Hey, I'm Vlad Frolov. I wire AI into your document, coordination, and billing workflows so you can free your back-office team from full-time data entry and put them to work that grows the business.
⅓ FTE document intake labor · from two full-time roles
52 → 38 days-to-pay on invoice follow-up
3× bids weekly with the same estimator headcount
Most businesses start with one of these. Cut paid hours on the same volume. Or automate bids and outbound for more volume with the same team. The process scan shows which one to invest in first.
Rate confirmations, bills of lading, orders, portal uploads – common in trucking and wholesale. A clerk or coordinator pulls data from email, images, and PDFs and re-enters it into the operations system. Re-entry consumes most of the week and keeps headcount tied to volume.
LTL carrier proof →Dispatch, customer updates, delivery confirmations – everyday work in field service and logistics. A dispatcher or CS lead types the same update into the inbox, the schedule, and ERP. That relay is why the team stays behind and why a single system of record doesn't stick.
Rental operator proof →Invoice prep, AR chase, payment status – typical at mechanical, HVAC, and trade contractors. An office manager or AR person builds the invoice, follows up on payment, and logs every touch by hand. Manual work stretches days-to-pay and loads a coordinator seat year-round.
Contractor proof →Many people improve their own productivity with chatbots and helpers built into email and office tools. The process, however, still assumes people move data between systems at every step; the work itself barely changes.
I start with how one item actually moves today – a rate confirmation, a status update, or an invoice. We cut steps that exist only for retyping, chasing, or waiting. For every step that remains, one system owns the data and the next step can read it without a person pasting between tools. Software runs the repeatable steps; your people handle exceptions and customer calls. Failures land in named queues, not a private inbox.
Only after that path is clear do we wire automation into the tools you already use for operations, accounting, and customer contact.
Follow one item end to end. Score payroll hours, cycle time, rework, and cash impact. Drop steps that only require people to retype, chase, or wait.
For every remaining step, name one place the truth lives and one clean output the next step can read. Your coordinator stops being the glue between tools.
Automate the rule-based steps. Put people on exceptions and customer calls. Route failures into owned queues so work does not disappear or stall in a private inbox.
People stop retyping and chasing between systems. Same desk volume costs fewer hours. Or bids and outbound run automated so volume rises without a matching hire.
See proof →No parallel inbox or shadow spreadsheet. The process runs inside the tools you already use for orders, invoices, and status.
See the offer →Bottom line: hours, cycle time, accuracy. Top line: bids, win rate, channel revenue. You track both after cutover on your volume.
See proof →Step 1 · Process scan
A working session with you and your operations lead – on site or remote. Start with a free 20-minute fit call to confirm the problem is worth a paid scan.
Step 2 · Process build
Fixed-scope build of one workflow* inside your tools.
* When that workflow ties up a loaded coordinator seat in payroll ($55K–$80K per year), the process build usually beats another hire on year-one math alone.
Bottom line · Desk and cash
Document intake
2 FTE → ⅓ FTE
A regional LTL carrier had clerks re-entering rate confirmations, bills of lading, and related paperwork into transport systems by hand. I redesigned and built document intake into those systems. Manual entry dropped from two full-time roles to one-third of one person, at 98% accuracy in production.
Billing & follow-up
52 → 38 day DSO
A mechanical contractor's open invoices averaged 52 days to pay. One coordinator spent about 12 hours a week chasing payments across spreadsheets, accounting, and inbox threads. I redesigned and built invoice follow-up into their accounting tools and email – drafts, approval routing, and a log on every touch. Days-to-pay dropped to 38.
Coordination & status
~40% fewer calls
An equipment rental operator ran drop-offs, returns, and customer updates through manual calls and shared threads. I redesigned and built status updates and delivery confirmations into their phone, inbox, and scheduling tools. Incoming status calls dropped about 40% with the same coordinator headcount.
Top line · Bids and revenue
Outbound & bids
3× weekly bids
A painting contractor's bids ran almost entirely on word of mouth. I redesigned and built AI-assisted outbound to local property managers. Bids per week tripled and win rate rose with the same estimator headcount.
Channel launch
DTC · no marketing hire
A decades-old food processor sold through wholesale accounts and wanted a direct-to-consumer line without hiring marketing. I designed and built social content and online sales on top of the existing wholesale base. Same headcount; new revenue line.
Research platforms
70% faster
A global strategy consultancy needed research and analysis to move faster for client work at scale. I designed and built AI data platforms the firm used in production. Analysis time cut 70%. The platforms supported more than four billion dollars in client decisions across 20+ markets.
9+ years building AI systems for business · typical operator scale $5–25M
I started building with AI before it was a product category. In 2017 I designed a proprietary machine-learning research platform for a global strategy consultancy. Then, I co-founded a startup around market intelligence (later acquired). When I joined the private beta of GPT-3 in 2021, I had already spent years building algorithmic and machine learning-based automation into business workflows.
I am happy to work with lean, capable teams that want meaningful gains – starting with one workflow.
"We were about to add another office person just to keep up with paperwork and follow-ups. Vlad built with our coordinator until the process ran every business day without us chasing it. Days-to-pay moved – that was the proof we needed before talking about what to fix next."– Owner, DFW mechanical services business
"Vlad built the research platforms our firm relied on for client work at scale – systems that supported billions in decisions across dozens of markets. Over many years, he delivered what he promised, under pressure, every time."– Dominic Pride, CEO, Upstart Breakthrough Strategy
A free 20-minute call to confirm the problem, the process area, and whether a paid process scan is the right next step. No process build commitment.
The $2,500 paid working session – see Step 1 under the offer for activities. You get a stage-gate package (benefits case, risks, go / change scope / wait) before any process build commitment. The fee credits in full toward process build within 45 days.
You – owner or operations leader – plus the person who will run the workflow daily.
Template packages turn on a feature. Here I build one workflow inside your existing tools with your operations lead and stay until your team runs it every business day. Fixed scope at each step.
The goal is to remove the repetitive work so your people handle bids, customers, and exceptions that grow revenue.
Book a 20-minute fit call below, or call (469) 283-8448. If we are a fit, the next paid step is the process scan.