Olha Liutsko
Founder
Runs Apex Mind Automation and leads the first conversation: mapping where your week actually goes and deciding what is worth automating first. Three AI products shipped.
Good to meet you.
Ten hours back.
Every week.
For 5-50 person businesses. We build the system that does the boring half of the week: quoting, scheduling, invoicing, follow-ups, paperwork. Then the marketing that brings the next job in.
Built for
Trades & home services
Clinics & wellness
Professional services
Retail & hospitality
Light manufacturing
Real estate & property
Ten moves.
Eight run themselves once built. Two bring the next job in. Pick the one that hurts most; tap it for what we actually build.
Every call answered in minutes =You stop losing jobs to whoever replied first
What we build
- A missed call fires an instant text back offering a booking link.
- Web and Meta enquiries get a reply in minutes, qualified with two or three questions.
- Every lead lands in your CRM with its source and the full conversation attached.
- Quotes that go quiet get polite follow-ups on a schedule instead of being forgotten.
What changes
The enquiries you currently lose to slow replies stop leaking. You stop being the bottleneck for a first response, and you can see where leads actually come from.
Plugs into
Photos and a voice note become a quote =You quote the same day, not three evenings later
What we build
- Site photos and a voice note turn into a formatted, priced draft quote.
- Pricing comes from your own price book, so the numbers are yours, not a guess.
- You review and approve before anything reaches a client.
- Sending, e-signature and CRM logging happen in one step.
What changes
Quoting stops being evening work. The gap between the site visit and the client seeing a number shrinks from days to the same day.
Plugs into
Booking and reminders run themselves =No more phone tag, fewer no-shows
What we build
- Self-serve booking that respects real availability and job types.
- Crew and resource calendars kept in sync across tools.
- Automatic reminder texts before appointments, with easy reschedule.
- Changes propagate to the customer, the crew and the dispatch board at once.
What changes
Fewer no-shows, fewer double bookings, and far less of the back-and-forth that exists only to agree on a time.
Plugs into
Every invoice raised, then chased =You get paid without remembering to ask
What we build
- Invoices raised from completed jobs without re-keying anything.
- Reminders on a schedule that escalate in tone, not in volume.
- It stops the moment payment lands, and flags the account to you when a real call is needed.
- A weekly view of what is outstanding and how old it is.
What changes
Receivables stop depending on whether anyone remembered to chase. Awkward money conversations become a routine the system runs, not a task you dread.
Plugs into
Paperwork reads itself into your books =You get your Sunday nights back
What we build
- Invoices, receipts, POs and intake forms read and coded automatically.
- Extracted data checked against your own rules before it is written anywhere.
- Anything ambiguous is queued for a human rather than guessed at.
- Files filed and named consistently, so search actually works later.
What changes
The Sunday-night data entry session goes away. Your books stay current during the month instead of being reconstructed at the end of it.
Plugs into
Inbox sorted, replies drafted =You make the decisions, not the keystrokes
What we build
- Your inbox sorted into act, read and ignore, with replies pre-drafted in your own tone.
- Calls and site visits transcribed, with action items extracted.
- Actions land in your task list and CRM; the follow-up email drafts itself.
- Nothing sends without you until you decide it can.
What changes
This is usually the fastest payback we see, because admin is where most owners lose the biggest block of the week. You still make every call, you just stop typing it all out.
Plugs into
Routine questions answered at 9 p.m. =Your customers get answers, you get your evening
What we build
- A website and SMS assistant that answers routine questions and books appointments.
- An after-hours voice agent that takes details and books routine work.
- Anything urgent or unclear rings a human on your on-call list.
- Onboarding sequences that fire the moment a deal closes.
- Review requests after finished jobs, with drafted replies for one-tap approval.
What changes
Customers get an answer at 9 p.m. instead of the next morning, and your team stops retyping the same explanation. The handoff to a person is designed in, not an afterthought.
Plugs into
One Monday email that matters =You start the week knowing where you stand
What we build
- A Monday morning digest: cash position, jobs booked, leads in, invoices outstanding.
- Numbers pulled from your books, CRM and calendar rather than typed into a spreadsheet.
- Alerts for the few things that genuinely need you this week.
- Before-and-after measurement on anything we automate, so you can see what it earned.
What changes
You start the week knowing where the business stands without opening five tools, and you can tell whether an automation is actually worth its cost.
Plugs into
Posts and video, shipped every week =Customers see you while you are on the job
What we build
- Posts, articles and short videos produced on a calendar, in your voice, from one half-hour with you a month.
- Launch and promo pieces for new products, seasons and offers: landing pages, email sends, print-ready flyers.
- Every enquiry it generates lands in the lead system above, so you can see what each dollar returned.
What changes
Marketing stops being the thing you will get to when it is quiet. It runs on a schedule, you see what it earned, and the phone rings when you need it to.
Plugs into
Your website climbs Google, then converts =People find you before they find the competitor
What we build
- A site that loads fast, reads clearly and asks for the call on every page, built new or rebuilt from what you have.
- Local SEO done properly: Google Business Profile, a page per service and town, reviews asked for and answered.
- Content that answers the questions your customers actually type, written for search and tracked by ranking.
- Rankings, visits, calls and forms in your Monday digest, so you watch it move without asking.
What changes
When someone nearby searches for what you do, you are on the first page and the visit turns into a call. No agency retainer, no jargon, just numbers you can watch climb.
Plugs into
Who you would work with
Two people.
No account manager.
The people on this page are the people who do the work. You talk to us directly, start to finish.
Maksym Liutsko
Co-founder · AI automation engineer
Builds the systems. 12+ years in software engineering, now working in multi-agent orchestration, RAG, voice assistants and LLM integration across OpenAI, Anthropic and Google. Also co-founder and CTO of XecSuite, an AI operating layer for cross-border Canada-US 3PLs.
Free · 30 minutes · no pitch
Tell us where
your week goes.
We look at your actual workflows and your marketing, and tell you which jobs are worth automating, where the next customers should come from, and roughly what it would be worth. If nothing is, we will say that too.
Pick a time
Grab a slot in the calendar.
Thirty minutes, whenever suits you. Nothing to fill in here - the booking page asks for your name and email and that is it.
Book a free 30-min call ↗Or just write to us
- o@apexmind.studio Olha
- m@apexmind.studio Maksym
We reply within one business day.
Apex Mind Automation · London, Ontario · © 2026