Vexa Automations — AI Infrastructure for Owner-Operated Businesses

The Problem

Your phone is the most expensive thing you don't answer.

The average service business loses 30–40% of inbound calls to voicemail. Most callers don't leave a message — they just call the next name on Google. And the phone is only the first place money leaks.

Calls go to voicemail

You're on a job, in a truck, with a customer. The phone rings and rings. By the time you call back, they've already hired someone else.

Form leads sit cold

Someone fills out your "free inspection" form at 9pm. By morning, they've forgotten you exist. Studies show responding within 5 minutes makes you 9× more likely to close.

Your customer data does nothing

Old leads, past quotes, every purchase in your POS — years of data that says exactly who's ready to buy again. It sits in systems nobody opens. That's revenue rotting in place.

Quotes go unfollowed

You send a quote. They don't reply. After day two, you stop following up. Meanwhile your competitor sends three texts that week and wins the job.

You're flying blind

You don't actually know your numbers — how many leads came in, how many you missed, what your follow-up is doing. You're running on gut instead of data.

You do the work, then chase the check

The job's done, the invoice is out, and now you're spending nights sending awkward reminders to people who owe you money. Follow-up slips — and your cash flow slips with it.

What We Automate

The back office, module by module.
Every line below runs without you.

Most owners don't know half of this is possible. Every module below replaces work you're doing by hand, paying someone to do, or quietly not doing at all — organized by business function. Take the full stack, or just the pieces you're missing.

Lead Capture & Response

Every lead answered in seconds and booked around the clock — without you touching the phone.

Missed-Call Text-Back

A lead calls, nobody answers, and they get an instant text from your number — in seconds. The conversation stays warm instead of moving to your competitor.

Fast First-Response Follow-Up

The first five minutes after a lead comes in determine whether you close it or lose it. Ours fires automatically — every lead, every time, day or night.

AI Appointment Setter

Qualifies inbound leads by text and books them straight to your calendar — around the clock, even when you're unavailable.

Sales Pipeline & Quotes

Money you already earned the hard way — quoted, pitched, and waiting. These stop it from leaking.

Multi-Touch Quote Follow-Up

An automated sequence runs until the lead responds or formally passes, so no quote ever gets forgotten — and close rates climb.

Dead Lead Revival

Re-engages prospects who went silent weeks or months ago — recovering revenue most businesses have already written off.

Real-Time Reply Alerts

The instant a lead responds, you know. Hot leads never sit cold in an inbox while the window closes.

III

Customer Retention & Repeat Revenue

Your cheapest revenue is the customer you already won. These keep them coming back — and bringing friends.

Post-Job Review Requests

Every completed customer gets asked for a Google review at exactly the right moment — without you remembering to do it.

Referral Request + Capture

Turns satisfied customers into a referral channel with zero manual outreach — and every reply gets captured and routed to you.

Long-Term Follow-Up Drips

Keeps your business top of mind between jobs, so when the need comes back, past customers think of you first.

POS Follow-Up & Marketing Campaigns

Your POS system knows your best customers better than you do. We make it act on that knowledge automatically — follow-ups and campaigns fire off what people buy, how often they visit, and when they're overdue to return. Dispensaries, restaurants, retail, salons.

Accounts Receivable Automation

Overdue invoices follow up themselves. We connect QuickBooks or your accounting software, and past-due clients get contacted on a set schedule — polite first, firmer later. You only step in when it truly needs you.

Inbound & Voice

The phone and the calendar, handled — even when nobody's free to handle them.

Voice AI Receptionist

An AI answers inbound calls, qualifies the lead, captures the details, and sends you a full call summary. You read three lines instead of returning ten calls.

Appointment Confirmations & Reminders

Confirmations and reminders go out automatically, so booked jobs actually happen and your calendar stays full.

Missed-Appointment Follow-Up

A no-show triggers an immediate re-engagement sequence that runs until they rebook or formally pass.

Event & Opportunity Campaigns

Demand spikes are predictable. Catching them shouldn't depend on you noticing in time.

Market Trigger Campaigns

When a relevant event hits — a storm, a heat wave, a season change, local news — a targeted campaign fires to your contact list automatically, before competitors react.

Your Own Platform

Your website, your app, your dashboard — branded to you, owned by you, and wired into everything behind them.

Professional Website Design

The automation only works if the front door is open. We build clean, conversion-focused sites that capture leads and plug straight into the infrastructure behind them. Ideal if your site is outdated, missing, or not producing.

Your Own Mobile App

A native app on the App Store and Google Play, branded to your business and living on your customers' home screens. Push notifications, in-app booking, reorders, and loyalty — a direct line to your customers that most local businesses never get.

Branded Client Dashboard

Your whole operation on one live screen — leads, calls, booked jobs, revenue, collections. Included with every full-stack build, branded to your business.

— And So Much More —

Eighteen modules shown. They're not the only ones we build.
If you don't see what you need, reach out — we build custom modules for any workflow, any tool, any industry. Just ask.

About Vexa

Real infrastructure. Built for operators.

Vexa Automations builds AI infrastructure for owner-operated businesses — lead response, follow-up, POS marketing, receivables, and the websites that feed it all — the kind of work that gets handled while you're on a job, not after the lead has gone cold.

The average inbound lead goes cold in five minutes. A homeowner whose roof is leaking, whose AC just quit, or who finally decided to book that long-overdue chiropractor appointment will call two or three businesses before someone picks up. Whoever responds first usually wins the work.

For most owner-operated businesses, that's a losing game. The owner is on a job, in a truck, between patients, or with another customer. The phone goes to voicemail. The web form sits unread until evening. By then, the lead has already booked someone else.

Vexa was founded to close that gap. We build the back office — instant lead response, AI appointment setting, POS-driven marketing, automated invoice collection — and the websites that feed it. Everything is modular: take the complete stack with a branded dashboard, or hand us the modules your operation is missing and we'll wire them into the tools you already run. We're builders, not resellers. We build the engine and the front door. You just drive.

The Founders

Two founders. One operating standard.

Benjamin Staton

Co-Founder

Young entrepreneur from Oklahoma and co-founder of Vexa Automations. Focused on building systems that actually move the needle for the businesses we work with — not flashy tools that look good in a demo and collect dust.

Carson Baugh

Co-Founder

Young entrepreneur from Oklahoma and co-founder of Vexa Automations. Operator-first builder who started the company after watching local service businesses lose deals to slow follow-up day after day.

What We Believe

Three principles. No exceptions.

Builders, not resellers.

We don't white-label someone else's software and mark it up. We build infrastructure scoped to your operation — and if a module doesn't tie to a measurable outcome, it doesn't ship.

Limited per market.

We won't sell the same infrastructure to your direct competitor. Operators who hire us get a real advantage in their service area — not a commodity tool everyone else already has.

Built for the long run.

Month-to-month. No long-term contracts. No smoke-and-mirrors pricing. If we're not making you money, we shouldn't be on your payroll. That accountability is the whole point.

Industries We Serve

Different industries. Identical leaks.

We don't specialize in one industry — we specialize in the problems every owner-operated business has in common. If you have leads, customers, and invoices, we can build for you.

Roofing & Exterior

Storm-driven demand, captured the hour it spikes — before competitors wake up.

HVAC & Plumbing

Emergency calls answered at 2am. Maintenance reminders that fill the slow season.

Landscaping & Pest Control

Seasonal rebooking and recurring-service reminders, on autopilot.

General Contractors

Quotes followed up until they close. Invoices collected without a single awkward call.

Retail & Dispensaries

POS-driven campaigns built on what your customers actually buy — and when they're due back.

Restaurants & Hospitality

Regulars who haven't been in lately get won back — automatically.

Agencies & Consultants

Proposal follow-up and receivables that run themselves while you do the client work.

Salons, Med Spas & Wellness

Rebooking reminders and no-show recovery that keep every chair full.

Any Business That Invoices Clients

If you bill for your work, we automate the part where you actually get paid.

And So Many More

Don't see your industry? It's never stopped us — book the audit call and find out.

Leads go cold. Invoices go unpaid. And nobody has time to fix it.We build the back office your business has always needed.