How we work: from AI readiness audit to go-live Six steps. No surprises. Nothing live is touched until you say so.
The same process runs every engagement, whether it is a website, a payments integration, a bridge to your point of sale or an AI front desk. You see the work at every step, and you own what comes out.
- 01
Audit and intake
Half a day with your systems, your numbers and your goals. One intake form, whatever the work. You get written findings: for each system, what it can connect to; what the build costs; which plan fits; and what we will and will not promise. The fee ($1,500) is credited to setup if you go ahead within 30 days.
- 02
Accounts in your name
Domain, hosting, email, phone line, merchant account, app-store accounts: each one is opened in your name with you as the owner and Vectena as an administrator. Vendors bill you directly with nothing added. If we ever part ways, you keep a working business and every password.
- 03
Build on our systems first
Everything is built and run on hardware we control before it touches anything live. A new website is built on a private build address while your current site keeps running. Your data stays in your accounts; nothing is copied anywhere you have not approved in writing. The same build is reused for every client, so you pay for configuration and your own content, not for reinventing the basics.
- 04
Test with you
Every function is checked against a written list before it moves: a form that submits, a booking that lands, a payment that approves, declines, refunds and reconciles, a phone call that is answered and transcribed. You see the results, not a summary of them.
- 05
Go live, then move to 24/7 hosting
Only after you approve. Old web addresses redirect so your search rankings carry over. Once everything works, your site and systems move to always-on hosting in your own accounts, with one vendor for all of it unless there is a technical reason to split. We test failover before go-live and schedule a retest every quarter.
- 06
Care and growth, every month
Monitoring, backups, updates and renewals under Care. Marketing and outreach under Presence or Growth. A one-page report each month that lists the work done, with your portal showing the same numbers. Anything outside the plan is a written change order first.
How long does it take? A website or a single assistant is usually live in three to four weeks after the audit; a payments integration or a legacy bridge depends on the systems involved and is dated in the written plan. See Plans and pricing and the payments partnership.
Websites
What a website build includes
Moving an existing site
Every page of the old site is catalogued and every address is mapped to its new home, so nothing that ranks today is lost.
A dynamic site you can edit
Fast on a phone, with your own pages, menus, products and photos editable without calling us.
Found locally and online
Service-area pages, Google Business Profile, search registrations, keywords and tags, and community outreach set up as part of the build.
A chat assistant and a client portal
A website assistant that answers from your approved information, and a header link to your own portal.
Payments and bookings
Checkout, deposits or booking built in through the payments partnership where you take orders online.
Legal pages and a device showcase
Template privacy, terms and consent pages for your attorney to review, and your site shown on iPhone, iPad and Android with a QR code to open it on your own phone.
Website prices and what each tier includes: Grow: websites and marketing.
Questions
Questions we hear first
Where does my data live?
In your own accounts and on hardware we control. A backup AI provider under contract can answer if our system is down, and it can be switched off for your account. We do not handle patient health details and do not offer that work yet.
Can an assistant change something in my systems?
Only after a person approves it, unless you switch a specific action on, such as booking. Nothing it does moves money.
What do you actually promise?
The listed work each month and a one-page report. Not a ranking, a number of leads, sales, followers or review scores.
How long does it take?
The audit takes half a day and the written findings follow within a week. A website or a single assistant usually goes live three to four weeks after that; an integration or a payments project is dated in its written plan. Nothing goes live until you have approved it and we have watched it work.
What if we stop working together?
You keep everything: accounts, domain, site, data and documents. Vectena is removed as an administrator and you carry on.
Do you work with law practices and clinics?
Law practices, yes: the software is software, not legal advice, the attorney approves anything published, and the assistant says it is an AI. Health practices, not yet.
How are extras billed?
Vendors bill you directly with nothing added. Our own usage rates are stated next to each plan. Anything outside the plan is a written change order first, at $150 / hour.
Start at step one.
Book the audit