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Apollo Minds is an AI and automation agency for small and medium businesses, building AI voice agents, business process automation, and AI discovery engagements that make repetitive work run itself. Most solutions go live within 2 to 6 weeks.
The work covers the “death by a thousand admin tasks” problem — leads falling through the cracks, manual data entry eating hours, calls going unanswered after 5pm, proposals taking half a day to put together — anything repetitive, rule-based, or volume-limited by human hours.
AI voice agents handle phone calls — qualifying leads, booking jobs, answering FAQs and following up — around the clock.
Business process automation removes the repetitive backend work like proposals, onboarding, data entry and reporting.
AI discovery is the entry point if you’re not yet sure where AI fits — an audit, a rapid prototype, or an exploration session that maps the highest-leverage opportunities in your business.
Apollo Minds clients have reclaimed hours of weekly work and multiplied capacity without adding headcount. Obsidian Wealth Management cut client file notes from 3–5 hours to 2 minutes per client. Daniel Allison & Associates saw a 30% reduction in property expense verification time with human error eliminated. Headhunted AI reclaimed 10–15 hours of weekly screening time and 10x’d candidate-screening capacity.
The pattern: hours-to-minutes, with capacity multipliers in the 3–10x range.
Apollo Minds works best for small and medium businesses with 2 to 50 staff that are profitable, growth-oriented, and ready to put AI to work now. The typical client is a founder, CEO, COO or operator who already believes AI will reshape their industry and wants to be one of the businesses doing the reshaping — not one of the businesses being reshaped.
We’re not built for enterprise procurement; if you’re running a six-month vendor onboarding process, we’re not your fit.
Apollo Minds is industry-agnostic, with current and recent work spanning recruitment (Headhunted AI), wealth management (Obsidian Wealth), property management (Daniel Allison & Associates), retail, finance and payments.
The common thread isn’t the industry — it’s businesses with manual, repetitive workflows ready to be automated. If your team can describe the work that’s eating their time, the industry rarely matters.
Most Apollo Minds solutions go live within 2 to 6 weeks from kick-off, with a working prototype usually inside the first two. We build the real thing fast rather than spend the cycle on slide decks.
Bigger or more integrated builds take longer; we’ll tell you up front, not three weeks in.
Apollo Minds engagements run in six stages: Discovery (map the process and find the leverage), Prototyping (a working build, fast), Architecture (full solution design — integrations, data flows, security), Rapid Delivery (build and deploy in focused sprints), Enhancements (test with real work and iterate), and Ongoing Support (monitor, improve, adapt).
You don’t need any technical knowledge to engage — we handle integrations, infrastructure, security and ongoing maintenance end-to-end. We use proven platforms — OpenAI, Anthropic, Vapi, Make, n8n, Zapier — wherever they cut delivery time, and write custom code wherever they don’t.
See how we work for the full picture.
Apollo Minds doesn’t disappear at handover — Ongoing Support covers monitoring, refinement and adaptation as the business evolves. The shape of that support is scoped explicitly per build, not left vague.
The point is the solution keeps earning its keep instead of decaying the moment something upstream changes.
Yes, sometimes — and Apollo Minds designs around that fact rather than pretending otherwise. Voice agents have escalation paths to humans, automations have logging and review checkpoints on anything material, and during the Enhancements phase we tune confidence thresholds against real traffic.
The goal isn’t a perfect AI; it’s a system that handles the routine 60–80% reliably and routes the rest to a human cleanly.
Yes. Apollo Minds can address most — if not all — of the security requirements a business needs, with the posture tailored to each engagement.
Your data stays in your systems wherever possible, third-party processing runs through enterprise-grade providers (OpenAI, Anthropic) under their data-processing terms, and we don’t train models on your data. Specific requirements like data residency, retention and access controls are scoped explicitly during Architecture.
Apollo Minds prices project-based, not hourly — we sell outcomes, not time. The range is broad and depends on scope: an AI discovery audit or rapid prototype sits at the lighter end, while a full voice agent or end-to-end automation build scales up from there.
For clients who are invested and ready to do something meaningful, we’ll find a solution that fits. You get a fixed quote after Discovery — no surprises, no hourly meter.
Book a 30-minute call with Apollo Minds. We’ll talk through the work that’s currently eating your team’s time, agree whether AI or automation is the right lever, and map what a first build could look like.
No prep needed — bring the problem, we’ll bring the questions.
Thirty minutes. No pitch deck. Bring the problem — we’ll bring the questions.
Book a 30-min call