Practical AI
The AI Work Register: Track AI Work Like Real Work
A free, 11-field register for tracking the work you hand to AI agents, with an owner, a status, and a person who approves every output.
Make the Work Visible
Less Workarounds. More Mission.
Your team is doing important work while stretched thin, and the workarounds that got you this far are costing time, money, and energy. In one fixed-price analysis, we map how one area of your work actually happens, where it gets stuck, and what that costs. Then we show you a simpler route, starting with what you already have.
Founding rate through December 31, 2026 (regularly $1,500).
Built by Dr. Atyia Martin, Resilience Strategist & CEO of All Aces, Inc. · NextWorkflow is an All Aces brand
Who we work with
Consulting and professional services firms · Coaching and training practices · Nonprofits and community organizations · Associations and networks · Creative and marketing agencies · Social enterprises
Sound familiar?
Your Commitment Deserves Systems That Keep Up
Demand is up, budgets are tight, and your team keeps finding a way. That effort is real. It shouldn’t have to be this hard.
Too many hats, not enough hours
The admin keeps crowding out the work that matters most.
73% of nonprofits report rising demand while 30% have cut staff. CEP, State of Nonprofits 2026
It all lives in one person’s head
The process sits in someone’s inbox, a spreadsheet, and their memory. When they’re out, or they leave, everyone feels it.
Calls and inquiries slip through
You were with a client, running a program, or on another call. The person who reached out tried the next place on the list.
69% of missed business calls got no callback within 48 hours. Quo, 2026 analysis of 16.7M calls
Tools that don’t talk to each other
You paid for software to make things easier. Now there’s one more login and the same double entry.
About 60% of small businesses regretted a software purchase, mostly because setup didn’t stick. Capterra, 2025
None of this means you’re doing it wrong. It means your systems haven’t caught up with your commitments. It’s a design problem, not a people problem, and design can be changed.
Start Here
Tech & Workflow Analysis
$999 founding rate · regularly $1,500 · fixed scope
Pick one area of your work, the one that costs you the most time and sleep: client intake, following up with leads, hiring and onboarding, invoicing and collections, grants and reporting, service delivery. Not sure? The interview starts with a quick look across four areas of your work to help you choose. You tell us how it runs through a guided AI interview, on your schedule, in 45 to 60 minutes. You can pause and come back, and you can ask for a live interview with a person instead. We map it across three connected parts: the steps, the people who do them, and the tools and information they run. We make the invisible work visible (the effort your team puts in that never shows up on a report), and show you the current process and a simpler one, side by side, with the cost of each.
What you receive, in your own shared portal
- Current- and future-state process maps, with costs
- Who owns each step, where handoffs break, and what to fix first
- The tools you already have that can do more, and the ones from our portfolio that fit
- Ways to save before you spend, including at least one no-cost tool your whole team can use
- A 45-minute walkthrough call
What a map shows you
Example: client intake
Today
- Inquiry arrives by phone, email, or website
- Sits in a shared inbox3 places to check
- Copied into a spreadsheetTyped in twice
- Waits for someone to decide who follows upNo clear owner
- Follow-up email and intake form sent
- Re-entered into your client recordsTyped in again
After the analysis
- Inquiry arrives by phone, email, or website
- Captured once by your form or AI receptionistEntered once
- Lands in your CRM with a named ownerClear owner
- Confirmation and booking link sent automaticallyFaster reply
- Client completes intake online
- Your team reviews and approvesA person stays in charge
Illustrative example. Your map shows your real steps, who owns each one, and the cost of both routes.
Interview any time
Your portal within 5 business days
Walkthrough call
Build with us within 60 days and get 25% off your NextSites or NextWorkspaces setup.
What We Build
Then Build What Your Commitments Require
The analysis shows where the work gets stuck. These are the ways we fix it, one piece at a time.
Tech & Workflow Analysis
$999 founding · $1,500 list
NextSites
from $2,500 setup + $299/mo
NextWorkspaces
from $2,500 setup + $499/mo
NextSites: A Website That Works Alongside Your Team
Most organizations have a website that describes them. Fewer have one that works for them: it answers at 9 p.m., follows up with the person who filled out the form, publishes on a rhythm, and tells you what changed.
Setup from $2,500 ($999 founding rate through December 31, 2026). Start with Site Care and add what you need:
- Site Care, $299/month: hosting, security updates, forms that send every inquiry to the right person, lead qualification and appointment booking, and a portal with your analytics
- + Content Upkeep & Publishing, $395/month: a set editorial allowance plus two blog posts a month drafted from your own material and shared to three social platforms; nothing publishes without your approval
- + Performance Management, $250/month: analytics and search tracking, including whether AI assistants find and cite you (SEO, AEO, GEO), with a monthly action list we implement to improve your visibility
- + NextConnect AI Receptionist, $299/month: answers on your phone line and website, hands people to a person when it should, and includes 300 minutes a month ($0.40 per additional minute)
Call our AI receptionist at (888) 795-6569. The one we build for you answers our phone too.
NextWorkspaces: One Place Your Team's Knowledge, Files, and Workflows Live
When what your team knows is spread across a dozen apps and a few people's heads, everyone works harder just to find things. A NextWorkspace gives that knowledge a home: your team's knowledge, your clients' progress, and every tool we build together, in one place. Its AI learns from your own content, so you can ask what you decided last week and have it draft the follow-up.
Setup from $2,500 ($999 founding rate through December 31, 2026) · from $499/month
Any additional platform costs are discussed before you receive a final quote for your approval.
- A workspace organized around how your work actually runs
- AI grounded in your approved content
- Meetings turned into tasks in your project management system
Optional:
- Client or partner portals
- Custom apps where your analysis found a gap, like a CRM connected to your website
Starting something new, or rebuilding what you have?
Business Outside the Box builds your operating system with you: Strategy and Management, Core Operations (marketing, sales, delivery, and client support), Support Functions (technology, finance, and people), and Innovation when you're ready. It's for new businesses and for organizations that want to rebuild their workflows and tech stack. Setup from $4,500, then from $1,500/month with a three-month minimum.
How It Works
From Conversation to Working System
Start
Tell us where the work gets stuck. We send your payment and interview links within one business day.
Tell us how the work really runs
A guided AI interview, 45 to 60 minutes, any time: a quick look across four areas of your work, then a close look at one. A person reviews everything.
See it mapped
Current and future state, with costs, in your own portal within 5 business days.
Decide what’s next
A walkthrough call. Build it with us, or take the map and run.
Proof
We Run on What We Sell
All Aces, Inc.
Over 200 clients served, and the operating system behind them runs on the same stack we build for you.
Next Leadership Development
Programs, meetings, and follow-through on one workspace.
Black Resilience Network
Website development and management, GIS mapping, and data analysis and visualization for member organizations.
Dr. Atyia Martin was Boston’s first Chief Resilience Officer and led the public health and healthcare response to the 2013 Boston Marathon bombings. She founded All Aces, Inc. She also created the Integrated Resilience Framework™. She brings 30+ years of customizing and building technology solutions, and in 2026 she has been publicly testing the tools small-to-mid-sized organizations actually use.
“Words matter, but action creates change.” — Dr. Atyia Martin
Some of what we build uses AI. Some of it does not need to. We will tell you which, and why, before you pay for either. Either way, you stay in charge, and the people you serve can always reach a person.
Resources
Practical Guides for Stretched Teams
Short, useful reads for leaders who want the work to get easier: what to fix first, which tools are worth it, and how to use AI without losing the human touch.
Workflow Fixes
Find the handoffs and hidden work that cost more than they look, and fix what matters first.
Read the guides →Websites That Work
Sites that answer, follow up, and get found by people and AI search.
Read the guides →Behind the Scenes
How All Aces and our partners run on the same systems we build for you.
Read the guides → FAQ
Questions Worth Answering
We’re already stretched. How much of our time will this take?
About 45 to 60 minutes for the interview and 45 minutes for the walkthrough. We do the rest.
We’ve been burned by software before. How is this different?
You’re not alone: most small organizations have a tool they regret. That’s why we map the process first and recommend tools second, and why every recommendation comes with what it can’t do.
How long is the AI interview, and who sees my answers?
45 to 60 minutes, any time, and you can pause and return to the same link. The conversation is recorded and transcribed, used only for your analysis, reviewed by a person on our team, and kept in your private portal. Please don't share passwords or private details about the people you serve.
What if we don’t know where to start?
Start with the area that costs you the most time. The interview helps you name it.
What will the interview ask?
Where the work starts, each step and who does it, where it changes hands, what it runs, who waits or carries extra, and rough numbers so we can show what it costs. Rough estimates are fine.
How soon will I have results?
Within 5 business days of your interview, followed by a walkthrough call.
Do we get anything toward a build?
Yes. Build with us within 60 days of your analysis and get 25% off your NextSites or NextWorkspaces setup.
Do we have to switch the tools we already use?
No. We start with what you have. Often the fix is a process change, not new software.
Who are your clients?
Purpose-driven, small-to-mid-sized agencies, firms, and nonprofits: consulting and professional services firms, coaching and training practices, nonprofits and community organizations, associations and networks, creative and marketing agencies, and social enterprises.
What tools do you use?
Puzzle for process maps, FuseBase for portals and workspaces, Tough Tongue AI for interviews and the AI receptionist, Teable for data, and Grigora for websites. We will tell you what each tool can’t do before you rely on it.
What does “starting at” include?
Your written scope names deliverables, allowances, software and usage costs, support, and your team’s responsibilities. Unlimited calls, custom apps, and daily content are never part of an entry price.
Who owns our information?
You do: accounts in your name where possible, data you can export, and a named person on your team who owns follow-up.
Are savings guaranteed?
No. A recommendation is not a promise of savings. We show our cost assumptions so you can judge them.
Pricing at a glance
Pricing at a glance
Tech & Workflow Analysis
$999 founding · $1,500 list
One time. Start here.
NextSites
from $2,500 setup + $299/mo
A website that does a job.
NextWorkspaces
from $2,500 setup + $499/mo
One place for your team’s knowledge and work.
Founding rates ($999 analysis, $999 NextSites and NextWorkspaces setups, $999/month Business Outside the Box) apply through December 31, 2026. Build within 60 days of your analysis and get 25% off your NextSites or NextWorkspaces setup. Every build starts with a written scope.
Start Your Analysis
Tell Us Where the Work Gets Stuck
Less Workarounds. More Mission.
Start with one area of work. The map is yours to keep.
Start Your $999 Analysis →