01
Stop leaving follow-up to memory
Give every lead a next step. AI can draft the response and flag stalled conversations. Your people approve the promises.
Heartwood AI Solutions · Seguin, Texas
Your team has more work than hours. Let's give them an AI Employee.
Heartwood builds AI Employees that handle the repeatable work for your department or your whole company: reports, follow-up, scheduling, admin, data entry. Your people keep the decisions.
Free. 30 minutes. Bring one task your team is tired of doing twice. We start with the problem, not a software pitch.
Who we help
Built for whoever owns the workload.
Owners, division leads, and department heads all have repeatable work slowing their teams down. An AI Employee can take the prep, the chasing, and the copying.
Owners
Get out of the daily handoffs and back to leading the company.
Operations and division leads
Standardize the process so every team runs it the same way.
Sales and marketing managers
Follow-up, reporting, and content prep handled before you ask.
Admin, HR, and finance leads
Onboarding, scheduling, payroll prep, and document chasing, organized.
Sound familiar?
More work than hours, and the backlog keeps growing.
Same report, every week. Leads waiting on a reply. A new hire who needs the same walkthrough again. Whether you run the company, a division, or a team of five, the repeatable work is eating the time meant for the work that matters. Before you hire again or buy another app, look at how the work moves.
Same report. Same copying. Every week.
A routine task stops until you give the answer.
Your best people explain the same steps again and again.
A handoff works only if someone remembers every detail.
Fix the work first
Another subscription is not a strategy.
Show us a real task. Who starts it? Where does it stop? Who has to chase it? We map the problem with your team, then choose the simplest useful fix. AI only belongs where it earns its place.
02
Quit paying people to copy and paste
Build a clearer path through the tools you already use. Put repeatable sorting, checking, and copying on the list to fix.
03
Get the process out of your head
Your best employee should not have to explain the same task every week. Capture the steps. Name the owner. Keep judgment with your people.
No guessing
Find where work stalls. Fix it. Hand it over.
Know the scope, estimated hours, responsible people, and approval points before we build. Then your team learns to run it. You are buying a working process, not permanent dependence on us.
01
Talk it through
Bring one task your team is tired of doing twice. We ask what happens, who gets pulled in, and what you have already tried. If there is a reason to go further, we discuss paid discovery. This is not a free audit.
02
Find where it stalls
Your team walks us through the actual work. We map the steps, find where it stalls, and define who approves what. Then we recommend a tool or a simpler process fix.
03
Build and test
Approve the scope and estimated hours first. We set up the agreed skills, scheduled tasks, integrations, access, and review rules, then test them on real scenarios.
04
Put your team in charge
Your people learn to assign tasks, check the output, and handle exceptions. We hand over the process. Your team owns the daily work.
What we work toward
Lead the work. Not the reminders.
More automation is not the scoreboard. A process your people can run is. Routine work has a next step, important decisions have an owner, and you have more room to lead.
- Routine tasks have a trigger, not just a place in your memory.
- Your people know what they own and when to bring in their leader.
- AI handles agreed repeatable steps. People handle the stakes.
- You spend less attention chasing the next handoff.
What Viktor users say
Straight from the people running it.
We put Viktor on accounts receivable. The emails went out and the phones started ringing the same day. A 75% increase in collections in 24 hours. It has been a game changer in our AR.
“I got my invoices batched, created, verified, emailed, and automatic verification when paid. Viktor saved me so much time and frustration.”
“I anticipated a huge learning curve and downtime while I tried to learn the ropes with Viktor. I was pleasantly surprised that none of that was necessary.”
“WOW is all I can say, and we are just getting started. He came back with a plan for all of it — taking over all engineering responsibilities and basically leaving Replit out of it. Incredible!”
“I'm getting so much more out of Viktor than an actual assistant. It's honestly what I've been missing my entire real estate career.”
“Viktor's output is amazing. So much better than a person, lol. I'm shocked at how much more intuitive it is than a chat box like GPT or Claude.”
“What really impressed me about Viktor was how easy it is to deploy, and how capable it becomes with over 3,200 connections available.”
“Viktor is enterprise, production ready, with security built in. Those are the things I noticed right away.”
Real clients. Their words.
Do not take the software pitch on faith.
Here is what these clients report about using Viktor. These are their results, not a promise of yours. The work, setup, and team matter.
“Melissa Elizondo has changed my life. The AI employee has changed my whole work process immensely. I have saved so much time, sweat and tears fighting with social media, my calendar and trying to manage a work-life balance.”
“I'm super glad Melissa shared with me the AI tools to help me be more efficient in my business. She set up and showed me how it will be my best employee and even better help my employees be the best!”
“Melissa set me up with an AI system that takes a lot of the mental load off my plate.”
“I didn't want an AI that was going to tell me how to run my business. I've got my own checks and balances and they work. My AI Employee learned my way. Now it's handling job estimates, payroll prep, and the administrative work I used to do at the kitchen table at 10pm.”
Control is not optional
Let AI do the prep. Keep people in charge.
A draft is not a decision. A summary is not a verified financial figure. We agree on what AI may do, what must stop for review, and who handles exceptions before anything goes live.
What is an AI employee?
Think full-time virtual assistant, not magic employee. Assign the work. Provide approved tools and processes. Set a budget. Review the output. One shared AI employee can support several departments, with separate access, instructions, and approval rules for each.
Do we have to choose a particular AI platform?
No. We are here to fix the work, not defend a favorite app. That could mean Viktor, ChatGPT, Claude, Microsoft Copilot, or a simpler process change.
What does professional services work cost?
$250 per hour with a three-hour minimum ($750) to begin paid work. We agree on scope and estimated hours before implementation. Software subscriptions, usage, and credits are separate.
Will AI replace our staff?
No staffing replacement promise here. AI can prepare, check, organize, and route repeatable work. Your people keep the relationships, judgment, approvals, and exceptions.
Not ready to talk yet?
Download the free AI Readiness Audit.
A one-page checklist to spot the tasks that slow your team down, and which ones are ready for AI. Yours, no strings.
Start with one task
What are you tired of doing twice?
Bring one real example. We will talk through where it gets stuck and whether there is a sensible next step. Free 30-minute conversation. No promised AI install before we understand the work.