

Fixes that send text messages take about a week, because business texting has to be registered with the phone carriers first.

Not sure which fits?

That is what the first call is for.

Thirty minutes, free. Tell us what is slowing the business down and we will tell you what we would fix first.

Book a free call