AI automation,
built around your business.
We design and build private, in-house AI systems that automate your back office — tailored 100% to how your company actually works. One interface. Your own hardware. Your data never leaves your network.
- Runs locally on your hardware
- Local AI — no data leaves your network
- One interface for your entire team
Your back office shouldn't bend to fit someone else's software.
Most companies are forced to change how they operate just to fit the constraints of generic SaaS. The result: workarounds, spreadsheets, manual hand-offs, and processes that still cost the same headcount they always did.
You're paying for features you'll never use
And missing the ones you actually need. Generic platforms are built for the average — not for your business.
Your data is somewhere else
Cloud SaaS means your sensitive operational data lives on someone else's servers, subject to their policies and outages.
"AI features" that don't really do the work
Most "AI" in SaaS today is a chatbot bolted onto a CRUD app. We build AI that actually executes the work end-to-end.
Software, designed for your business — not the other way around.
No two back offices are the same. We don't ship you a template — we engineer a system around the way your team already works, then give it AI superpowers.
Built for your exact processes
We map your workflows, controls, and edge cases — then engineer a system that mirrors them precisely. No twisting your business into someone else's product.
Local hardware. Local AI.
Your solution runs on a Mac mini that lives in your office. Your data — and the AI models reasoning over it — never leave your network.
One interface for everything
Stop juggling six logins, four spreadsheets, and a Slack thread. Your team gets a single, purpose-built workspace for the entire operation.
AI that actually does the work
Not a chatbot. A coordinated system of AI agents that reads, decides, drafts, files, sends, reconciles — and hands off to a human only when it should.
BackOfficeBoss — a working example.
BackOfficeBoss is a production system running a four-brand, ~21-store resale operation today. It reads every email a back-office team would — support tickets, call logs, accounting exports, resumes, labor reports — applies the same judgment a person would, and surfaces only the decisions that actually need a human. All on a single Mac mini. No cloud LLMs. No data leaving the building.
This is one example — yours will be your own.
Every back office is different. We can adapt BackOfficeBoss as a starting point, take pieces of it, or design something completely new from scratch — whichever fits your business best. The point isn't the example. The point is that your solution is 100% yours.
Meet the Bosses.
Every recurring back-office role in this resale operation is a "Boss" — it reads the same emails a person would, applies the same judgment, and surfaces only what needs a human. These are the roles one business needed. Yours would get its own, built around your roles and your processes.
Helpdesk Boss
Reads every support ticket and call, scores agents, and catches chronic problems before they escalate.
- Knowledge / resolution / sentiment scoring with quotes from real transcripts
- Detects repeat issues, drafts outreach, and monitors every store's network for outages
Accounting Boss
Ingests the daily accounting reports and flags variances within 30 minutes of the data landing.
- Six detectors: cash over/short, banking mismatches, day-over-day swings & more
- QuickBooks audit-chain validation and stale-books alerts
HR Boss
Reads every resume on arrival, scores the candidate against the posting, and drafts human-voice outreach.
- Per-axis scoring: experience, skills, location, education
- Weekly EEOC bias-guard check; learns from your hiring overrides
Loss Prevention Boss
Scores every salesperson on theft risk relative to their peers and runs live fraud detectors.
- Buys-with-no-items-sold, unverified cash-buy & employee-purchase abuse detectors
- Unpredictable, bias-tested spot-checks; every employee audited each quarter
Operations Boss
Sets reachable quarterly goals per store and drafts evidence-backed weekly coaching.
- 13 tracked KPIs: sales per man-hour, ADS, margin, discount % & more
- Flags "at-risk" stores automatically as performance slips
Strategy Boss
Ranks company-wide risk, scores brands and stores, scans your competitors, and answers data questions in plain English.
- Risk feed, 0–100 store scorecards, and a competitor scanner that compares rivals to you
- Plain-English Q&A, nightly insights, a daily executive brief & an "unknown unknowns" sweep
Marketing Boss
Turns your transaction history into a marketing engine — a customer database that builds itself, then loyalty, promotions, and outreach.
- Loyalty & rewards, AI customer segmentation, B2B handling & win-back
- Local-outreach finder, promotions with ROI verdicts, and customer sourcing
Labor Boss
Joins schedules, time clocks and foot traffic to show where you're over- and under-staffed.
- Sales-per-man-hour vs. peer stores; hourly traffic-vs-staffing heatmap
- Flags schedule drift over 15% planned-vs-actual
Inventory Boss
Tells you what's selling, what's sitting, and what to reorder — brand by brand, every morning.
- Aging & dead-stock, margin-protecting clearance markdowns, and discount tracking
- Auto reorder points for register add-ons; hands clearances straight to Marketing
From your processes to a working system.
Discovery
We sit with your team and learn how your back office actually runs — the official process and the real one. We map every handoff, exception, and tribal-knowledge rule.
Design
We propose a tailored system: which workflows AI will own, where humans stay in the loop, the single interface your team will use, and exactly what data lives where.
Build & deploy
We engineer, test, and install your solution on a local Mac mini in your office. Your team is trained on the one interface they'll use day-to-day.
Iterate
The system gets better the more it runs. We refine workflows, add automations, and expand scope as your business evolves.
Built for resale first — yours next.
BackOfficeBoss runs a multi-brand resale operation in production today. The same approach — AI engineered around your exact processes — fits any business that runs on repeatable back-office work. Here's where we're headed next.
Resale
Multi-brand, multi-store operations — helpdesk, accounting, HR, loss prevention, operations, strategy, labor, marketing & inventory, all automated.
Real Estate Brokerages
Transaction coordination, listing intake, commission reconciliation, agent comms.
Insurance Brokerages
Policy intake, renewals, claims triage, and carrier communications.
Law Firms
Client intake, document review & filing, billing, and matter tracking.
Doctor Offices
Scheduling, patient intake, records handling, and billing follow-up.
Small Business Owners
Bookkeeping, invoicing, and reporting — the work that eats your evenings.
Retail Owners
Inventory, reconciliation, labor planning, and vendor communications.
Entrepreneurs
Automate the back office so you can stay focused on building the business.
A Mac mini in your office. Nothing in the cloud you didn't put there.
- Privacy by design. Customer data, financials, contracts — they stay inside your network. No third-party cloud reading your operations.
- No per-seat fees forever. You own the system. Grow your team without growing a SaaS bill.
- Independence. No vendor outage takes your back office offline.
- Predictable. Local models means the system behaves the same way today as it does next year, regardless of an upstream API change.
- Right-sized. Modern Mac mini hardware runs serious AI workloads quietly, on a desk, for the price of a laptop.
Built by someone who's run the back office — not just coded it.
I'm Justin Rumpf. For 25+ years I've built software and led technology — as an engineer, an IT and software development manager, and at the director level. I've also owned and operated small businesses, so I know the back office from the inside: the messy hand-offs, the spreadsheets holding everything together, and the cost of work that quietly eats your payroll.
That combination is the whole point. Most software is built by people who've never had to actually run the operation it's meant to serve. I have. BackOfficeBoss isn't a demo — it's a production system I designed, wrote, and operate today across a four-brand, ~21-store retail portfolio, automating helpdesk, accounting, HR, loss prevention, operations, strategy, labor, marketing, and inventory. When I build for your business, you get a senior engineer and an operator who's lived your problems.
- 25+ yrsSoftware development & IT
- DirectorLeadership & management experience
- OwnerSmall-business operator
- In productionReal AI running a real operation
— Justin Rumpf, Founder, BackOfficeBoss.ai
See what your back office is really costing you.
Answer a few quick questions about the repetitive work your team does today. We'll annualize it and show you the labor it ties up — and what handing it to AI could put back on your bottom line.
- Labor rate
- Your tasks
- Other tasks
- Results
First, what does this labor cost you?
Use the average pay of the staff who handle this work. We'll convert it to an hourly rate.
Divided by 2,080 working hours a year to get an hourly rate.
Where does your team's time go?
For each area below, estimate the time your team spends — leave anything that doesn't apply at zero.
Anything else you or your staff do by hand?
List any other repetitive task you suspect could be automated — every business has its own. Add as many as you like.
Estimates only, based on the figures you enter — for planning purposes, not a quote.
Tell us about your back office.
Every engagement starts with a no-pressure conversation. Share a little about your business and what's slowing you down — we'll get back to you within one business day.
- Free discovery conversation
- No template proposals — we listen first
- You own the solution we build