Operations · Sales · Automation · Managed AI
We find the time and money slipping between calls, quotes, jobs, and invoices, then fix the process the tools run on.
Problems we fix
When quote requests wait, buyers keep moving.
Need a quote for your services on June 14th.
Response, context, and handoff move in minutes.
Need a quote for your services on June 14th.
Quote request and history routed to the right rep.
The budget, the date, the ask: each one lands somewhere else.
“Would like a quote for June 14th”
“Budget’s around 2,400$…” · 0:26
“Push to next week please”
Rush: needs it fast
Prefers email over calls
Q2_Rates.xlsx · row 27
Client profile, incomplete
Budget, dates, and the ask land in one client record.
“Quote, June 14th”“Budget ~2,400$”“Push to next week please”Rush jobQ2_Rates · row 27
The client is ready, but the paperwork becomes the delay.
“I am ready to book for June 14th.”
One reviewed click turns CRM and conversation context into a ready-to-sign contract.
“I am ready to book for June 14th.”
Client details
Service scope
Payment terms
Request confirmed
Timeline
Notes
Ready to sign
The money came in, but the records do not agree.
Bank / Payments
Card payment4,250 $EFT deposit5,000 $Receipt1,800 $
Processing fee-570 $Accounting systemInvoice paid?4,250 $EFT deposit missing0 $Fee not split0 $Receipt not attached1,800 $Payments, invoices, and receipts land in accounting as the work happens.
Bank / PaymentsCard payment4,250 $EFT deposit5,000 $Receipt1,800 $Processing fee-570 $Accounting system
QuickBooks
Xero
Sage+ your systemInvoice paid?4,250 $EFT deposit5,000 $Receipt attached1,800 $Fee split-570 $The buyer is ready now, but no one gets to the call.
Incoming call“I’d like to get a quote.”
(555) 264-8731No one on the line
All reps occupied
No answer
Client booked elsewhere.
After-hours and overflow calls are answered, qualified, and turned into a booking or a clean callback.
Incoming call“I’d like to get a quote.”
(555) 264-8731
Voice call active
Auto-book the appointmentSend to your team to finalize the bookingProof · Case studies
Real operations, repaired. We keep the numbers we can stand behind, and caveat the rest.
Local moving co. · Montréal
A client’s history lived in one rep’s head. When someone was sick or off, calls, voicemails, and call notes went missing, and leads piled up faster than the team could chase them.
One client file with every touchpoint (email, SMS, and phone) logged in one place, so any rep can pick it up cold. An automated follow-up engine now runs on top of the team’s own follow-ups, so no lead goes quiet between calls.
No context lost on a handoff, and far higher response rates from the human plus automated follow-up combo, so fewer leads slip through.
Year-over-year, same month: May 2025 → May 2026.
Pool installation co. · L’Assomption
Every quote was built by hand, from scratch (pool model, site details, options, pricing), so a new installation request could sit through roughly half an hour of prep before the client heard anything back, and no two quotes came out quite the same.
A quote engine that turns a pool installation request into a complete, consistent quote on its own, pulling the model, options and current pricing so the rep just reviews the details and sends.
Clients now get an accurate quote within about five minutes of asking instead of waiting on manual prep, and every quote lands consistent.
Quote prep time, ~30 min → ~5 min per quote (automated).
Post-production studio · Montréal
Posting a client’s media meant logging into every social platform by hand, one account at a time, re-entering credentials, juggling tabs, and hoping nothing got missed from one channel to the next.
A custom web app that centralises all of it: every client account connected once through its own OAuth, so the team schedules and publishes to every platform from a single workspace.
No more platform-by-platform logins. Delivery runs from one place, the connections stay authorised, and posting across every channel is consistent and quick.
Every client account connected once via OAuth; posting runs from one custom app.
How we work
We sit inside the day-to-day and find where time and money leak: calls, quotes, jobs, invoices, follow-ups.
We map the route a job should take, fixing the process before any tool is bolted on.
We wire the systems together: integrations, automations, and managed AI where it earns its place.
We manage it and train your people, so the change actually sticks, not a tool no one opens.
Automation without process improvement just makes bad habits happen faster.
We work inside the tools you already pay for
Notion
Google Sheets
Excel
Slack
Gmail
Outlook
RingCentral
Aircall
Quo
HubSpot
Salesforce
Pipedrive
Zoho
Freshdesk
Jobber
Housecall Pro
QuickBooks
Xero
Sage
FreshBooks
Wave
Stripe
Clover
ClickUp
Monday.com
Zapier
Make
n8n+ your tool hereThe people behind it
One of them ran his own business and saw the operational mess up close; the other has built automation systems for years. They build what they recommend and stay on to run it, so the work keeps moving without landing back on your desk.
Founder
Winner of the AQIII Prix de la relève, Québec’s 2026 award for rising independent IT consultants. Before advising other businesses, he owned and ran a money services business, an industry where licensing, AML checks, and reporting touch every transaction. He later spent years inside Harmony Movers, handling what owners actually face: hiring and firing, CNESST claims, keeping the accounting books up to date, answering sales calls, the daily scramble. His fixes come from sitting in that chair. Off the clock, video games are his péché mignon.
Partner
Philippe has worked in IT since 2014. In 2019 he joined TCG Process and built accounts-payable automation years before it was common, the kind of system where a dropped invoice means money actually goes missing. He came to ValStratis as a partner to bring that same low tolerance for slippage to small and mid-sized businesses: understand how a company actually runs, then automate the parts that quietly drain its time and money. Off the clock, he’s out on his bike.
Operating questions
Short answers for business leaders comparing automation and systems work without wanting a vendor circus.
We find where work, follow-ups, money, or information gets lost between your tools, then connect and fix the process underneath using the latest technology where it helps.
Service businesses and the teams that run them, where work moves through too many disconnected places, from sales and scheduling to bookkeeping and onboarding. If someone on the team is still the glue between systems, there is probably a leak worth diagnosing.
A short, low-pressure call to see if we are a fit. You tell us how your operation runs and where it hurts; we tell you how we work and where we would start. If it is a match, the next step is a deeper operations audit. If not, we point you somewhere better.
Usually no. The first move is to connect and clean up the tools already in use: inboxes, spreadsheets, CRM, accounting, calendars, phones, forms, and internal docs. Replacement only makes sense when the existing tool is the actual bottleneck.
Yes. We work inside the tools you already own and connect them with named accounts and scoped access, so we do not copy your customer data into places it does not need to live. What we build runs on infrastructure you control or that we host in Montréal, kept in line with Québec’s Law 25 on personal information. Where AI touches customer records, everything is logged and supervised; it never decides on its own.
Yes. ValStratis is based in Montréal and works with service businesses across Québec, in English and French. We can work on-site in the Montréal area or remotely anywhere in the province, and what we host stays in Montréal under Québec’s Law 25.
Small diagnostics and fixes can be scoped tightly. Larger systems work is quoted as a project or managed build, depending on risk and ongoing responsibility. The diagnostic exists so we do not price from vibes.
Most builds move onto a small monthly arrangement where we run, watch, and adjust them as the business changes, fixing what breaks and tuning what gets used. We do not hand you a system and disappear. If you would rather own it outright, we document it and hand over the keys. Either way, the work keeps running without landing back on your desk.
Broken decisions, unclear ownership, sensitive customer moments, and exceptions nobody understands yet. Automating a messy process usually just makes the mess faster. We fix the route first, then automate the parts that are stable enough to trust.
Get started
Pick a time and tell us where work is slipping. A short call to see if we are a fit, both ways.
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