Caligo Arts · AI Integration & Documented Operations
AI that does the ordinary work
and cannot make things up
We get how your business runs out of people's heads and into a system that handles the repetitive parts for you — and shows you exactly what it did, every time.
We build the software that sits between an AI model and your business, so the model can only do what you decided it may do. That is a different job from buying a subscription to a chatbot, and it is the one nobody is doing for small businesses around here.
Book an Operations Audit — $650Need a tool built rather than procedures written? See custom software →
You probably said one of these this month
- “My staff keeps doing it a different way every time.”
- “I can't take a week off without everything stopping.”
- “Training someone new takes three weeks, and I do it three times a year.”
- “When Dave leaves, half of how this place works leaves with him.”
None of those are AI problems. They are the same problem: how your business works lives in a few people's heads, and nowhere else.
Writing it all down is the fix, and it never happens, because writing it all down is a month of work nobody has. That is the part we have solved. Whoever does each job records their screen doing it once, and the system we built turns that recording into finished procedures — each one with the steps in order, the screenshots where they are needed, and how to tell it actually worked.
A procedure you cannot tell has failed is not a procedure. That section is in every one we write.
Why this one doesn't make things up
Most “AI for business” is a chat box with your logo on it. It will invent a step, tell you it did something it did not do, and quietly send your customer list to somebody else's server. Those are not edge cases; they are Tuesday.
We built the system we use for this ourselves, over years, and every one of these is enforced in the code rather than promised in the marketing:
| The guarantee | How it is enforced |
|---|---|
| It never deletes your work | The AI can move things and add things. Deleting is yours alone — there is no code path where it can remove your writing. |
| It only claims what it actually did | The real work happens before the AI is asked to describe it, so it can only narrate changes that already happened. |
| Every action is logged, permanently | An append-only log inside the document itself. Nothing rewrites it, including us. |
| You can see exactly what was sent | A preview of the entire request before it goes: every source, what was left out, and the exact words. Not a summary of it — the thing itself. |
| Private means private | Anything you mark private is blocked at four independent layers. It never reaches an AI, and that is verified automatically on every change. |
What you actually end up with
Not a strategy deck. Not a workshop. Three things you own outright, in plain files you can read without us:
- Your procedures, written down. One per job that matters — opening, closing, quoting, onboarding, the monthly invoice run. In your words, from your answers, not a template with your logo on it.
- A system that runs them. The recurring ones turn up on the day they are due, with the steps already in front of whoever is doing them.
- A record of every change. Who did what, when, kept permanently. Nothing is quietly rewritten and nothing is deleted.
What one procedure looks like
Every one has the same five parts, because a procedure missing any of them is the reason people stop following it:
- What it is for — so the right person picks it up.
- What you need first — access, tools, who to tell.
- The steps, in order — specific enough to follow without asking.
- How to tell it worked — a procedure you cannot verify is not one.
- What to do when it fails — the part every wiki leaves out.
You do not have to take our word for the shape of it. Here are two of our own, published in full:
- Restart, verify and diagnose a server — the one we reach for when something is down at 6am.
- A working contact form — written the day we fixed one that had been silently dropping messages.
What it costs
Fixed prices, published, because you should not have to sit through a sales call to find out whether you can afford something.
- Screen recordings of the work actually being done — whoever does each process records their screen once and sends it over. No meetings needed (a 90-minute walkthrough instead, if you prefer).
- A written Operations Map: every recurring process, who owns it, what is written down, and what only lives in someone's head.
- The ten procedures worth documenting first, in order.
- A plain answer on where AI helps you — including where we would tell you not to bother.
You keep the document whether or not you hire us again.
- 12–20 finished procedures, written from screen recordings of the work being done and whatever you already have.
- Each with purpose, prerequisites, ordered steps, screenshots, how to verify it worked, and what to do when it fails.
- Searchable, editable by you, and exportable as plain text files you own forever.
- Two hours of training for your team.
$2,800 up to 12 procedures, $4,500 up to 20.
- Your own instance, with your categories and your vocabulary.
- Connected to the tools you already use — your calendar, your scheduler, your files — so it knows what is happening without anyone retyping it.
- Your recurring work set up so it appears in the day's plan automatically.
- Handover documentation and a runbook for whoever looks after your IT.
Price depends on how many systems are connected.
- Hosting, backups, updates and a support channel.
- A quarterly review: what is out of date, what changed, what to add.
- Priority for changes.
Additional work beyond this: $110/hour, or $95/hour on a retainer.
Who this is not for
Better to say this here than after you have spent time on it. This is not the right fit if:
- You are a one-person business with nobody to hand work to. Documented operations pay for themselves when somebody else has to do the job. On your own, a notebook and a calendar will get you most of this for nothing.
- You want a chatbot on your website. That is a different product and there are cheaper people selling it.
- You want something that decides on its own. This one deliberately does not. It moves work, drafts, files and reminds; a person still approves anything that matters, and if that sounds like a limitation rather than the point, we want different things.
- You need it live next week. The audit alone takes about a week, and rushing the part where we learn how you work is how you get procedures nobody follows.
It fits best if you have two to about thirty people, the same handful of jobs come round every week, and at least one of them lives entirely in one person's head — and that has already cost you something, at least once.
Fixed price, one week, and it credits in full against the work if you carry on. If the honest answer is that you do not need us, the audit says so and you still keep the write-up.
Where your data lives
This is the second question everybody asks, so here is the answer in writing before you have to ask it.
By default, we host it
Your own instance on our servers, with per-client backups and a restore procedure that is actually tested rather than merely configured. Included in the monthly.
Or it runs entirely on your hardware — +$1,500
Your server, your building, your network. Nothing leaves except the specific requests you make to an AI provider, and you can see every one of those before it is sent. For anyone whose answer to “where is our data” has to be “here”, this is the option.
Either way, you can leave
Everything is stored as ordinary text files. Export the lot at any time and it opens in any text editor on earth, with or without us. No format you need our permission to read.
How we know it works
We did not build this to sell it. We built it because we needed it, and it has run this business every working day since. Everything we sell you is something we run our own business on.
The Developer's Notebook is where we write up how it is built and what broke along the way — including the mistakes. If you want to know how somebody thinks before you hire them, that is the honest version.
And if you want to work out what any of this is worth to you before talking to anybody, the notebook carries a free course on learning AI — the foundations, then a track for whatever you actually do. No sign-up.
You can also just look at it: AIOS is the system itself.
Questions people actually ask
- We already use [scheduling tool / CRM / spreadsheet]. Do I have to stop?
- No, and you should not. This reads from the systems you already use so it knows what is going on. It does not write back into them — deliberately. We are never going to be the reason a record in your booking system changed.
- Do I have to change how I work?
- No. You write the way you would on paper and the system reads it. There is no syntax to learn and no format to get right. If a plain English sentence is not understood, that is a bug in our software and we fix it — that is how it has been built from the start.
- Who owns the procedures once they are written?
- You do, completely. They are your words, in plain text files, in your account. Nothing about them is licensed to us.
- What happens if we stop working together?
- You export everything and it still opens. That is why it is plain text and not a database only our software can read. If you ever part ways with us, you keep your business's documentation.
- Can it run on our own server?
- Yes — $1,500 on top of the deployment, and then it is entirely yours. Most clients take the hosted version; the option exists because for some businesses it is the only acceptable answer.
- How long before I see something useful?
- The audit produces a document in a week. The first working procedures exist inside two weeks of starting the main engagement — you are not waiting until the end to see anything.
Start with the audit
$650, about a week, and you keep the document either way. Tell us what you do and what keeps going wrong, and you will get an honest answer on whether we can help.
- You send this. A sentence or two is enough — what you do, and what keeps going wrong.
- A reply within one business day, with next steps or an honest no.
- A written plan and the audit booked — a call is available if you want one, never required.