PantheonAI Solutions
Business systems · CRM · AI operationsCustom business systems for small companies
We map how your business really runs, then build the CRM, tracking, team app, and routines that fix it, on tools you already own. An AI assistant handles the data entry, so your team just tells it what happened.
We take on a small number of clients at a time, so every build gets full attention.
What we build
Systems built around how your team already works, so they get used from day one.
CRM and sales follow-up
Prospect lists, pipeline, and follow-up reminders set up in a free CRM, so no lead goes cold.
Inventory and lot tracking
Stock, batches, recipes, and reorder alerts, with QR labels your team can scan from a phone.
Team web app
One simple app with today's tasks, accounts, pipeline, and inventory, behind your company sign-in.
Bookkeeping routines
Monthly books and commission tracking tied to the payment tool you already use.
AI as your data-entry hub
Staff report visits, calls, orders, and receipts in plain words. The assistant updates your records and asks for what's missing.
Playbooks and handoff
Short team docs and a clear handoff, so the system keeps running without us.
How we work
A clear process with a working system at the end, not a slide deck.
Systems map
We map sales, inventory, orders, cash, scheduling, and team, then rank fixes by hours saved each month.
Build the top wins
Free tiers first. Paid tools only when they clearly earn their cost, and we tell you the price up front.
Train and hand off
Short team docs, a walkthrough for every role, and a handoff guide so the system runs without us.
Ongoing support
Optional monthly support for changes, new reports, and new team members as you grow.
Who we help
Owner-led companies of roughly 3 to 20 people that have outgrown spreadsheets and memory.
Food and beverage producers
Craft drinks, roasters, and specialty foods selling wholesale to bars, cafes, and retailers.
Distributors and small manufacturers
Teams juggling stock, lots, reps, and repeat orders across several accounts.
Field-service crews
Businesses that schedule jobs, track visits, and chase invoices from the road.
Our principles
You own everything
Your data lives in your own accounts, never ours. Your system stays yours if you ever change providers.
Built to last
Portable by design, so the system can grow with you or move to new tools without starting over.
Rules in writing
Who sees what, which fields matter, and what the assistant may change are written down and agreed with you.
Proven on a real business first. We built this method for a craft beverage startup: a full CRM with hundreds of scored prospects, inventory and batch tracking, a team app, and bookkeeping routines, live in about two weeks.
Let's map your business
Pick a time for a free consultation, or fill in our short questionnaire first so we come prepared. We reply to every message within two business days.
Office hours: Monday to Friday, 9am to 6pm Pacific Time