KARASOV SYSTEMS
The operational brain your company was supposed to have.
Private AI operations systems for design-build, remodeling and specialty contractor companies. Leads, estimates, project knowledge, field reporting, documents and communications—connected behind the tools your team already uses.
Start with one workflow. Grow into a full company system.
▸ Winner, AI Agent Olympics — Milan AI Week 2026, Europe’s largest AI event
▸ US · UAE · EU · same-business-day response
Prefer async? Send the workflow, the tools you use and what keeps breaking. Same-business-day reply.
01 — YOU KNOW THESE MORNINGS
“The estimate went out Tuesday. Then nothing. Everyone’s on site — nobody’s job is to follow up.”
“The whole company lives in my head. I take a week off — everything stops.”
A client asks “what fixtures are approved for the master bath?” — and three people spend forty minutes searching emails, drawings and the whiteboard for an answer that was decided six weeks ago.
Materials get ordered over the phone and in a WhatsApp thread. Then nobody knows where the invoice went.
Your projects run late and over budget more often than they should — not because your crew can’t build, but because information falls apart between the field, the office, and the client.
This is what I fix.
02 — WHAT I BUILD
An operational layer that captures, organizes and retrieves the information your business already generates — without forcing the field team to re-enter it.
These are modular capabilities, not a required package. Most engagements begin with one workflow and expand only after it proves its value.
VOICE-FIRST WHERE IT MATTERS
Most operational data never gets typed. It lives in phone calls, voice notes, WhatsApp threads, photos on someone’s phone. My systems listen, transcribe, extract, file — so your crew keeps talking the way they already talk, and the office gets structured data on the other side.
03 — DATA HANDLING
Your company’s records end up inside this system. Here is exactly how they are handled.
Most automation vendors selling to contractors never raise this subject at all. It belongs in the architecture conversation, before anything is built — so it is a section on this page rather than a clause you find later.
Where formal legal compliance is required, implementation is aligned with the client’s legal counsel. This discipline is not a preference — before AI systems I ran operations at a humanitarian organization handling personal data of vulnerable populations, under legal and criminal liability for data integrity and privacy compliance: 1.5M+ PLN operational budget, zero audit findings.
04 — SCOPE
Same principles, three depths of engagement.
Some clients start with one broken workflow and stay there. Some start with one and grow into a full company operating layer over 6-18 months. The system is designed to support both.
The foundation is always the same: capture what’s already happening, organize it automatically, make it retrievable, then let the automation grow on top of the data — never the other way around.
Reliable capture comes first. Automation comes second. That’s the order that survives.
05 — CASES
Five contractor systems. Three that show the engineering depth.
Eight selected examples from 32 systems built — client production work, internal tools and open-source builds. Client engagements are deliberately few: two to three new ones a quarter. The rest of the count is tooling I build for my own delivery and release publicly.
CONTRACTOR SYSTEMS
Built for contractor and design-build operations — leads, estimates, field reporting, company knowledge and marketing.
CLIENT PRODUCTION · US PROJECT-BASED BUSINESS · NDA PROTECTED
Built for a US project-based business coordinating multilingual employees across active work locations. The system gives field staff a simple way to check in and out, verify location, explain attendance exceptions and submit daily voice reports in their preferred language. Reports are transcribed, structured and normalized into English for management. Managers receive attendance history, exception alerts, project-level visibility, employee and location controls, role-based access and exportable records. A separate read-only ingestion service archives company email and attachments into client-controlled storage, with resumable processing and duplicate protection—creating the foundation for internal knowledge retrieval. The system was deployed in an environment controlled by the client, with operational controls, accounts, source code and documentation handed over.
One-tap field reporting · multilingual voice-to-record processing · client-controlled deployment
Client identity, architecture, business data and project-specific metrics withheld under NDA.
Most client work runs under strict NDA and isn’t shown here — clients don’t want their internal operations public. References available on request.
ENGINEERING DEPTH
These are not contractor builds. They are the engineering depth behind the contractor builds — retrieval, multi-agent reasoning and realtime processing, proven where the constraints were harder.
WHAT CLIENTS SAY
Reviewed by the people who hired me.
Clients independently endorsed the same five qualities: reliable · committed to quality · solution oriented · clear communicator · detail oriented.
Verify these reviews → · Every verifiable source, linked at origin →
06 — PRICING
Start with one bottleneck. Grow as far as the math takes you.
Not a template installation. Each engagement covers the process, decisions, exceptions, infrastructure and handoff required to make the system part of daily operations.
PILOT
FIXED PRICE
- —One system, one bottleneck, live in 2-4 weeks.
- —Scoped and quoted before you commit.
- —50% at signature, 50% at launch.
- —Yours to keep — source code, credentials, documentation.
OPERATE
MONTH-TO-MONTH
- —Ongoing partnership after a system is live.
- —Monitoring, same-business-day response, monthly improvements.
- —New modules added as your business grows.
- —Cancel anytime, keep everything.
PLATFORM
SCOPED PER BUSINESS · NDA-FRIENDLY
- —Full operational layer, built in phases over 6-18 months.
- —Voice-first interface, project knowledge base, multi-stakeholder coordination, document generation, decision support.
- —Delivered as a working system in 2-4 week increments — not a deck, not a pilot that stalls.
Equity or revenue-share arrangements available for early-stage companies with strong traction.
Message on WhatsApp to start a conversation, or book a 30-min call if you prefer.
07 — HOW IT LANDS
Four steps.
No black box.
Discovery
You describe how jobs come in and where they leak. I ask specific questions. By the end I tell you what’s worth automating, what isn’t, what it costs, and how long. Written scope in 24 hours.
Architecture
System design before any code. You see the blueprint and approve it. If the architecture is wrong, we fix it on paper — not in production.
Build
Daily or scheduled updates. Error handling, monitoring and fallbacks built in from the start. Nothing ships without testing.
Deploy + own it
Full documentation, source code, credentials — all yours from day one. The system is designed not to depend on me for normal daily operation — ongoing monitoring and improvements stay optional. Handoff call walks your team through everything.
For phased platform builds, this same rhythm repeats in 2-4 week increments. Each increment ships something that works before we scope the next one.
08 — YOUR WORLD
I know how your business actually runs.
Your leads come from Google LSA, Angi, Thumbtack, Houzz, Instagram DMs and referrals — and half of them call, not email.
Your crews are in the field with phones, not laptops. Everything works over text, voice or a simple mobile action. Minimal new logins and no complex software for the field team to learn.
Your data lives in twelve places — Gmail, WhatsApp, spreadsheets, the CRM, QuickBooks, Google Drive, the whiteboard, three notebooks and one office manager’s head. I connect the systems worth keeping and create low-friction capture for everything that still happens in calls, messages, notebooks and people’s heads.
Your materials get ordered by phone or in a WhatsApp thread. Then nobody knows where the invoice went, or whether the price was right.
Your projects run late and over budget more often than they should — not because your crew can’t build, but because communication falls apart between the field and the office.
Your reality: nobody has time to “learn a new tool.” So there’s nothing to learn. The system runs underneath what you already use.
09 — WHO BUILDS IT
HOW YOUR DATA IS HANDLED
Access, ownership and retention are decided during architecture, not after launch. See section 03.
Vitalii Karasov — an AI systems architect and product manager who builds.
Five years in operations, product and delivery before going full-time on AI systems: EdTech launch, media production, humanitarian crisis logistics with a 1.5M+ PLN budget and zero audit findings. MSc Project Management. PRINCE2.
In 2026 my solo build won at the AI Agent Olympics at Milan AI Week — Europe’s largest AI event.
Now I build one thing: private operational systems for owner-led design-build, remodeling and specialty contractor companies. Deep, not wide.
The delivery network. On larger builds I bring in trusted specialists — design, development support, QA — but every project stays under my direct scope and my code review. You always know exactly who touched what, and you always talk to me.
10 — STRAIGHT ANSWERS
Every question owners actually ask.
The six that come up first. The other 28 are answered in full on one page.
8 chapters — money and ROI, scope, risk and data handling, your team, timeline, how I work, and the practical details.
Losing leads you already paid for?
Chasing information that’s already in your inbox?
Running a business inside your own head?
One message. I’ll tell you what’s leaking and what it would take to fix it — even if we don’t end up working together.
Send a voice note, written message or process screenshot — whichever is easiest.
or email vitalii@karasov.co