Brianna Bates

AI Automation & Operations Studio · DFW + Nationwide

I build practical automations and dashboards that keep leads, tasks, and customer work from falling through the cracks.

For service businesses that have outgrown manual follow-up and scattered spreadsheets. I connect Zapier, Google Workspace, AI tools, and lightweight HTML dashboards into systems your team can actually run.

Lead Response Automation Google Workspace Systems HTML Dashboards SOPs & Knowledge Bases DFW · Nationwide
Discuss your workflow See client-ready proof How I work

What I build

Start with one costly workflow

The goal is not to automate everything. It is to fix the repeated handoff, delay, or visibility problem that is costing the business time or revenue.

Lead flow

Response & follow-up systems

Capture inquiries, acknowledge them quickly, route the right information, and create the next action automatically.

  • Website forms and CRM sheets
  • Gmail and task follow-up
  • Booking and status workflows

Operations

Workflow & knowledge systems

Turn informal processes into documented, searchable systems that reduce interruptions and make delegation easier.

  • SOP libraries
  • NotebookLM knowledge bases
  • Human approval and escalation rules

Visibility

HTML dashboards & reporting

Give owners a clean view of leads, response times, project status, or operational KPIs without another complex platform.

  • Google Sheets data layer
  • Branded HTML dashboards
  • Scheduled summary reporting

Proof of capability

The Enderby Gas operations engagement

A three-part operations modernization engagement designed for an 85-year-old North Texas propane distributor, used with permission. It demonstrates how I diagnose a workflow, design the system, build the supporting assets, define guardrails, and measure whether the idea is worth deploying. Impact figures are projected from published benchmarks, not claimed client results.

3 systemsLead onboarding, knowledge capture, and AI receptionist pilot design.
Real contextDesigned around an established North Texas service business.
Full PDFsDetailed case studies and implementation reasoning are included.
Ethical dataSimulated records and benchmarks, with no proprietary customer data.

Project 01 · Acquisition

Zero-Touch Customer Onboarding

A six-layer architecture that replaced phone-tag onboarding with self-serve intake, AI-personalized comms, and a real-time status portal — cutting projected time-to-live from 21 days to 8.

Tally Make Gmail + Gemini Sites

Read the case study

Make scenario run: Tally to Google Sheets to Gmail draft to Google Calendar, all four operations completed successfully
The live Make scenario — one Tally submission flows through Sheets, an AI-drafted Gmail confirmation, and a Calendar event in ~2 seconds.

Project 02 · Retain

Institutional Knowledge Capture

Turned 85 years of tribal knowledge into searchable SOPs, a NotebookLM knowledge base, and a persona-driven Gemini assistant that answers only from the source documents.

Google Docs NotebookLM Gemini Gems

Read the case study

Knowledge hub ecosystem diagram: SOP library, NotebookLM, and AI assistant
The knowledge hub ecosystem — a standardized SOP library, a NotebookLM knowledge base, and a persona-driven Gemini assistant.

Project 03 · Service

AI Receptionist Pilot Spec

A safety-first pilot spec for a 24/7 voice agent — telephony, AI reasoning, four explicit guardrails, measurable KPIs, and an honest go/no-go framework for a propane distributor.

Twilio / Vapi Claude Looker Studio

Read the spec

AI receptionist safety-first architecture diagram
The safety-first pilot architecture — intake and intent, guarded routing, and the KPIs that gate a go/no-go decision.

Who benefits

Good fit for businesses with operational friction

Especially useful for owner-led and growing service businesses where demand is real but the operating system is still held together by inboxes, memory, and manual updates.

  • Home services and field-service companies
  • Dental, medical, and professional practices
  • Recruiting, staffing, and client-service firms
  • Local distributors and legacy businesses
  • Small teams with missed or slow lead follow-up
  • Businesses that need clearer reporting without enterprise software

Tooling

Built around tools you can own

Tally Google Sheets Google Docs Make Gmail + Gemini Gemini Gems NotebookLM Claude Google Calendar Google Sites Looker Studio Twilio / Vapi (spec'd)

Notes

Writing on operations & automation

Practical notes from building real systems — onboarding automation, knowledge bases, and AI enablement without a budget.

All notes

Start a conversation

Bring me the workflow everyone complains about

Tell me where leads stall, staff repeat work, customers wait, or reporting gets messy. I will identify the smallest useful system to build first.

briannabates1221@gmail.com LinkedIn Explore workflow systems Explore AI systems