A clearer way forward
Strategy, systems, and a website your best customers can understand in one glance.
Web experiences
Websites people want to explore
Monday, 9:41 AM
Open requests
28
↑ 14% this week
Avg. response
3.2h
Target: 4h
AI saved
19h
this month
Custom applications
An app shaped around your work
AI agent systems
Agents that move work forward
QuickBooks
Xero
Stripe
PayPal
Shopify
Google SheetsAccounting automation
Transactions become cleaner books
Ava · voice agent
00:42 · inbound
Voice agents
A voice agent that actually helps
A partner for the custom work your business needs.
D+1
Learned how the team works and where the project gets stuck
D+4
Built the first useful version with the tools you already use
D+9
Fixed the real-world snag the team found
D+14
Still here, making it better as the business uses it
AI Forward Deployed Engineering
A project partner who stays until it works
Scene 04
Digital avatars
A human face for your knowledge
SMB Max is a custom AI systems agency for small businesses across the United States. We design websites, custom apps, voice agents, automations, and secure data workflows around the way your team actually works.
Attracting and nurturing leads.
SEO/AEO websites · Instagram/Facebook/TikTok · Google Ads
Lead scoring, drafted follow-ups, on-site chat capture
Turning leads into customers.
CRM pipeline · PandaDoc · Calendly
Call summaries, auto quote drafts, follow-up sequencing
Supporting customers after the sale.
Zendesk/Intercom · knowledge base · phone
Ticket triage, drafted replies, or a custom voice agent for calls
Running the business day to day.
QuickBooks · ServiceTitan/Dentrix · Google Workspace
Document/invoice extraction, intake-to-record automation
Applies across every department above.
HIPAA · BAA-supporting vendors · SOC 2
Not a department — a layer that touches all of them.
Usually the first system we build — everything downstream depends on people finding you in the first place.
Web design
A few directions your site could take — every one built fast, still fully custom.
12 Coffee Blvd, Austin
Mon–Sun · 7am–6pm
A cozy place to slow down with small-batch, honestly-sourced coffee.
Find your roastOpening hours
SEO + AEO ready by design
We structure your site so search engines and AI tools can quickly understand, trust, and surface your business.
Customer asks
“Who can repair my AC today in Austin?”
Northline Air
Best matchSame-day service
Hill Country HVAC
Nearby4.8 rating
Cool & Clear
TrustedUpfront pricing
Example only — actual recommendations vary by platform and query.
Customer asks
“Best family dentist accepting new patients?”
Oak & Elm Dental
Top pickNew patients welcome
Kindred Smiles
ConvenientEvening hours
Parkside Dental
LocalFamily care
Example only — actual recommendations vary by platform and query.
Customer asks
“Where should I book a strategy retreat nearby?”
Fieldhouse Retreats
Top pickTeam packages
Juniper House
PopularPrivate meeting rooms
Workshop Hotel
ValueAll-inclusive
Example only — actual recommendations vary by platform and query.
Customer asks
“Which local attorney handles complex business disputes?”
Hale & Voss
Strong matchCommercial litigation
Redwood Legal
Established20+ years experience
Mason Street Law
ResponsiveClear consultation process
Example only — actual recommendations vary by platform and query.
Customer Service
From question to completed action
The voice agent can carry the conversation, work inside defined rules, and bring in a person when the call needs judgment.
Answer calls, take orders, and book appointments
Pull accurate answers from your knowledge base
Route exceptions and follow-up to the right person
Prepare summaries and replies for human review
Live call · inbound
00:42
AvaVoice agent
Customer service concierge
Ava speaking
Live transcriptListening…
Current order
—
Action
Listening…
Answers
Builds order
Takes payment
Confirms
Connects with the support stack you already use
*AI acts within defined tasks, review points, and the approval rules you set — including any charge or booking.
Systems by department
Every business divides its work the same broad way — and you don't have to touch all of it at once. If a department is already working well, we leave it alone and scope the engagement to the one piece that isn't.
Security & Compliance — across every department here
For healthcare and other regulated businesses, workflows and data pipelines can be designed using vendors and infrastructure that support the frameworks that actually govern them:
HIPAA compliance
Administrative, physical, and technical safeguards for protected health information.
BAA-supporting vendors
The contractual layer — a full Business Associate Agreement — that makes HIPAA-conscious work possible with third-party tools.
SOC 2 (Type I/II)
Vendor due diligence when choosing SaaS tools for a client's stack, and a path toward SOC 2 for the systems we deliver.
This is not a claim of legal certification or a guarantee of HIPAA compliance or SOC 2 attestation. Compliance requirements are translated into practical workflow, data, access, and vendor decisions, subject to client, vendor, and counsel review.
Marketing automation
Collect leads from forms and ads, enrich the record, assign an owner, and start the right follow-up without manual entry.
Capture → qualify → nurture
Email automation
Sort incoming messages, draft replies, create tasks, schedule meetings, and alert the right person when a human decision is needed.
Message → route → respond
Accounting automation
Move payment and sales data into accounting, organize receipts, flag exceptions, and keep finance reports ready for review.
Payment → reconcile → report
Back-office automation
Route requests, collect approvals, update shared records, store files, and keep teams informed without another status meeting.
Request → approve → complete
Reporting automation
Bring sales, marketing, and operating data together, refresh dashboards, and send the numbers people need on schedule.
Collect → clean → summarize
Customer operations
Connect orders, conversations, appointments, and documents so every customer gets a consistent handoff from one team to the next.
Purchase → support → retention
A strong sales system keeps every opportunity moving: new leads are captured, qualified, assigned, and followed up with before momentum disappears.
We connect your forms, inbox, CRM, calendar, and proposal tools, then add AI where it can help your team prepare, personalize, and act—without taking judgment away from the people closing the deal.
Designed around your sales process—not a generic funnel or a disconnected collection of tools.
We map how work actually moves through your business: people, tools, decisions, data, approvals, exceptions, and risk points. The outcome is a clear view of where custom software, automation, AI, or better data handling can create the most leverage.
We turn the workflow into screens, roles, data models, integration paths, and an implementation plan. For regulated workflows, this is where vendor choices, access controls, audit logging, and BAA-supporting infrastructure are planned into the system.
We build the application, website, portal, database, pipeline, or integration in useful increments. AI is added only where it supports a defined step, such as extracting, routing, summarizing, drafting, or preparing information for human review.
1. Production deployment and access setup
2. Data handling, monitoring, and audit trail review
3. Team handoff, documentation, and training
4. Post-launch fixes and prioritized improvements
5. Optional maintenance and support plan
The work is collaborative and concrete: workflow interviews, screen reviews, data mapping, secure implementation, and practical handoff for the people who will use the system.
Every business has a different workflow. Explore examples of websites, voice agents, marketing and sales automation, bookkeeping systems, custom apps, and AI training built around real constraints.
A clearer way forward
Strategy, systems, and a website your best customers can understand in one glance.
Web experiences
A polished public site can be the front door to your whole operating system—not just a brochure.
Monday, 9:41 AM
Open requests
28
↑ 14% this week
Avg. response
3.2h
Target: 4h
AI saved
19h
this month
Custom applications
Dashboards, portals, and internal tools that make the next best action obvious to your team.
AI agent systems
Connect the tools you already use, add clear review points, and let AI handle the repeatable parts.
QuickBooksXeroStripePayPalShopifyGoogle SheetsAccounting automation
Move payment and sales data into accounting, organize receipts, flag exceptions, and keep finance reports ready for review.
Ava · voice agent
00:42 · inbound
Voice agents
Answer routine questions, qualify a caller, book the next step, and hand off the moments that need a person.
A partner for the custom work your business needs.
D+1
Learned how the team works and where the project gets stuck
D+4
Built the first useful version with the tools you already use
D+9
Fixed the real-world snag the team found
D+14
Still here, making it better as the business uses it
AI Forward Deployed Engineering
Someone works alongside your team, learns how the business really runs, builds with your tools, and keeps improving the system after launch.
Scene 04
Digital avatars
Turn onboarding, education, and customer communication into clear, repeatable video experiences.
Showing Web experiences: Websites people want to explore
We start by understanding how work gets done before recommending software, automation, or AI.
The deliverable can be an app, portal, website, database, integration, data pipeline, or connected system.
Access controls, audit trails, protected data handling, and vendor fit are part of the design conversation.
Your team gets documentation, training notes, and a maintainable path for iteration after launch.
Built for operational clarity, not tool sprawl
Strong delivery depends on
clear scope, security, and
practical documentation.
Start with a workflow call
For HIPAA-conscious and regulated projects, privacy, protected data handling, access controls, audit logging, and BAA-supporting vendors are considered from the beginning.
Beyond connecting tools
Off-the-shelf automation is useful when it fits. But many businesses need more: an application, a portal, a database, a dependable integration, or a secure layer around an existing process.
The work starts by understanding the process first—then making the data, decisions, access, and user experience work together.
What we build
Purpose-built web software for the work no generic platform handles well.
Clear, role-aware places for staff to manage tasks, information, and decisions.
Databases and pipelines that make critical data usable across the tools you keep.
AI-enabled processes
AI works best as a specific, supervised part of a real workflow: summarizing, routing, extracting, drafting, finding, or preparing—not as an unexamined black box.
Websites that do real work
From secure intake to client portals and operational handoffs, the customer experience can be part of the same thoughtful system.
Website and visibility services
SMB Max connects website design, ongoing maintenance, technical SEO, answer engine optimization, conversion improvements, and practical follow-up. Choose the service that matches where your business is now, then expand only when the next improvement is justified.
Design and growth
Custom websites built around search visibility, AI discovery, trust, and a clear path from visit to inquiry.
Explore website designOngoing visibility
Keep your site secure, fast, accurate, and understandable across Google search and AI answer tools.
Explore website maintenanceA stronger next version
Replace an outdated or underperforming site with clearer messaging, stronger conversion paths, and search-aware migration.
Explore website redesignsBuilt for HVAC
Mobile-first HVAC websites that help contractors turn local searches into calls, service requests, and booked jobs.
Explore HVAC website designNever miss the call
A 24/7 answering service that handles after-hours calls, captures job details, and follows your booking rules.
Explore the HVAC answering serviceHow we work
Map the people, steps, decisions, exceptions, and information that make the workflow real.
Turn the work into a clear concept for data, permissions, screens, integrations, and AI assistance.
Prioritize the highest-value pieces, test them with the people who will use them, and make the result maintainable.
SMB Max designs and builds custom AI systems for small and medium-sized businesses. Projects can include custom applications, websites, internal portals, databases, integrations, marketing automation, secure data pipelines, and AI-assisted workflow steps.
A custom AI system combines software, data, integrations, and carefully chosen AI capabilities around a specific business workflow. It is designed for the people, decisions, tools, and controls your operation already depends on instead of forcing the work into a generic product.
Yes. A custom system does not need to replace every tool. SMB Max can preserve what already works, connect the missing pieces, and create the interface, data layer, or AI-assisted process your team needs.
AI is added where it supports a defined workflow step, such as extracting information, summarizing records, drafting responses, searching internal knowledge, routing tasks, or preparing decisions for human review. Data access, review points, and guardrails are part of the design.
For appropriate regulated projects, workflows and data pipelines can be designed around vendors and infrastructure that support a Business Associate Agreement. This can include protected data handling, role-based access, audit logging, compliant integrations, and privacy-aware AI processes.
Bring the process you want to improve, the people involved, the tools and data already in use, the main friction points, and any privacy, compliance, or security constraints. That is enough to begin mapping a sensible next step.
No. Many projects should begin with a workflow audit or prototype so scope, risk, and return are clearer before a larger build. When the need is already well defined, a project can move directly into design and implementation.
A launch can include documentation, team handoff, training notes, access setup, bug fixes, and an optional support plan for maintenance, monitoring, new integrations, and workflow improvements.
Privacy & analytics
SMB Max uses Google Analytics 4 and the Meta Pixel to understand website traffic, ad performance, and interactions such as page views, form starts, successful submissions, and clicks to external booking pages. We do not intentionally send names, email addresses, phone numbers, form text, quiz answers, or booking details to those analytics tools.
When you submit a form or the HVAC Lead Leak Test, we use the contact details and answers you provide to deliver the requested result, respond to you by email or text, and prioritize follow-up. Those submissions are stored in Airtable. If you choose to book a review, Cal.com receives the booking details you submit there. A booking-page click records interest, not a completed appointment.
We keep submitted information only as long as needed for follow-up and business records. You can ask to access, correct, or delete your information, or opt out of future contact, by emailing support@smbmax.ai.
