Decarb (verb): to remove friction from a process
We build and run your back‑office workflows so your team does not have to
Pick a back-office process. We automate it in 7 days with guardrails built in. Then we keep it running.
7 Days
From kickoff to production
30%+
Typical cost reduction
0
Surprise bills
Sound familiar?
Is your team stuck doing work that should already be automated?
Invoice follow-ups, data entry, reconciliation. Skilled people spending hours on tasks a workflow handles in minutes.
Are you tired of AI pilots that never make it to production?
Six-month projects that generate slide decks but never ship. We go live in 7 days with guardrails built in.
Are you maintaining automations instead of running your business?
API changes, edge cases, 2am failures. We handle all of it so you do not have to.
We help businesses like yours solve these problems with managed workflows that actually run in production.
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.
Meet the Desk Team
Named workflows that handle specific jobs in your back office
Each role runs a production workflow with approvals, audit logs, and caps built in. They follow your rules, log every action, and stop when something needs a human.
Collections Coordinator
FinanceChases overdue invoices on a reliable cadence and keeps your cash forecast current, so your controller stops spending Fridays in QuickBooks.
Runs automatically
- Daily scan of all open invoices in QuickBooks Online
- Sorts receivables into aging buckets (0-30, 31-60, 61-90, 90+ days)
- Drafts personalized follow-up emails based on aging and customer history
- Nets credit memos before flagging invoices as overdue
- Updates the rolling 13-week cash forecast in Google Sheets
Requires your approval
- Collection emails above your dollar threshold; controller approves in Slack
- Disputed invoices: pauses automation and routes to AR team
Produces
- Daily collection emails via Gmail on a configurable cadence
- Rolling 13-week cash forecast posted to Slack every Monday
- Exception alerts for bounced emails, duplicate invoices, and disputes
Replaces hours per week of manual invoice chasing plus the monthly spreadsheet forecasting cycle that is always slightly out of date.
Intake Dispatcher
OperationsValidates every inbound request, catches missing information upfront, and routes to the right person, so nothing sits in a shared inbox waiting to be read.
Runs automatically
- Captures requests from HubSpot forms and Gmail intake inbox
- Validates required fields and auto-requests missing information
- Categorizes by service type, urgency, and region
- Routes to the correct team member based on capacity and rules
- Detects and quarantines spam submissions
Requires your approval
- High-value or high-complexity requests; ops manager reviews in Slack
- Reassignment when no team member is available in the assigned region
Produces
- Confirmation email to the requester with tracked status
- Live dispatch board in Google Sheets with assignee, status, and timestamps
- Escalation alerts when submitters do not respond within 48 hours
Replaces hours per day of manual inbox triage and the spreadsheet dispatch tracker that is always slightly behind reality.
Reconciliation Clerk
FinanceMatches bank transactions to QuickBooks entries daily so discrepancies surface in hours instead of piling up for month-end.
Runs automatically
- Daily sync of bank feed entries and QuickBooks Online transactions
- Auto-matches by amount, date, and reference number (85%+ match rate)
- Flags unmatched items with suggested matches and confidence scores
- Detects duplicate bank entries and unusually large transactions
- Compiles weekly income, expenses, cash position, and AR/AP summary
Requires your approval
- Unmatched transactions; bookkeeper reviews exceptions in Google Sheets
- Adjustments posted back to QuickBooks Online after manual resolution
Produces
- Weekly financial summary posted to leadership Slack channel every Friday at 9 AM
- Executive summary emailed via Gmail to distribution list
- Exceptions sheet with suggested matches for quick resolution
Replaces two full days per month of manual bank reconciliation plus the Friday scramble to assemble leadership summaries by hand.
Reporting Analyst
OperationsPulls data from five tools overnight, flags anomalies, and delivers a clean executive summary before your Monday morning meeting.
Runs automatically
- Daily 6 AM data pull from QuickBooks, HubSpot, and Google Sheets
- Normalizes date formats, currency values, and metric definitions across sources
- Flags metrics deviating 15%+ from trailing 4-week average
- Checks anomalies against same-period-last-year for seasonal context
- Populates the Google Sheets dashboard with current values and trend lines
Requires your approval
- Anomaly flags reviewed by ops manager before the summary publishes
- New metrics added from source tools; queued for template update review
Produces
- Monday 8 AM executive summary in Slack and email with wins, risks, and action items
- Live KPI dashboard in Google Sheets with filtered views per department
- Anomaly alerts with context and trailing comparison data
Replaces 4-6 hours per week of pulling data from five tools into a spreadsheet that is stale by the time it reaches leadership.
Support Triage Lead
SupportReads every inbound ticket, categorizes it, searches your knowledge base, and drafts a first response. Your team reviews and sends instead of writing from scratch.
Runs automatically
- Parses incoming emails and HubSpot tickets for issue type, product, and urgency
- Searches documentation, past responses, and FAQ entries for relevant answers
- Drafts a first response tailored to the specific request
- Links customer replies to existing threads instead of creating duplicates
- Filters out spam, vendor pitches, and non-support messages
Requires your approval
- Every draft response; agent reviews in Slack before it sends
- Sensitive data detected (credit card, SSN patterns): routed for manual handling
Produces
- Draft responses ready for one-click approval in Slack
- Tracking dashboard in Google Sheets: open tickets, response time, top categories
- Weekly support summary with volume, resolution time, and trending issues
Replaces hours per week of reading, categorizing, and writing repetitive first responses to common support requests.
Follow-Up Coordinator
RevOpsFollows up with every new lead within minutes, runs nurture sequences on autopilot, and hands qualified leads to sales with full context.
Runs automatically
- Enriches new contacts with company size, industry, and source channel from HubSpot
- Scores and segments leads based on fit signals and engagement
- Drafts personalized first follow-up based on source and expressed interest
- Runs multi-step nurture sequences on a configured cadence
- Tracks opens, clicks, and replies to update lead scores in real time
Requires your approval
- Leads above the MQL threshold; sales lead reviews and approves the response
- Named-account leads: bypass nurture and route directly to sales with full context
Produces
- Personalized follow-up email within minutes of first contact
- MQL handoff notification in Slack with source, engagement history, and recommended next step
- Engagement dashboard in Google Sheets: leads by source, conversion funnel, reply rates
Replaces hours per week of manual lead follow-up plus the nurture sequences that were set up once and never updated.
Pipeline Analyst
RevOpsScores deal health daily, flags stalled deals before they die, and delivers a Monday pipeline digest so your sales meeting starts with answers instead of spreadsheets.
Runs automatically
- Daily sync of active deals, contacts, and activity history from HubSpot
- Scores each deal on stage velocity, last activity, email response rate, and next steps
- Flags deals below health threshold or with no activity in 7+ days
- Groups closed-lost deals by reason category to identify recurring patterns
- Compiles weekly pipeline report in Google Sheets with health scores and trend data
Requires your approval
- Pipeline digest reviewed by sales manager before it publishes to the team
- At-risk deal alerts sent to reps only after manager confirms the flags
Produces
- Monday 8 AM pipeline digest in Slack with deal health scores, risk flags, and stage movement
- Stalled deal alerts to reps within 48 hours of last activity
- Weekly closed-lost pattern analysis with specific deal examples
Replaces 2+ hours per week of manual pipeline spreadsheet assembly plus the guesswork about which deals are actually at risk.
Document Processor
FinanceReads invoices, statements, and reports, extracts the data, validates it, and posts to QuickBooks after your bookkeeper approves.
Runs automatically
- Detects and classifies incoming documents (vendor invoice, bank statement, expense report)
- Extracts structured fields: vendor, invoice number, date, line items, amounts, total
- Cross-checks totals against line item sums and flags mismatches
- Detects duplicate invoice numbers against existing records
- Archives processed documents to Google Drive with a processing log
Requires your approval
- Every extraction reviewed by bookkeeper before posting to QuickBooks
- Unrecognized vendors require manual confirmation before creating in QuickBooks
Produces
- Pre-filled data summaries in Slack for side-by-side verification
- Approved entries posted to QuickBooks Online as bills or expenses
- Processing tracker in Google Sheets with document history and status
Replaces 20+ minutes per document of manual data entry from PDFs into QuickBooks, plus the errors that surface weeks later at month-end.
Built on rules, logs, and approvals. Not vibes. Every role runs inside your existing tools (QuickBooks, Gmail, Slack, HubSpot, Google Sheets) with nothing to install and nothing to learn.
Agent-first operations
Automation that works requires rethinking how work gets done
We do not just wire up your current process and walk away. We work with you to redesign operations for automation: minimizing disruption, maximizing impact, and building something your team actually trusts.
We rethink the work with you first
You cannot automate a broken process. Before we build anything, we map how the work actually flows: who touches it, where it stalls, what decisions matter, and which steps exist only because "we have always done it that way." Sometimes the best advice is to change the process before we automate it. The operational design is where the value lives. The technology is the straightforward part.
Safe autonomy, built in from day one
Workflows run without you watching, but they stop when something needs judgment. Approval gates for high-value actions, hard caps on run volume, and a kill switch that halts everything instantly. You set the boundaries; the workflow stays inside them. This is not "set it and forget it." It is controlled autonomy with clear guardrails at every step.
Free your team to do what they were hired for
The controller chasing invoices every Friday was hired for financial strategy. The ops coordinator sorting the inbox was hired to solve problems. The support lead writing the same reply for the hundredth time was hired to handle the hard cases. Agent-first operations means your skilled people stop doing work a workflow handles and start doing the work that requires their judgment.
Trust through transparency, not promises
Every decision is traceable: what happened, what triggered it, and what the result was. Your team can see exactly what the workflow did, verify it, and override it. The parallel run on Day 6 is not just a technical test. It is a trust-building exercise. Your team watches the system work alongside them before they let go of the manual process.
Works with what you already have
No new platform to learn. No rip-and-replace. Workflows run inside QuickBooks, Gmail, Slack, HubSpot, and Google Sheets, the tools your team already uses every day. Approvals happen in Slack. Reports land in Sheets. The intelligence layer is invisible to your team. They just see the work getting done, in the places they already look.
Gets better over time, not just maintained
The first version is never the final version. Edge cases surface: a customer changes their payment behavior, a new ticket category appears, a seasonal spike shifts the anomaly baseline. Your managed plan includes continuous optimization: a reliability layer that scores every output, tracks quality over time, and tunes the workflow automatically when patterns shift. The monthly ops report identifies what to adjust next. The workflow improves with your business instead of going stale.
Focused tools that compose, not a monolith
Each workflow does one job well: collections, triage, reconciliation, reporting. They are not tangled into a single platform. They are independent units that pass data through your existing tools (Slack, Sheets, your CRM). If one workflow needs maintenance, the others keep running. If you want to replace or remove one, everything else stays intact. The architecture is modular by design, not bolted together after the fact.
No gatekeeping. We meet you where you are.
Some clients want a fully managed service and never think about the internals. Some want to understand every step and eventually run things themselves. Some want 1-on-1 training tailored to their specific use cases. All three are fine. We do not hide how things work to create dependency. AI is personal. People want to level up their own workflows and their own understanding. We are here for that.
This is the difference between automation that runs for a month and automation that runs for years. We invest in operational design upfront so the workflow earns trust from your team, delivers measurable ROI from the first month, and gets better as your business evolves. We measure success by real outcomes, not deliverables. The goal is not fewer people. It is the same people, freed from the menial work, doing what they were actually hired to do.
What the workflows can actually do
These are not if-then rules. These are AI agents that read, reason, and act across your tools.
Read documents and emails
Extract data from PDFs, scanned invoices, receipts, and email attachments. OCR handles handwritten and low-quality scans.
Search your knowledge base
Query your internal documents, contracts, policies, and past correspondence by meaning. The workflow finds what matters, not just keyword matches.
Classify, route, and recommend
Route a support ticket based on content, not just keywords. Classify an email as a complaint, a feature request, or a billing question. Recommend next steps based on history and context. Escalate when judgment warrants it.
Query your data in plain English
"Show me all overdue invoices above $10k" becomes a real database query. No SQL required. Works with PostgreSQL, MySQL, spreadsheets, and CRMs.
Sync data across systems
Keep your CRM, spreadsheets, accounting software, and project tools in sync. Reconcile records, flag mismatches, and resolve duplicates automatically.
Draft and send communications
Write personalized follow-ups, collection reminders, onboarding emails, and status updates. Every draft uses your tone and your data, not generic templates.
Handle voice and phone intake
Phone calls transcribed and routed into the same workflow pipeline as email and forms. Caller intent classified, follow-up actions queued, and notes logged to your CRM.
Forecast and learn from your data
Workflows run on your historical data, your customer patterns, and your business rules. A model tuned on your 3 years of invoicing behavior knows what "normal" looks like, spots anomalies early, and forecasts what comes next.
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.
Hire a Developer
You can hire someone to build custom integrations. Then you need them to stay, or to document everything well enough that the next person can pick it up. For a 10-person finance team, that is overhead you do not need.
DecarbDesk
We build it, we run it, we fix it. You get a monthly report showing what the workflow did. If something breaks, we handle it. If you want to stop, you walk away clean. No platform to maintain. No developer to retain.
Built on 20 years of data architecture experience across financial services, pharma, insurance, energy, and government. See background.
Three Steps. Real Results.
A clear process that moves from analysis to production in 7 days.
Calculate
We estimate ROI and payback before any build starts. You see the numbers and decide whether to move forward.
"We knew the savings before we committed. The payback was under three weeks." Controller, 45-person manufacturer
Capture
We map the real workflow with your team. Every trigger, decision, and handoff is documented before a single line of code is written.
"They found steps in our process we did not even know we were doing." Ops Manager, 28-person distributor
Craft
We build and run the workflow with guardrails baked in. Approvals, audit logs, and caps keep everything under control from day one.
"The cash flow report used to take me a full Friday afternoon. Now it is in my inbox by 9am Monday." Controller, 38-person professional services firm
ROI Calculator
Enter your numbers to see estimated savings
Production-Ready Workflows
Each workflow goes live in 7 days with approvals, audit logs, and caps built in.
Finance
QuickBooks Online + Gmail + Slack + SheetsExtract Desk: Document Parsing & Structured Data Capture
- Eliminate manual data entry from vendor invoices, statements, and reports
- Reduce invoice processing errors by catching mismatches before they hit the books
- Turn a 20-minute-per-document manual task into a 2-minute review-and-approve step
Collections Desk: Invoice Follow-Ups & Cash Forecasting
- Cut average days-sales-outstanding (DSO) by 30%
- Eliminate manual follow-up on overdue invoices
- Generate a rolling 13-week cash forecast every Monday
Recon Desk: Weekly Bank Reconciliation & Summary
- Close the books weekly instead of scrambling at month-end
- Catch discrepancies within days, not weeks
- Deliver a consistent executive summary to leadership every Friday
Operations
QuickBooks + HubSpot + Gmail + Slack + SheetsReporting Desk: Weekly KPI Dashboards & Executive Summaries
- Deliver a consistent executive summary to leadership every Monday morning
- Eliminate 4-6 hours per week of manual spreadsheet assembly
- Surface trends and anomalies before anyone asks about them
Intake Desk: Lead Routing & Task Dispatch
- Reduce intake-to-dispatch time from hours to under 10 minutes
- Eliminate misrouted requests caused by manual triage
- Give every inbound request a tracked status from first touch to completion
Support
HubSpot + Gmail + Slack + SheetsSupport Desk: Ticket Triage & Response Automation
- Reduce first-response time from hours to under 10 minutes
- Eliminate manual ticket categorization and routing
- Draft accurate first responses for 70%+ of common support requests
RevOps & Marketing
HubSpot + Gmail + Slack + SheetsMarketing Desk: Lead Nurture & Campaign Follow-Ups
- Follow up with every inbound lead within 10 minutes of first contact
- Eliminate manual lead scoring and handoff between marketing and sales
- Run multi-step nurture sequences without anyone managing email sends
Sales Desk: Pipeline Review & Deal Health Monitoring
- Surface at-risk deals 2 weeks before they stall
- Eliminate the Monday morning pipeline spreadsheet assembly
- Give sales managers a weekly deal health report with specific action items
Each Workflow Makes the Next One Smarter
Your workflows are not isolated tools. They are composable units that share context and amplify each other.
Your collections workflow tracks payment behavior. That data feeds your cash forecast. Your intake workflow classifies requests. That context improves your support triage. Your reporting dashboard pulls from every other workflow to assemble the Monday morning summary.
The more workflows you run, the richer the data each one draws from. The longer they run, the more they learn about your specific patterns: what to flag, what to recommend, where to optimize. This is a flywheel: each focused workflow does one job well, and they compound into something greater than the sum of the parts.
Start with one. Prove the value. Scale what works. The infrastructure grows with you.
Your tools. Your data. Your workflows.
We do not sell you a platform to log into. We build on the tools you already run and the open standards that let you 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.
Approvals
Sensitive actions wait for a human yes in Slack before they run.
Audit Logs
Every step logged with what triggered it, what it did, and why. You can trace any decision back to the source.
Hard Caps
Workflows stop at your run limit. No surprise bills, ever.
Quality Gates
Every output scored by calibrated judges. Regressions do not ship.
Sample Ops Efficiency Report
Every managed client gets a monthly report with metrics like these.
12 hrs/week
saved
3x faster
invoice collection
68%
fewer manual errors
2-day
cash forecast accuracy
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.
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 tools. You build the workflow, you maintain it, you fix it when it breaks. DecarbDesk is a service. We build the workflow, we run it, and we fix it. You get a monthly report showing what it did. If an API changes, an edge case appears, or a vendor updates their authentication, we handle it. You do not need a developer on staff or a platform login to manage.
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.
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