# Digital operations, done properly.

> Satsuma is an operations studio for small businesses. We keep the business on track, put AI to work on the repetitive tasks, and bring in new customers.

Source: https://satsumahq.com/

Satsuma is an operations studio for small businesses. We keep the business on track, put AI to work on the repetitive tasks, and bring in new customers.

## Who we are.

We’re a small team that sets up the tools behind your business: the ones that handle calls, quotes, invoices and follow-ups. We use the software you already pay for, write down how everything works, and stay to keep it running. You can always see how it works, and you can leave without losing anything.

**Our mission:** make your people’s jobs easier, never replace them.

We hand the repetitive tasks to machines, so your team has more time for customers and the decisions that need a person.

## Five places small businesses get stuck.

Most still run on email, spreadsheets, copy and paste, and a few people who know how everything works. These are the problems we see most.

1. ### New customers tracked by hand

   Contact info gets copied into spreadsheets and followed up one person at a time.
2. ### Numbers in five different places

   No one can say which ad or channel brought in your last customer.
3. ### Outreach is a guessing game

   Emails go out to messy lists, and no one knows what actually brings in work.
4. ### Projects stall until someone asks

   Work only moves when someone keeps asking for updates.
5. ### AI tools used with no plan

   Staff use personal AI accounts and browser add-ons, and no one knows where customer information ends up.

## What we do.

We run the work behind the work in three areas: the business itself, the technology, and the marketing. Everything is set up inside the tools you already pay for. [What is digital operations?](https://satsumahq.com/digital-operations/what-is-digital-operations/)

### Business operations

A part-time operations team that keeps the business on track.

Weekly priorities, meetings that end with clear owners, projects chased to done, written step-by-step processes, and one screen with the numbers that matter.

[Business operations](https://satsumahq.com/business-operations/) [Fractional operations](https://satsumahq.com/business-operations/fractional-operations/)

### Digital operations

AI built into your business to answer customers, book work and clear the busywork.

AI assistants that reply to new customers in minutes and book appointments. AI that drafts quotes, emails and reports for your team to check before anything goes out. It all runs inside tools you own, protected by managed security, with clear rules for using AI safely.

[AI services](https://satsumahq.com/ai-services/) [AI automation](https://satsumahq.com/ai-automation/) [Cybersecurity](https://satsumahq.com/cybersecurity/)

### Marketing operations

Marketing that brings in new customers and shows what’s working.

A clean customer database, follow-ups that go out on time, cold outreach that books calls, a website that works, and tracking you can trust, all in one dashboard.

[Marketing operations](https://satsumahq.com/marketing-operations/)

## Business operations: a week that runs on a plan, not on memory.

We set the priorities with you, run the meetings and chase the work until it’s done. You keep every decision. [See business operations](https://satsumahq.com/business-operations/)

1. 01

   ### [Fractional operations](https://satsumahq.com/business-operations/fractional-operations/)

   A part-time operations team that sets the week’s priorities with you and chases the work.
2. 02

   ### [Process mapping and SOPs](https://satsumahq.com/business-operations/process-mapping-and-sops/)

   How each job really gets done, written as short step-by-step instructions.
3. 03

   ### [Project management](https://satsumahq.com/business-operations/project-management/)

   Every job gets an owner, a due date and a status anyone can see.
4. 04

   ### [KPI dashboards](https://satsumahq.com/business-operations/kpi-dashboards/)

   The few numbers that show how the business is doing, on one screen every Monday.

Sample for a fictional home services company.

## Digital operations: AI that clears the busywork, and security that protects it.

AI answers new customers and drafts the paperwork. A person checks anything that matters. Your data stays in tools you own, and we watch over all of it. [See digital operations](https://satsumahq.com/digital-operations/)

**88%**Ransomware appeared in 88% of breaches at small and mid-sized businesses, against 39% at large ones.Verizon 2025 DBIR, via Infosecurity Magazine

[AI automation](https://satsumahq.com/ai-automation/)Data entry, follow-ups and reports done automatically. A missed call gets a text back in a minute.[AI services](https://satsumahq.com/ai-services/)AI assistants that answer questions and book appointments, built around the tools you already use.[Cybersecurity](https://satsumahq.com/cybersecurity/)We watch for logins that look wrong, add a second step to sign in, and test your backups.AI and customer dataApproved AI tools, written rules for using them, and customer data kept out of personal accounts.

## Marketing operations: new customers, and proof of what brought them in.

One system you own, judged by new customers, booked calls and sales. Not by how many people saw an ad. [See marketing operations](https://satsumahq.com/marketing-operations/)

1. 01

   ### [CRM optimization](https://satsumahq.com/marketing-operations/crm-optimization/)

   A clean customer database, where every new lead gets an owner within minutes.
2. 02

   ### [Marketing automation](https://satsumahq.com/marketing-operations/marketing-automation/)

   Replies, quote follow-ups and review requests that go out on time.
3. 03

   ### [Cold outbound](https://satsumahq.com/marketing-operations/cold-outbound/)

   Emails to businesses that fit, written by a person and sent safely.
4. 04

   ### [Marketing infrastructure](https://satsumahq.com/marketing-operations/infrastructure/)

   A website that works on every screen, and tracking you can trust, so every sale traces back to where it came from.

## How the work splits.

Across all three practices, the work splits the same way. One half is repetitive, and a computer can do it. The other half takes judgment, and your people keep it. Pick a task below to see where the line falls.

### A new inquiry

From the first message to a booked call.

1. Machines run it: **First reply sent**
2. Machines run it: **Details collected**
3. People keep it: **You decide if it fits**
4. Machines run it: **Call booked**
5. People keep it: **The call itself**
6. Machines run it: **Summary sent**
7. Machines run it: **Lead source saved**

### Quote to payment

From a draft quote to money in the bank.

1. Machines run it: **Quote drafted**
2. People keep it: **Price set**
3. Machines run it: **Quote followed up**
4. People keep it: **Work done**
5. Machines run it: **Invoice sent**
6. Machines run it: **Payment reminders sent**
7. People keep it: **Problems handled**

### Finding new business

From a list of possible customers to a booked meeting.

1. Machines run it: **List built**
2. Machines run it: **Contact info checked**
3. People keep it: **Best ones picked**
4. People keep it: **Message written**
5. Machines run it: **Emails sent on schedule**
6. People keep it: **Replies read**
7. Machines run it: **Results tracked**

### Monday numbers

From numbers in every tool to clear next steps.

1. Machines run it: **Numbers collected**
2. Machines run it: **Weekly report built**
3. Machines run it: **Changes flagged**
4. People keep it: **Team reviews it**
5. People keep it: **Decisions made**
6. Machines run it: **Tasks assigned**
7. Machines run it: **Progress tracked**

### Everything we automate, written down.

What it does, where it runs, who checks it, and how often it ran. The list belongs to you.

| What it does | Tools it uses | Checked by | Times it ran last week | Written down |
| --- | --- | --- | --- | --- |
| Answers after-hours calls | Phone system, customer database | Office manager | 38 | Yes |
| Drafts quotes from the price list | Quoting app, accounting | Service lead | 64 | Yes |
| Sends invoice reminders | Accounting, email | Office manager | 112 | Yes |
| Asks customers for reviews | Customer database, texts | Marketing lead | 51 | Yes |
| Builds the Monday numbers report | Ads, customer database, accounting | Owner | 1 | Yes |

## How we work.

Review, build, run.

You can hire us for just the review, just the build, or all three. Most clients start with the review.

[Book an operations review](https://satsumahq.com/book/)

1. 1

   ### Review

   Two weeks, fixed price.

   - A map of how work and customer info move through your business
   - Security basics checked
   - A plan, ranked by what to fix first
2. 2

   ### Build

   A set project, usually 4 to 10 weeks.

   - Built in the tools you already pay for
   - Tested with your team
   - Every automation written down
3. 3

   ### Run

   Monthly.

   - We keep watch around the clock
   - Improvements every month
   - A simple report of what changed

## What a review finds.

After two weeks, you get a plan. It lists your biggest problems in order, what each one costs you now, and how we would fix it.

[Book an operations review](https://satsumahq.com/book/)

## Questions.

### What does the review cost?

A fixed price, quoted before we start. You’ll know the full cost before you agree to anything.

### Do we need to buy new software?

Usually not. We use the tools you already pay for.

### Do you run our ads and marketing too?

Yes. We set it up as one system you own, and we judge it by new customers, booked calls and sales.

### Where does our data go when you use AI?

It stays in approved tools that you own, never in anyone’s personal account. For every automation, we write down what information it uses and who checks it.

### Will this replace people on our team?

No. It takes repetitive work off their plate. Your people still make the decisions that need judgment.

### What if we stop working with you?

You keep everything. It’s all written down, and it all belongs to you.

### What kinds of businesses do you work with?

Small businesses that want to grow or update how they work, especially ones that do the same tasks over and over.