Ghost Office is the idea of an entire company that runs without being seen — just a small team (or one person!) powered by automation and AI. With the right tools and systems in place, even the smallest team can operate at full scale. Perfect for small businesses that want to stay lean and efficient.

• Free Initial Consultation

Hi, I’m Tyson— founder of Ghost Office, an AI automation agency based in the San Francisco Bay Area that helps small teams do big things.
With over a decade of implementation experience and a deep understanding of AI systems, I help independently owned small businesses unlock real efficiency by automating repetitive tasks, streamlining workflows, and building smart tools that work behind the scenes. Whether you're a solo founder or a small team, I’ll help you turn AI into a practical advantage — fast.

Our Services

How We'll Work Together

Not every client needs the full journey. Steps 1 and 2 are ideal if you’re looking for strategic consulting only — we’ll help you explore, evaluate, and plan. If you’re ready to bring a solution to life, we continue through Step 4 to build and implement your AI system.

Case Studies

These case studies are based on internal builds we created to showcase what's possible with AI automation for small service businesses. The workflow and results are real — it was built and tested in a real-world scenario. While the company name has been anonymized, the tools and outcomes reflect what we can build for you, too.

Let's Get Started!

Let us know what you're looking for! To prepare for your free 1-hour initial consultation, please include details such as your objectives, desired outcomes, any specific features or automation you'd like to implement , and your budget (if you have one in mind).
Fill out the contact form & schedule a free 1-hour initial consultation.

Let's Get Started!

Let us know what you're looking for! To prepare for your free 1-hour initial consultation, please include details such as your objectives, desired outcomes, any specific features or automation you'd like to implement , and your budget (if you have one in mind)..Fill out the contact form & schedule a free 1-hour initial consultation.

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🛠️ Case Study: How One Small Contractor Reclaimed 200 Hours a Year with AI-Powered Estimates

Client: Pacific Precision Fencing (Owner: Daniel Ramirez)
Industry: Residential Contracting – Fencing & Concrete
Challenge: Writing estimates was eating into valuable time
Deliverable: Automated Estimate Generator using Airtable, n8n, ChatGPT, and Google Docs
Build Time: 1 week🔧 The Problem
Daniel runs a successful small business in Northern California specializing in vinyl fencing and stamped concrete. Like most contractors, he wears a lot of hats — site visits, scheduling, quoting, follow-ups, and project management.
His biggest pain point? Writing estimates.
Each job required:
• Visiting the site (_{45 min)
• Driving (}45 min round trip)
• Manually writing the estimate (45–90 min), including formatting, cost breakdowns, and emailing
That meant 2–3 hours per estimate, repeated about 4 times a week, every week. At 200 estimates a year, it added up to more than 250 hours annually — time he’d rather spend on jobs or with family.🤖 The Approach
Daniel partnered with Ghost Office AI to design a lightweight, automated system to generate estimates without sacrificing accuracy or professionalism.
We used:
• Airtable as the estimate database
• n8n for workflow automation (instead of Zapier)
• ChatGPT to write the project scope, cost summary, and follow-up message
• Google Docs to generate branded estimate files automatically
The automation kicked off when Daniel marked a project “Ready for Estimate” in Airtable. From there, everything ran hands-free.✅ The Deliverable
The final workflow included:
1. Input: Daniel fills out key job details in Airtable (linear feet, material type, labor hours, etc.)
2. Trigger: n8n watches for status changes
3. AI Writing: ChatGPT writes a professional project summary and timeline
4. Document Creation: A clean, branded Google Doc is generated using AI content and project variables
5. Follow-Up: ChatGPT drafts a friendly reminder if the client hasn’t responded in 3 days
6. Sync: The document link and message are written back into Airtable for easy tracking
All built in less than a week.📊 Discoveries & Results
Within the first month, Daniel saw dramatic improvements:
• Estimate time cut by 75% (from 60–90 min down to 15–30 min)
• 100–200 hours saved annually
• $8K–$16K in time value recovered (based on his $80/hour rate)
• Professionalism increased: every quote was consistent, typo-free, and well-written
• More jobs closed thanks to faster turnaround and timely follow-ups
Even better — Daniel didn’t need to hire an assistant. AI became his invisible back office.🔚 Conclusion
For small service businesses like Pacific Precision Fencing, time is the most valuable resource. This automation didn’t just make Daniel faster — it gave him back control over his schedule, helped him look more professional, and supported business growth without more overhead.🚀 Want This For Your Business?
If you're a solo operator or small team drowning in admin work, let's automate your repetitive processes and reclaim your time.

Let's Get Started!

Let us know what you're looking for! To prepare for your free 1-hour initial consultation, please include details such as your objectives, desired outcomes, any specific features or automation you'd like to implement , and your budget (if you have one in mind)..Fill out the contact form & schedule a free 1-hour initial consultation.

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📞 Case Study: How a Recruiting Agency Enhanced Sales Calls with an AI Sales Co-Pilot

Client: Big Boy Recruits (Sales Team)
Industry: Recruitment / B2B SaaS Talent Acquisition
Project: AI-powered Sales Call Preparation Tool
Deliverable: Conversational Sales Co-Pilot using Relevance AI
Duration: 1 week📌 The ProblemSales reps at Big Boy Recruits were struggling to personalize outreach and prepare effectively for client calls. Researching each company and prospect manually was time-consuming, and many reps went into meetings without strategic insights — resulting in missed opportunities.🤖 The ApproachGhost Office AI built a custom Sales Co-Pilot using Relevance AI. This agent included three tools:
• A Company Research Tool that scrapes and summarizes company info
• A Prospect Research Tool that analyzes LinkedIn profiles
• A Pre-Call Strategy Generator that merges both into a call prep brief
Reps could enter a company URL and LinkedIn profile, and within seconds, get a strategy report tailored to their prospect.📄 The DeliverableA single-agent chat interface that lets sales reps:
• Paste in links
• Receive AI-generated summaries
• Download pre-call strategy docs with personalized talking points🔍 Discoveries & Results• Reps reported feeling more confident and prepared
• Close rates improved with tailored messaging
• Internal training time was reduced thanks to smarter prep tools

Let's Get Started!

Let us know what you're looking for! To prepare for your free 1-hour initial consultation, please include details such as your objectives, desired outcomes, any specific features or automation you'd like to implement , and your budget (if you have one in mind)..Fill out the contact form & schedule a free 1-hour initial consultation.

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Let's Get Started!

Let us know what you're looking for! To prepare for your free 1-hour initial consultation, please include details such as your objectives, desired outcomes, any specific features or automation you'd like to implement , and your budget (if you have one in mind)..Fill out the contact form & schedule a free 1-hour initial consultation.

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Let's Get Started!

Let us know what you're looking for! To prepare for your free 1-hour initial consultation, please include details such as your objectives, desired outcomes, any specific features or automation you'd like to implement , and your budget (if you have one in mind)..Fill out the contact form & schedule a free 1-hour initial consultation.

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