AI Systems Architecture

Your business runs on systems.
Let's build better ones.

"Totemly designs, builds, and runs AI systems for your business — fully done for you."

No software to figure out. No implementation headaches. We handle everything: design, deployment, and support. You focus on running your business. We make sure the AI works.

Book a Free CallFind My System →
100%Lead Capture Rate
3Industries Served
<5 minAvg Response Time
3 wksAvg Deployment

Our Solutions

The Totemly System Stack.

Four modular AI components — Capture, Follow, Pipeline, Retain. Mixed and matched for your business. Deployed together as one connected system. Built for you, managed by us.

Module 01

Capture

Every call, text, web form, and DM logged automatically — 24/7, even after hours.

Module 02

Follow

Automated follow-up sequences that respond instantly and keep leads warm until they convert.

Module 03

Pipeline

Real-time visibility on every job, case, or appointment — one dashboard, no spreadsheets.

Module 04

Retain

Reactivation campaigns that bring past clients back at the right moment, automatically.

Why not just buy a SaaS tool?

We're not a SaaS product.
We're your AI team.

HubSpot / Salesforce / ServiceTitan🏆 Totemly
Built forEnterprise teams, 100+ people✓SMBs — 5 to 50 person businesses
ImplementationMonths, requires your IT team✓3 weeks — we do everything
Who does the workYour team configures it✓Us — fully done for you
CustomisationRigid templates, limited flexibility✓Custom-built for your exact workflows
Learning curveSteep — needs a dedicated admin✓Zero — we manage it all
SupportTicket system, call centres✓Direct access to your system builders
PricingPer-seat, annual contracts, $1,000s/mo✓Custom-scoped, SMB-native

Sectors

Built for your
business type.

Home Services

Industry

Home Services

You're running jobs, managing techs, and fielding calls at the same time. When the phone rings and you can't pick up, that job goes to a competitor. When a lead texts after hours, they're gone by morning. We build the system that catches everything — so you never lose a job to a missed call again.

Modules — Capture · Follow · Pipeline · Retain

  • —Capture — automated lead intake across all channels
  • —Capture — after-hours AI response
  • —Follow — automated follow-up sequences
  • —Pipeline — real-time job pipeline dashboard
  • —Retain — client reactivation campaigns
Build This System →
Med Spas

Industry

Med Spas

Your revenue depends on booked appointments and clients who return. If your follow-up is inconsistent, your booking calendar is inconsistent. We build the system that fills your schedule, automates reminders, and brings clients back — without your front desk doing it manually.

Modules — Capture · Follow · Pipeline · Retain

  • —Capture — lead capture + booking automation
  • —Follow — post-consult nurture sequences
  • —Follow — appointment reminder system
  • —Retain — client reactivation campaigns
  • —Pipeline — lifecycle visibility dashboard
Build This System →
Book a Free Call

Methodology

How it works

01

Analysis

We map your workflows, identify exactly where leads and clients are being lost, and define the system requirements.

02

Architecture

We design a custom AI system connecting every stage of your operation — built for your business, not a template.

03

Deployment

We build and implement the full system. You don't touch the technology. It goes live in weeks, not months.

04

Optimization

We refine and scale as your business grows. Ongoing support included — we stay involved long after launch.

Outcomes

Measurable results.

Every system we build delivers tangible outcomes — not automation for its own sake.

Architectural structure
  • 01

    Never miss a lead — day or night

    Every call, text, and web inquiry is captured automatically, even when your team is unavailable.

  • 02

    Turn more inquiries into paying clients

    Automated, timely follow-up means more of the people who contact you actually become clients — without your team chasing them manually.

  • 03

    Your team stops doing manual admin

    Data entry, follow-up calls, scheduling — the system handles all of it. Your team focuses on what matters.

  • 04

    See everything in one real-time view

    No more chasing updates across spreadsheets, sticky notes, and texts. One dashboard, full visibility.

  • 05

    Systems that grow as you grow

    Add locations, people, or services — the infrastructure scales. No rebuild required.

Results

Results.

In their own words — the problems our clients faced before building their systems.

Industry

Home Services

"I was losing 3 or 4 jobs a week to voicemail and I didn't even know it. By the time I called back, they'd already booked someone else."

— Owner, HVAC company, Northeast

Systems
  • —Capture — automated lead intake
  • —Capture — after-hours AI response
  • —Pipeline — job dashboard
Results
  • +Faster lead response
  • +Higher booking rates
  • +Full operational visibility
Industry

Legal

"We had people filling out our contact form and just disappearing. Nobody was following up fast enough. We were losing cases before we even knew we had them."

— Partner, small law firm, Midwest

Systems
  • —Capture — intake system
  • —Follow — automated follow-up
  • —Pipeline — matter dashboard
Results
  • +Reduced admin workload
  • +Better intake conversion
  • +Increased case capacity
Industry

Med Spa

"My front desk was spending half their day on the phone doing reminders. Meanwhile clients who hadn't been back in six months — we weren't reaching out to them at all."

— Owner, med spa, Texas

Systems
  • —Capture — booking automation
  • —Retain — reactivation campaigns
  • —Pipeline — lifecycle dashboard
Results
  • +Consistent appointment volume
  • +Higher client retention
  • +Freed front-desk capacity

Who We Are

Enterprise intelligence.
Built for small business.

"Totemly was founded by a former McKinsey associate partner and a Barclays vice president, with over 20+ years of combined experience designing and deploying operational systems for some of the world's largest institutions."

We built Totemly to bring that same best-in-class thinking to your business. The tools and systems that power the world's biggest companies — McKinsey, Barclays, JPMorgan Chase — are now within reach for small businesses. That's what we do.

The Founders

The team behind your system.

MA

Mark A.

Former McKinsey Associate Partner

Decade-plus designing operational systems for some of the world's largest institutions. Built Totemly to bring that same precision to small business.

RB

Ravi B.

Former Barclays Vice President

Background in AI deployment and process automation across Barclays and JPMorgan Chase. Now applies enterprise-grade systems thinking to SMB workflows.

Pricing

Custom-scoped for your business.

Packages start at $2,500/mo. Final pricing depends on the modules you need, the size of your business, and the scope of integration. We'll give you an exact quote on the call — no surprises.

What's included

  • ✓Custom system design
  • ✓Full build & deployment (3 weeks avg)
  • ✓Ongoing management & support
  • ✓Direct access to your builders

What's not

  • ✗Per-seat licensing
  • ✗Annual lock-in contracts
  • ✗DIY configuration
  • ✗Hidden integration fees
Get an exact quote

Find My System · Interactive

What does your
business need?

Answer two quick questions. We'll tell you exactly which AI system to build for your business.

What type of business do you run?

Book a call

Pick a time that works.

Choose a slot below. We'll come prepared with a clear plan for your business — no sales pressure.

Loading calendar…