AI Workflow Setup for Business: From ChatGPT to Full Automation
I manage 15+ projects across two companies, a CS degree, and a personal brand. No assistant. No team. No 16-hour days.
The system behind it is an Obsidian vault connected to Claude Code with persistent memory, custom skills, and project context that loads automatically. Every conversation picks up where the last one left off. Every project has its own documentation that the AI reads before doing anything.
I wrote about the technical setup in my previous post. The instructions are all there. But knowing how to wire a house and actually wiring your house are different problems. The setup guide is 3,000 words. My actual system took a year of daily iteration to get right. The guide gives you the architecture. What it cannot give you is the hundreds of small decisions that make it work for your specific situation: which workflows to automate first, how to structure the knowledge base around your team's actual processes, which integrations save time and which ones create more work than they solve.
That is the part I do.
The problem most businesses have with AI
Most companies use AI the same way: someone on the team opens ChatGPT, types a question, gets an answer, copies it somewhere. Maybe they have a shared prompt doc. Maybe they don't.
This is like having a computer and only using it as a calculator. The tool is capable of much more, but nobody set it up.
The gap between "we use AI sometimes" and "AI runs inside how we operate" is not about skill. It is about setup. Someone needs to learn the business, map the workflows, and build the connections between the AI and the tools the team uses every day.
That is what I do.
What the service looks like
I set up a system for a business in about two weeks. Here is what they get.
Week one: discovery and foundation. I learn how the company operates. What do people spend their time on? Where is data being moved manually? What reports get built by hand? I map every workflow that touches repetitive knowledge work.
Then I build the foundation. An Obsidian vault as the company's knowledge base. Claude workspace configuration. Two or three custom skills built around their most painful workflows.
A skill is a reusable AI instruction set. Instead of typing the same prompt every time, the team runs a command and gets a consistent result.
Week two: integrations and handoff. I connect the system to their existing tools. CRM data flows into the vault. Meeting notes get summarized automatically. Client onboarding generates the right documents without copy-pasting. Reports pull from live data instead of someone spending two hours in Excel.
Then I walk the team through everything in one hour.
After that: ongoing coaching. Every two weeks I meet with the team for 30-45 minutes. We look at what is working. I build new skills based on what they need. I add automations for tasks they did not realize could be automated. The system gets better every month, not just maintained.
Who this is for
The business owners who get the most out of this run companies with 5-50 employees in professional services. Agencies, consulting firms, sales teams, construction companies, accounting firms. Companies where the core work is knowledge work: proposals, reports, client communication, data analysis.
They have heard about AI. They have probably tried ChatGPT. But they have not figured out how to make it part of how the company actually runs, not just something one person uses occasionally.
They are not tech companies. They build things, sell things, or serve clients. Their time goes to the work itself, not to figuring out AI tooling.
If that sounds like you or someone you know, I do a free 45-minute walkthrough where I look at your workflows and map out 2-3 places where AI saves your team real hours every week.
Why I do this
I built this for myself first. Managing multiple codebases, client projects, a university degree, and content creation across platforms required something better than scattered ChatGPT conversations. So I built it.
The system compounds. Every project adds context. Every lesson gets captured. Every conversation builds on the last one. After a year of running it, business owners I work with started asking: "Can you set this up for my company?"
So I did. The same principles that make a solo developer more productive make a 20-person agency more productive too. The specific skills are different, but the architecture is the same: centralized knowledge, persistent AI memory, and reusable automation built around the workflows people actually do every day.
If you want to see what a fully connected system looks like in practice, I built a personal dashboard pulling from 7 live APIs and shipped a 9-app YouTube toolkit for a media company. These are not demos. They run in production.
The numbers
Setup takes about two weeks of focused work. Monthly coaching runs 2-3 hours of my time per month. For the business, the results show up in the first week. Tasks that took 2 hours take 15 minutes. Reports that were built manually every morning generate themselves.
Pricing starts at $1,500 for setup and $750 per month for ongoing coaching and skill development. Compared to the manual work it replaces, it pays for itself fast.
If you want to see what this looks like for your team, book the free walkthrough. I'll look at your actual workflows and tell you honestly where AI makes sense and where it doesn't.