Booking link sent
After a missed call
A missed call gets a reply.
A missed call triggers a text reply with a booking link from your own calendar.
Systems built around your business.
AI employees, back office automation and custom software for Central Florida businesses. You work directly with the person who builds and supports it.
- Automate repetitive work
- Connect your tools
- Build what's missing
Parkview Dental · After hours · 7:10 pm
New patient booked
Saturday · 9:00 am
First visit · Dr. Patel
Added to calendar · New-patient forms sent
0:00 / 0:38
- 0:03Ava · Virtual assistantHi, thanks for calling Parkview Dental, this is Ava, the virtual assistant. The office is closed right now, but I can help. What’s going on?
- 0:10CallerHi, um, I just moved here and need a dentist. Do you take Florida Blue? And, um, anything on a Saturday? I work weekdays.
- 0:21Ava · Virtual assistantWe do, Florida Blue is in network; what your plan covers we check before the visit. We’re open Saturdays 8 to 1, and Dr. Patel has this Saturday at 9 or 11:30 for a first visit. Would either work?
- 0:34CallerNine works. Okay… yeah, let’s do that. Thanks.
Phone answering optional
Morning overview
Morning text sent · 6:30 am
Needs attention
Ridgeway Catering12 days overdue$640
Unpaid invoices · 3 open$2,480
Yesterday · MondaySales · 7 days
Sales$4,310+8% vs last Monday
Deposited$3,120Square payout
Food cost · October29% · target 30%
Work order #1042Approved
Leaking valve · Unit 3B
Work & pricing
Replace supply valve$280
Approval
Repairs over $200 need Dana’s approval
Dana approved · 10:42 am
Marco’s phone
PPinecrestnow
New visit assigned
Unit 3B · Today, 11:00 am
Marigold Bakery
Recorded in QuickBooks
SquareSale #1048$86.40Paid by card
QuickBooksSales receipt #2291$86.40Source: Square #1048Payment recorded
Example rule we wrote
- Paid Square sale → one QuickBooks sales receipt.
- Income → Retail income; payment → Square clearing.
- Customer → unique email match; otherwise review.
Recommended for businesses like yours
If one of these is your week, pick it to see how it gets handled.
For anyone who works away from a desk
Customers call while you're with a customer
The paperwork waits until you're back at a desk.
- Missed calls answered by text
- Quotes followed up for you
- Work and cash on one screen
For brokers & deal-makers
Leads go cold in an unread inbox
New inquiries arrive after you've left the office. Replies and follow-up go out automatically.
How we work
One fixed price. You own what we build.
- Price agreed before work starts
- Yours outright, never rented from us
- Built in Winter Park, met in person
For clinics & practices
Your front desk lives on the phone
Two on hold, one at the window, and the clipboard still going round.
- Intake done before they arrive
- Reminders sent before every visit
- Reviews asked for automatically
For restaurants, shops & retail
The phone rings hardest mid-rush
Friday at seven: the door, the phone and an app taking its cut, all at once.
- Phones answered during the rush
- Orders on your own site
- Yesterday's numbers ready by open
Something else?
Your business isn't on this list
Bring one task you repeat by hand. The call is the first step toward a written plan and a fixed price.
Systems at work.
Example workflows, with the service behind each one. Explore all services and pricing
Form ready for review
Before a visit
The form is ready for review.
The system turns intake details into a patient form for your front desk to review.
After a reply
A reply stops the next reminder.
Appointment reminders stop when a patient replies, leaving the conversation for your front desk to handle.
Reply received
- Next reminder cancelled
Sale recorded
At the counter
A counter sale reaches the books.
A written matching rule sends the sale and the payment from your till into QuickBooks.
Morning summary sent
Before opening
Yesterday's numbers arrive before opening.
A morning text brings together sales, cash and invoice status from your books and your sales system.
Move records with their history using an approved matching rule, after a dry run. Data cleanup and migration
After approval
An approved request reaches the right person.
An approved request appears on the assigned person's phone, with the details attached.
Request sent to the team
During training
The team practices on its own work.
Your team uses its own tasks in a guided AI workshop and keeps a written reference guide.
How a project works.
Meet your builder
A short phone call, then a visit to your Central Florida business, both with the person who builds the system and trains your team.
Agree the plan and price
A written plan sets what gets built and what it costs before any work begins. You keep the plan either way.
Own the system
The software, code and documentation belong to you. Monthly support is optional.
Book a callThe first call, the visit and the written plan are free.
Questions owners ask.
What does Winter Park Systems do?
Winter Park Systems builds AI employees, back office automation and custom software for Central Florida businesses, shaped around how you work and owned by you.
- AI employees. An AI receptionist, follow-up and paperwork, in the tools you already use.
- Back office. QuickBooks connected, one clean customer list, your numbers every morning by text.
- Custom software. Client portals, operations apps and subscription replacements you own.
How much does custom software or automation cost?
One fixed price per project, quoted in writing before any work starts.
- No hourly billing. You see the full price before you commit to anything.
- Free to start. The first call, the visit and the written plan cost nothing.
- No markup. The services your system runs on bill you directly.
Will it work with QuickBooks and the software we already use?
Yes. We study the software you run first, then recommend the route that fits best.
- Build on top of it when it already does most of the job.
- Connect it to your other tools, so nothing gets typed twice.
- Build new or replace it when that serves you better. The plan says why, and the choice stays yours.
Is it safe to let an AI receptionist answer our customers?
It's built to be. Every AI employee starts in a sandbox, a private copy no customer can reach.
- Tested first. It goes through extensive testing, and you try it yourself before any customer does.
- Your documents, your team. It answers from your own documents and hands anything it can't answer to your staff.
- Your data stays yours. It runs in your accounts, on business AI plans that don't train on your data.
Who supports the system once it's live?
The person who built it. A monthly support plan covers upkeep and fixes, and it's optional.
- Remote first. Most fixes and changes are done remotely, without waiting on a visit.
- On site when it helps. For anything that's easier in person, we come to you.
- Yours to see. Everything runs in accounts in your name, with documentation you keep.
Why not just buy ready-made software?
Often you should, and our plan will say so when it fits.
- When it doesn't fit, we connect what you already pay for and build only the missing piece.
- Yours outright. What we build belongs to you and is never rented from us.
- Finding out is free. The first call, the visit and the written plan cost nothing.
A clear plan starts with a call.
Tell us what's slowing you down. We'll work out what to fix first.
A short phone call
Tell us how your business runs day to day. From that alone, we can usually see what to take off your plate.
A visit to your business
We come to you, watch how the work happens and see which tools you use.
Your written plan and prices
A prioritized list of improvements, with a fixed price for each project. You keep the plan either way.