Rollout path
Discovery, calibration, launch, then close-in tuning.
The first week is mapped before anything goes live, so the rollout feels deliberate instead of improvised. Discovery, source material, tone, channels, escalation, then launch.
Hands-off AI concierge for high-ticket businesses
Stop handling customers.
Let AI do it with taste.
Late-night leads, repetitive questions, and weekend follow-up stop rolling back to the owner. Velaeva keeps the first reply clear, composed, and moving while the team is off the clock.
No commitment. We'll tell you honestly if it's a fit.
- Car dealerships
- Med spas
- Real estate agencies
- Boutique fitness studios
Live lead capture11:18 PM
The buyer gets a clear answer now.
Your team gets the context in the morning.
Do you still have the blue SUV in stock, and can I book a test drive for tomorrow afternoon?
Yes, the blue model is available. I can prepare a test-drive request for tomorrow afternoon and collect the best contact number so the team confirms it first thing.
Trained on
Inventory, policies, offers, schedules, objections, and the tone your business should use.
Outcome
Leads stay warm, repetitive questions drop off, and the owner is no longer the emergency support plan.
Go-live
5-7 days
Most deployments move from first call to live assistant inside a working week.
Oversight
Full thread view
Every conversation, handoff, and correction stays visible to your team.
Workload
Owner-light
We run the tuning, routing, and upkeep so the owner does not inherit another dashboard.
How We Operate
Close-in rollout, clear oversight, and no black-box theater.
The point is not to install another shiny AI tool. The point is to give the business a calm, capable operating layer that can actually be trusted once it goes live.
Visible oversight
Every conversation stays inspectable, editable, and easy to pause.
You can review full threads, see what triggered handoffs, and stop the concierge instantly if something feels off. Nothing runs as a black box.
Fit-first build
If the workflow is wrong for your business, that gets said before the build.
Some teams need process cleanup before AI. Some industries need tighter escalation rules. We would rather surface that early than sell a messy rollout.
Connects into the tools your business already runs
WhatsApp
HubSpot
Calendly
Google Calendar
Gmail
Stripe
Intercom
WhatsApp
Handles inbound messaging and follow-up on the channel many buyers already prefer.
HubSpot
Logs contacts, thread history, and handoff context so the sales team starts informed.
Calendly
Turns a qualified conversation into a booked slot without forcing another back-and-forth.
Google Calendar
Checks live availability so the assistant can guide toward realistic next steps.
Gmail
Keeps email enquiries and follow-up replies inside the same operational flow.
Stripe
Supports deposits, payment links, and paid next steps when the workflow calls for them.
Intercom
Lets web chat stay consistent with the same tone, memory, and handoff logic.
How It Works
Six steps from first call to fully autonomous.
No internal project on your side. We handle the build, the training, the launch, and the ongoing tuning.
01
Discovery call
We map the operation before touching anything.
Where leads come in. Where they stall. How follow-up currently works. We are looking for the specific gaps — not a general AI pitch.
02
Data audit
We work with what you already have.
Pricing sheets, booking systems, policy docs, FAQ patterns, CRM history. The AI is trained on your actual business — not a generic template we retrofit.
03
Platform selection
We go where your customers already are.
WhatsApp, Telegram, SMS, email, web chat — whichever channel your buyers are already using. No new apps for them to download or learn.
04
Training and connection
The AI is shaped around your tone, offers, and edge cases.
Objection handling, negotiation ranges, brand voice, escalation logic. Your data stays in your account. We connect to run the system — we never extract or store it on our side.
05
Analytics layer
Performance is tracked from day one.
Conversion rates, fallback triggers, common patterns, response quality. We see what is working, what to tune, and we act on it — without the owner touching anything.
06
Live and self-improving
It gets sharper the longer it runs.
The AI refines on real conversations. APIs connected for live data — pricing, inventory, routing, availability. Precise answers at the lowest possible cost per query. Your data stays yours.
Your data, always
Every API credential and data source stays in your business account. We connect to run the system. We never extract, transfer, or retain your data on our side. Access can be revoked at any time.
Connected, Not Cobbled Together
One calm operator out front. A serious stack underneath.
The customer sees a clean answer. Underneath, models, memory, orchestration, CRM routing, voice, booking, delivery, and monitoring are all doing their job.
Anthropic
ChatGPT
Gemini
OpenRouter
Supabase
PostgreSQL
Redis
Prisma
LangChain
n8n
FastAPI
RabbitMQ
Docker
Vercel
Render
GitHub Actions
Sentry
Resend
WhatsApp
Grafana
Intercom
Stripe
Calendly
Google Calendar
Better Stack
Cloudflare Workers
Upstash
MongoDB
Milvus
ClickHouse
Temporal
OpenTelemetry
PostHog
Kubernetes
Reasoning
Anthropic, OpenAI, and Gemini routing
Different message types route to the right model layer so replies stay sharp, natural, and context-aware instead of generic.
Memory
Supabase + Postgres context
Policies, FAQs, lead history, and business nuance stay attached to every answer instead of living in scattered docs.
Action
n8n orchestration + delivery
Booking, CRM handoff, voice, WhatsApp, email, and follow-up keep moving without piling work back onto the team.
Operating Proof
What tends to get fixed first.
Usually it is not “AI” in the abstract. It is the missed after-hours demand, the repetitive front-desk drag, and the warm enquiry that cools while no one replies.
Dealership groups
After-hours inventory questions stop dying in silence.
Shoppers get a useful next step on stock, trade-ins, and test drives before the desk is back online.
Med spas
Consultation leads still get handled when the clinic is closed.
Treatment questions and booking intent get captured cleanly instead of sitting in a cold inbox until morning.
Agencies and studios
The front desk stops becoming the emergency answer for everything.
Viewings, class questions, intro offers, and follow-up requests keep moving without dragging the team back into admin mode.
24/7
Coverage across evenings, weekends, and the gaps a small team cannot fill
1 setup
One install instead of a recurring internal build project
0 new tools
The team stays in familiar channels instead of learning another interface
Tuned monthly
Review, correction, and tuning stay active after launch
Deployment Proof
What has already gone live over the last 6 months.
Eight small businesses are already live on the framework across tourism, jewelry, boutique retail, real estate, and boutique law.
Past 6 months
Tourism, jewelry, boutique retail, real estate, and boutique law
8 small businesses live on the same framework
The mix is varied, but the pattern is consistent: enquiries arrive after hours, the owner or front desk cannot stay glued to them, and a clean first reply matters more than another piece of software.
The gain was straightforward: cleaner first response, warmer follow-up, and less manual catch-up the next morning.
Representative rollout
Anonymous by request
Tourism operator with multilingual guest intake
Availability questions, booking steps, pickup timing, and guest follow-up now move through one trained system across WhatsApp, web, and email instead of waiting for the morning team.
The gain was not louder automation. It was calmer operations: guests got an answer now, staff inherited context later.
Adjacent deployments
Private deployment
Real estate intake and boutique legal screening
Viewing requests, consultation screening, document questions, and next-step capture were wired into the same operating model without asking the team to learn another platform.
The common result was fewer warm enquiries sitting untouched just because the team was busy or off the clock.
Where client agreements allow it, deeper operational detail is shared in fit calls.
Representative Case Study
One tourism rollout shows what steady coverage actually changed.
Anonymized by request, but structurally representative: high-intent messages, mixed channels, a small team, and real after-hours demand.
Tourism operator rollout
Tourism enquiries · bookings · multilingual guest follow-up
· 4 languages
The problem
Guest questions about availability, package differences, pickup timing, and payment terms kept landing after hours. By morning, the warmest enquiries either needed to be re-qualified from scratch or were already gone.
What we built
We connected booking steps, package logic, timing rules, multilingual replies, and human escalation into one operating flow across WhatsApp, web, and email. The assistant learned the business's tone, rules, and edge cases, while every conversation stayed visible to the team.
What changed on the ground
What changed was not just speed. The first reply already felt usable: clear, on-brand, and pointed toward the next step instead of creating another loose end.
After 6 months
8
Small businesses launched on the same framework over the last 6 months
99.9%
Observed uptime across live deployments with no owner babysitting required
4
Languages handled across guest-facing and service workflows
24/7
Coverage across evenings, weekends, and the hours small teams cannot staff
Interactive Demo
Ask the concierge something real.
Ask a normal question, a skeptical one, or something oddly specific. The point is judgment, not canned FAQ filler.
Built first for high-ticket service businesses. Still useful beyond them when the lead flow is consultative, time-sensitive, or easy to lose after hours.
Atlas
Tuned to your business
Live reasoning
Hi, I’m Atlas — the concierge for this dealership. I can help with inventory, trade-ins, financing, test drives, and general questions. What can I help you with?
Next step
Want this tuned to your business instead of a demo sandbox? We can map the workflow in twenty minutes.
Suggested prompts
How Velaeva handles the hard ones
Difference
Most bots make the customer work harder. Ours does the opposite.
A weak bot creates hesitation. A strong one makes the business feel calm, competent, and already in control.
What customers already hate
What Velaeva is designed to feel like
First reply
Answers like a support widget. Asks the customer to rephrase, click a menu, or call back during business hours.
Replies like someone who already knows the business — and moves the conversation toward a useful next step, not a dead end.
Brand tone
Sounds automated by message two. Kills trust at exactly the moment the buyer's intent is highest.
Trained on how this specific business talks, not a generic template. The brand still feels intact three messages in.
Hard questions
Loops, guesses, or gives a vague non-answer that makes the customer feel like they're talking to a wall.
Handles nuance when it can. When it cannot, it says so and hands off with the full context already attached — not a blank thread.
Owner workload
Becomes the thing you have to babysit, apologise for, and eventually turn off after a bad review.
Maintained, tuned, and supervised after launch. The owner never opens a dashboard. It either works or we fix it.
Industries
Best where a missed reply has real revenue attached to it.
Velaeva is built first for high-intent service businesses, but the same operating model also adapts well to tourism, boutique retail, specialist supply, real estate, and other sectors where timing and follow-up matter.
01
Car Dealerships
Inventory, finance, and test-drive questions keep coming long after the showroom closes.
Early deployments typically book more weekend and after-hours test-drive intent without adding weekend staff.
Handles awkward financing questions, negative-equity trade-ins, and buyers who want a straight answer before wasting another showroom visit.
Typical asks it handles well
Do you have any 7-seaters under $45k?
Petrol's fine. I need it within 3 weeks.
02
Med Spas & Aesthetic Clinics
Consultation leads ask pricing, downtime, and treatment questions when your team is off.
Clients have reported more consult intent staying warm overnight instead of cooling in a form inbox.
Handles anxious questions, previous bad reactions, and treatment-fit concerns without sounding clinical, evasive, or reckless.
Typical asks it handles well
How long does Botox last and does it hurt?
Yes, ideally this week if possible.
03
Real Estate Agencies
Listing questions and viewing requests land at all hours, usually when agents are already moving.
Agents step into warmer conversations because viewings, timing, and buyer intent have already been qualified.
Handles outbid fatigue, 'offers over' skepticism, and area-fit questions without pretending every lead should book a viewing.
Typical asks it handles well
Is 42 Elmwood Road still available?
Book a viewing — we're quite keen.
04
Boutique Fitness Studios
Intro-offer questions, schedules, and membership follow-up can eat the front desk alive.
Studios typically see fewer intro enquiries drift after office hours and fewer repetitive front-desk interruptions.
Handles injury history, membership freezes, and nervous-first-class questions with the kind of calm a human coach would use.
Typical asks it handles well
Do you have any early morning classes before 7am?
Both — I'm new and not sure where to start.
Founder
Built from a problem that kept showing up in real operations work.
Zach spent years inside Oracle consulting on database operations and architecture, before moving into client acquisition work with professional services firms in Manhattan. He then consulted across branding and operations for small and mid-size businesses in Europe. The pattern across all of it was consistent: strong businesses losing warm demand not because of bad service, but because the right reply came too late, from a tool that felt cold. Velaeva is the system he kept wishing existed — built on real ops depth, real data architecture, and the kind of front-desk feel that actually converts.
“Every business I worked with had the same underlying problem. Strong operation during hours. Nothing after. The AI existed to solve it — but everything built to solve it sounded like a machine, soulless at exactly the moment a buyer needed to feel handled. That was the design problem worth solving.”
Zach Vivek
Founder, Velaeva
Oracle database ops · Manhattan consulting · European brand work
References for qualified buyers are shared privately where client agreements allow.
Pricing
Cheaper than part-time front-desk drag. Better than patchwork.
The setup is one-time. The retainer keeps the assistant sharp. The real comparison is not software spend. It is payroll drag, slower follow-up, and leads going cold.
Concierge only
AI Concierge
$1,500–$2,000
one-time setup
$149/month retainer
We install the concierge on your current site or channel mix, train it on your business, and keep it commercially sharp after launch.
Usually less than one month of part-time front-desk payroll.
Custom discovery and training session
Tone calibration to match your brand
Lead routing, FAQs, objection handling, and human handoff logic
Conversation review and monthly tuning
Ongoing support without a dashboard handoff
Site + Concierge
AI Concierge + Website
$2,500–$3,500
one-time setup
$149/month retainer
We rebuild the site and the concierge layer together so the whole front door feels cleaner, sharper, and easier to trust.
A one-time rebuild that replaces patchwork fixes and slow follow-up.
Everything in AI Concierge
Custom website built around trust, proof, and conversion
Video, narrative, and CTA flow dialed in for your offer
Calendly or lead-capture integration
Migration, polish, and ongoing tuning after launch
What the $149/month covers
Monthly conversation review and response-quality tuning
Prompt, policy, offer, and routing updates
Fallback and human-handoff adjustments
Integration health checks and issue spotting
Normal SMB message volume; unusually heavy or custom usage is scoped before launch, not sprung on you later
What determines the setup range
Concierge-only pricing moves with channel mix, number of integrations, and how much source material needs structuring. Site + concierge pricing moves with page count, migration complexity, and how much proof, video, and conversion flow needs rebuilding.
What the $149/month actually covers
The retainer is for tuning, supervision, routing changes, integration upkeep, and keeping the system commercially sharp after launch. It is not just hosting. It is the operating layer that stops the assistant from going stale.
30-day rollout guarantee
Clear terms. No vague “we’ll make it right.”
If the concierge is not meeting the agreed response-quality, routing, and handoff benchmarks in the first 30 days, we keep revising it at no extra charge until it is.
Unlimited tuning rounds during the first 30 days
Every conversation stays visible to your team down to the thread level
You can pause the concierge instantly while we review any issue
FAQ
The questions serious buyers usually ask before they book.
The goal here is clarity, not cleverness. If you are evaluating a real rollout, these are the practical questions that matter.
What does “tuned monthly” actually include?
A live conversation review, prompt and policy updates, routing adjustments, handoff fixes, and small offer or copy changes. The goal is to keep the concierge sharp as real conversations expose new edge cases.
Is there a message or conversation volume limit?
The base retainer is built for normal SMB conversation volume. If a deployment is expected to run unusually heavy volume, extra channels, or costly custom tooling, we scope that before launch so there are no surprise bills later.
Can I see the conversations the AI is having with customers?
Yes. Full thread visibility is part of the operating model. You can inspect replies, see why handoffs happened, and review exactly where something needs tightening.
Can I turn it off instantly if something goes wrong?
Yes. The concierge can be paused immediately while we review the thread, fix the logic, and confirm the correction before it resumes.
What CRMs and booking tools does it actually connect to?
Common setups include HubSpot, Calendly, Google Calendar, Gmail, WhatsApp, Stripe, Intercom, and webhook-friendly tools. Basic CRM and booking connections are included when they are part of the rollout. Heavier custom builds are scoped upfront.
How long does setup actually take from first call to going live?
Most deployments go live in roughly 5 to 7 business days once discovery is complete and access to the required tools or data has been granted.
What happens after the 30-day guarantee period?
The $149/month retainer continues the tuning, supervision, and integration upkeep. If your business changes, the concierge changes with it instead of being left to drift.
Do you support languages other than English?
Yes, where the source material and review path exist. Current multilingual deployments run in four languages. Multilingual setups are scoped during onboarding so the tone and terminology stay accurate.
What industries do you not serve?
We do not deploy unsupervised systems for emergency services, crisis response, or businesses that need autonomous medical, legal, or financial judgment. High-stakes edge cases need tighter human escalation than a normal sales or service concierge.
Who do I contact if the AI says something wrong to a customer?
You contact us directly. We review the thread, pause the relevant flow if needed, correct the logic, and confirm the fix before putting it back into rotation.
How is customer data handled?
Your source material and customer conversations stay tied to your business systems. We connect to operate and tune the workflow, but we do not treat your customer data like a separate asset we own. Usage is still subject to the underlying model providers' standard terms.
Data + model terms
Velaeva runs on OpenAI, Anthropic, and Gemini model APIs where appropriate. Data stays attached to your systems, access can be revoked at any time, and regulated or high-risk use cases are scoped conservatively rather than automated blindly.
Book a call
Stop losing leads to silence.
Twenty minutes. We map the workflow, assess the fit, and give you a straight read — including if it is not the right move. If it is, the concierge is live inside a week. No internal project. No dashboard to manage after.
No commitment. If it is wrong for your business, we will say so in the first call.