San Luis Obispo, CA
Business systems · Central Coast, CABusiness systems for owner-run companies · Central Coast, CA
The busywork, handled.So you can run the business.
GroundWork builds and looks after the systems behind owner-run businesses: intake, follow-up, records, scheduling, and the handoffs between the tools you already use. Built on the Central Coast, by someone who lives here.
A call just filed itself · SLO CountySomewhere in SLO County, a call just filed itself
What we do
The systems behind the business.
Intake, follow-up, records, scheduling, and the handoffs between tools. We build the pieces that carry the repetitive work, connect what you already use, and keep it all running. Here's what that looks like underneath a business:
Intake
Every
call, form, and inquiry captured, written up, and filed
Follow-up
On watch0
leads or clients left waiting on a reply
Records
SyncedLive
CRM, calendar, and deadlines current as of the last event
Keep Watch
Monitoring15 min
between automated health checks, with alerts when something drifts
Connects the tools you already use
One person to call, the one who built it · GroundWork runs on the same systems it builds
How it works
No pitch decks. No jargon. Five steps, every time.
The same route for every project, so you always know where you are and what happens next. Plain English the whole way, and nothing gets added mid-stream without a conversation.
01
Walk the ground
We come to you and watch how the work actually moves, until we can see where the hours go.
02
Blueprint
One page before anything is built: what we'll build, what it connects to, and what it costs.
03
Build
Two passes. A clickable version first, so we argue about the real thing. Then the system itself.
04
Launch
We switch it on together, on your real work, and hand you one page on what runs where.
05
Keep watch
It checks itself and tells us when something drifts. Something feels off, you call the person who built it.
The retainer →Not sure a system fits your business?
That's a fine reason to talk. If it doesn't fit, we'll tell you. We live here, and our name rides on it.
Keep Watch · the retainer
Built once. Watched continuously.
A system that nobody watches is a system that fails quietly. Keep Watch is the part of GroundWork that stays after launch: monitoring, support, fixes, and steady improvement, for a flat monthly fee sized to the system.
- Monitoring
- Continuous automated checks on every part of the system, from outside it, with alerts the moment something drifts. Not “we'll look if you call.”
- Support
- A person who knows your system, because they built it. Questions answered the same day, usually faster.
- Fixes
- When a tool changes its API, a form moves, or a vendor breaks something, it gets fixed. You hear about it afterwards, not during.
- Optimization
- The business changes; the system changes with it. New steps, new tools, a sharper handoff. Small improvements, on the retainer, not a new project.
One Monday note a week: what broke, what shipped, what's still open
System health
All green- OK
Intake pipeline
Calls captured and filed
- OK
Calendar sync
Deadlines pushed, both ways
- OK
Reminders
Day before, day of
- OK
Outside-in health
Site answered from the open web
Last check --:-- · every 15 min, from outside · two misses in a row pages a person
Proof · Real estate, San Luis Obispo County
Her business ran on a CRM she didn't own, a spreadsheet, and memory. Now it runs on one system.
A top-producing agent with about two hundred relationships to keep warm, a rotation of notes and pop-bys and emails, and a handful of escrows at a time, each with a legally binding string of contingency dates. Her assistant was out for three months. The follow-up system was about to live entirely in her head.
Before
Contacts in a subscription CRM she paid for and didn't live in. Every escrow's deadlines in a spreadsheet rebuilt by hand, per transaction. A home-grown tracker that opened on “203 items pending today.” The rest in her head.
After
One system, hers. Contacts in four tiers with a follow-up rhythm per tier. Escrow deadlines computed from the contract and pushed to her calendar. A portal for each client. A monitor that checks it all every fifteen minutes.
An escrow, end to end
Running- 1
Offer accepted
Purchase agreement uploaded
- 2
Terms read
Anything uncertain waits for her OK
- 3
Deadlines computed
In code, never by a model
- 4
Calendar and reminders set
Day before, day of
The real sequence · running in her business today
- 5
- weeks
- scoping to hand-off
- 1
- subscription
- replaced, not added
- 0
- deadlines
- left to a model's math
- 15
- minutes
- between health checks
Three rules she set on day one, all kept: no recording of client conversations · no financial documents stored · tier assignment stays human
I need this system to work for me. I shouldn't be doing more work on something else.
Also on the ground · Senior placement, San Luis Obispo
Corina's day used to disappear into her phone. Now the phone works for her.
Corina places seniors in care homes. Families call at hard moments, and every call carries details that matter: care needs, budgets, timelines, names. They used to live on notepads and end the day as a second shift of write-ups.
Now every call is recorded, transcribed, summarized, and filed to her CRM the same day, nothing typed by hand.
She didn't buy “AI.” She got her evenings back.
Under the hood: Twilio · AssemblyAI · Claude · Bigin CRM
A call, end to end
Running- 1
Call comes in
Recorded automatically
- 2
Transcribed
Every word, minutes later
- 3
Summarized
Who called, what they need
- 4
CRM updated
Pipeline stays current
The real sequence · running in her office today
The point of all this
The hours come back. Spend them somewhere better.
A note from the founder
Local isn't a marketing angle. It's the whole point.
I'm Hayden Perhach. I live on the Central Coast, and I'm building GroundWork here on purpose.
Most firms doing this kind of work serve the area from L.A. or the Bay. When someone builds the system your business runs on, you should be able to look them in the eye, and they should know what you mean when you say “the Tuesday problem is back.”
GroundWork runs on the systems I build: research, outreach, operations, and the monitoring that watches all of it, so I can focus on clients. That's the standard your system gets built to.
Hayden Perhach, founder
- Based in
- San Luis Obispo, California
- Serving
- SLO County & Santa Barbara County
- Works with
- Owner-run local businesses
- Runs on
- The same systems it builds, every day
Get in touch
Tell us where the hours go.
Send two or three sentences about your business and the work that eats your week: the calls, the follow-up, the double entry, the thing only you know how to do. We'll reply personally, usually the same day, and if we can help, the next step is a conversation, not a contract.
Basecamp · San Luis Obispo, CASan Luis Obispo, California