Custom software + AI for owner-led service businesses
Less chaos, better follow-up, systems your team will actually use.
Aivex Systems helps owner-led service businesses in the Inland Northwest reduce admin drag, train faster, and stop losing leads with practical systems built around the way their team already works.
Sound familiar?
The work is growing. The system behind it isn't.
Leads slip through the cracks
Follow-up lives in inboxes, texts, and memory. Good opportunities go cold because no one clearly owns the next step.
Training depends on tribal knowledge
Your best process lives in one person's head, a few scattered docs, and whatever the team happens to remember.
Operations are scattered everywhere
Texts, emails, DMs, calls, spreadsheets, and sticky notes make it hard to see what is happening and what needs attention.
The owner is still the bottleneck
Approvals, updates, scheduling, and constant check-ins keep pulling the owner back into admin instead of higher-value work.
What we build
The first systems we usually help fix
Lead follow-up systems
Faster response times, fewer missed leads.
- Lead intake, routing, and next steps in one place
- Priority queues and follow-up visibility
- Automated messages with human approval where it matters
Training and onboarding systems
More consistency across the team.
- SOPs turned into searchable, usable systems
- Guided onboarding and searchable answers
- Progress tracking and completion reports
Ops visibility and workflow tools
Better visibility, less admin drag.
- Dashboards for the metrics that matter
- Summaries, digests, and reminders where useful
- Workflow tools built around how your team actually works
Why Aivex
Trust first. Systems second.
Human-centered, not AI theater
If software or automation will not solve a real problem, we will say so. The goal is better work, not more tools.
Simple first, custom when it matters
We start with the bottleneck, use the tools you already have when they are enough, and build custom only where it truly earns its place.
Built to land, not just launch
Justin builds the system. Amanda helps it stick through communication, rollout, training, and follow-through based on real use.
Real client work
Systems we've shipped to production.
Contractor Lead Generation Platform
Industrial supply
Problem
Sales team needed cold-call leads worth calling. Data brokers sold lists full of dead businesses and disconnected numbers.
What we built
An AI-driven scraping pipeline that pulls licensed-contractor data from state and local databases, enriches it with verified phone numbers, and lands it in a Next.js + Convex CRM.
Result
1.4M+ verified licensed contractors. 400,000 added in one week once AI agents handled source discovery and scraper writing.
Insurance Operations System
Independent insurance agency
Problem
Client communication, follow-up, and visibility into active work were spread across too many places.
What we built
A centralized system for content, lead handling, follow-up support, and client operations.
Result
More structured follow-up, clearer visibility, and less manual coordination across the business.
Construction Operations Platform
Residential construction
Problem
Lead management, project tracking, and accountability were spread across too many tools and conversations.
What we built
An internal operations platform for leads, clients, projects, tasks, invoices, schedules, and field use.
Result
Centralized operations with clearer visibility and accountability across active projects.
How it works
A calm, practical way to do this
Find the real bottleneck
We listen first. Where are leads getting dropped, training getting messy, or the owner getting pulled back into admin?
Scope the right first system
We decide what should stay human, where software helps, and where AI actually earns its place.
Build and connect it
We implement the system around your real tools, team, and day-to-day workflow so it works in the real world.
Roll out and improve
Amanda manages communication and adoption, Justin handles the build, and we refine based on what people actually use.
Find the real bottleneck
We listen first. Where are leads getting dropped, training getting messy, or the owner getting pulled back into admin?
Scope the right first system
We decide what should stay human, where software helps, and where AI actually earns its place.
Build and connect it
We implement the system around your real tools, team, and day-to-day workflow so it works in the real world.
Roll out and improve
Amanda manages communication and adoption, Justin handles the build, and we refine based on what people actually use.
Let's talk
Tell us what's eating your week.
If there is a real operational bottleneck, we will help you find the right first system. If there is not, we will tell you that too.
contact@aivexsystems.com, we respond within one business day