BOSby White Rabbit Advisory Group

The White Rabbit Business Operating System

An AI teammate your whole company can talk to.

BOS runs on its own private server, set up just for your company, and answers in the chat your team already uses. It knows your customers, your paperwork and your people, and it does the work before anyone asks.

Book an AI Opportunity Assessment See what it does

Set up, hosted and maintained by White Rabbit. Built for companies of 10 to 100 people.

Sales team
WhatsApp group · 4 members
BOS is here
Sales rep
@BOS pull every prospect on Atlantic Ave from the CRM and map me the best order to visit them
BOS
Nine prospects between Swinton and the beach. Route attached, start at the west end and work east.
atlantic-ave-route.pdf
Sales rep
0:42
BOS
Logged in the CRM: not happy with their current cleaner, contract ends in March, new GM since summer. Proposal reminder set for Friday.
Example conversation based on a real sales day. Details are illustrative.

How it works

Your team talks to it. It does the work in your systems.

Team chatWhatsApp, TeamsasksEmailinbox and formsreadsVoice notes, photosfrom the fieldtranscribesupdatesCRMHubSpot, ApollobooksCalendarOutlook, Teamspublishes fixesWebsitepages and SEObuildsDashboardsreports on requestmorning brief, alertsYou, the ownerBOSyour private server
Requests come in where your team already talks. BOS does the work inside the tools you already pay for, and reports back to you every morning.

One BOS, four jobs

It sells, it watches, it markets, and it clears the paperwork.

Sales

Wins you the work

  • Researches prospects and maps the route
  • Writes proposals in your template
  • Keeps the CRM current from voice notes

Operations

Watches the whole operation

  • Reads every crew and client chat
  • Logs complaints before they escalate
  • Morning brief and daily reconciliation

Marketing

Keeps you visible

  • Publishes SEO fixes every week
  • Builds new pages on request
  • Drafts social posts for your approval

Office

Clears the paperwork

  • Sorts and answers the inbox
  • Books meetings with Teams invites
  • Receipts, reports and dashboards

What is BOS?

One system that runs on how your business actually works.

The White Rabbit Business Operating System is an AI teammate that runs on a private server set up just for your company. Your team asks it questions in WhatsApp, Teams or email. It reads your inbox, keeps your records searchable, drafts the reports and proposals, and looks after your website, on a schedule and on request.

It is not another app for your staff to learn. It shows up where they already talk, and it gets better every time someone corrects it. We set it up, we host it, and we keep it running for the life of your agreement.

Your own private server Your team's existing chat English and Spanish Annual agreement

Two months at one 15-person company

What BOS handled at Pinnacle Cleaning, August 1 to September 30.

Requests from the team
1,870

About 30 a day, steady from the first month to the second.

Chat messages read
25,000

Across roughly 100 crew, client and office group chats.

Photos, videos and voice notes
8,600

Every one made searchable, in English and Spanish.

Client complaints logged
529

Caught from client chats and sorted by severity, without anyone typing them up.

At our own company, the same system deployed between 5 and 20 website and SEO fixes every week in September, across 12 websites.

A real sales day at Pinnacle Cleaning

One morning on Atlantic Ave, without touching a keyboard.

A sales rep wanted to prospect the whole entertainment district in Delray Beach. This is how BOS handled it, step by step.

  1. 8:40 am · she asks

    "Pull every prospect on Atlantic Ave."

    Atlantic Ave prospects 9 found in CRM

    Seaside grilllast visit: none

    Rooftop barcontract: unknown

    Boutique hotelcontact: left

    + 6 more

  2. 8:41 am · BOS plans

    The best order to visit them, on a map.

    beachAtlantic Ave12345

  3. 10:15 am · she talks

    A WhatsApp voice note after each visit.

    0:42

    "Manager's not happy with their cleaner. Contract's up in March. There's a new GM since the summer."

  4. 10:15 am · BOS files it

    A clean CRM entry, written for her.

    Rooftop bar Updated

    Current cleaner
    Unhappy
    Contract ends
    March
    Contact
    New GM since summer
    Next step
    Proposal by Friday

Based on a real day at Pinnacle Cleaning. Business names, times and details are illustrative.

A morning with BOS

By the time you sit down, the day is already sorted.

These are the actual times the reports land at a BOS client today.

  1. Your to-do list, sorted

    What needs you today, pulled from yesterday's email, chat and open items, in priority order.

  2. Operations insights

    What happened across the business yesterday that you should know about, written from what your team actually said.

  3. What happened versus what was logged

    It compares what your crews reported in chat with what the office entered, and flags the gaps.

  4. Expenses, receipts and mileage

    Every receipt your staff photographed yesterday, logged to a spreadsheet with the exceptions flagged.

  5. Your website, tuned

    An SEO pass on your site with the fixes already published and a receipt in your inbox.

  6. Inbox and chat, handled

    New email is read and sorted as it arrives. Voice notes, photos and PDFs posted in chat become searchable text within minutes.

What it does on day one

Everything on this page is running at a real business today.

No roadmap slides. Every item below is running in production right now, at our own company or at a client's.

It answers

Ask it anything
  • Questions about your business, from chat

    Customers, jobs, history. "What is our weekly rate at this site?" answered straight from your contracts.

  • Everything about one customer, in one reply

    Every message about a site across your crew, client and manager chats, pulled together. It will even check a complaint against what the contract actually covers.

  • Prospect research

    Who owns the company, who to contact, what they need. Ready before the sales call.

  • Finding the right people

    "List our kitchen cleaners near the north end." Pulled from forms and chat history.

It watches

Nothing falls through
  • Every group chat, read quietly

    It listens to your crew and client chats without ever posting in them, and logs every complaint by severity so the office can act.

  • Voice notes, photos, video and PDFs

    Turned into searchable text automatically, in English and Spanish.

  • Check-ins and missed check-outs

    Who arrived where, and an alert when someone forgets to check out.

  • Your inbox, sorted and answered

    Every message checked for spoofing, the routine ones answered, the important ones summarized for you.

It writes

The paperwork, done
  • Proposals and quotes

    The single most-used feature at our reference client. Branded proposals, scopes and service agreements in your template, with the prospect's own logo pulled from their website.

  • Emails, drafted into your Outlook

    Intros and follow-ups written in your voice and left in your drafts for you to send.

  • Morning briefings, reports and dashboards on request

    Your sorted to-do list before 8, and any report you can describe, rebuilt to your format until it's right.

  • Receipts into an expense ledger

    Staff snap a photo of the receipt. A daily spreadsheet with mileage comes out the other end.

It markets

Your website and your name
  • Weekly SEO, done, not reported

    Every Monday it audits your site, then actually fixes what it finds: titles, descriptions, headings, FAQ and schema, page speed, internal links. It publishes the fixes and sends you a receipt.

  • New pages on request

    An event, a product, a promotion. Ask in chat or by email and it builds the page and puts up a preview for your approval.

  • Social posts

    Your news turned into posts for Facebook, LinkedIn, Instagram and TikTok, with graphics. Nothing goes out until you approve it.

  • Event promotion

    Creates the event, invites your network, and drops every sign-up straight into your contact list.

It works with your people

Safely
  • Access for staff and clients, by role

    Your sales team, your office and even a client can work with it by chat or email, each limited to their own work. None of them can take it over.

  • Calendar appointments and Teams meetings

    Ask in chat or by email. It finds a time that works, puts the appointment on your calendar and sends the Teams invite to everyone involved.

It looks after itself

So you don't have to
  • It learns from corrections

    Tell it once and it writes the rule down. It gets more useful every week.

  • Checked, backed up, kept current

    Nightly backups, health checks, and a daily note on what your AI usage cost.

Dashboards on request

Ask for a dashboard. Get one. As many as you want.

Describe what you want to see in plain English. BOS builds the dashboard from your own chats, email and spreadsheets and keeps it current. No extra charge and no limit on how many.

“Show me proposals sent and won by week.”

Sales this month

Updated 7:02 am
Sent
46
Won
12
Win rate
26%

Proposals sent per week

485Wk 17Wk 26Wk 39Wk 48Wk 511Wk 611

“Which sites have open complaints right now?”

Open complaints by site

Updated every 10 min
Open
18
New today
4
Oldest
6 days

Open complaints

  • Harbor Plaza7
  • Clematis offices5
  • Riverside Medical3
  • Gardens Mall2
  • Jupiter Clinic1

“Is the website actually getting more traffic?”

Website, last 8 weeks

Updated Mondays
Clicks this week
88
Since week 1
+110%
SEO fixes
14

Clicks from Google per week

25507510042484561667270888 weeks agoThis week88

Examples with made-up numbers and names, to show the kind of thing you can ask for.

Works with the tools you already use

It plugs into your CRM, your email and your website.

Every tool below is connected and working at our own company or a client's today. Your team keeps using what they know. BOS works across all of it.

Where your team talks
WhatsAppMicrosoft TeamsEmailDiscord
Sales and CRM
HubSpotApollo
Microsoft 365 and Google
OutlookTeams calendarSharePointOneDriveMicrosoft To DoGmail
Website and search
Google Search ConsoleBingGitHubCloudflare
Social
FacebookLinkedInInstagramTikTok
Field and phones
GPS vehicle trackingRingCentral texts
Files it hands back
ExcelWordPDFWeb pages

Apollo · Outlook

“Research the restaurant group that just opened on Clematis and draft an intro to whoever runs facilities.”

Finds the company, its owners and the right contact in Apollo, writes the intro in your voice and leaves it in your Outlook drafts.

HubSpot · WhatsApp

“Met the GM at Harbor Plaza, wants a quote for nightly floors, follow up Thursday.”

Logs the contact, the deal and the Thursday task in HubSpot from a field note. Later, “which deals have gone quiet?” gets a straight answer.

Website form · Apollo

Someone signs up for your event on your website.

They land in your Apollo list within 15 minutes, ready for the reminder email. Nobody copies a spreadsheet.

Outlook calendar · Teams

“Set up an hour with the owner next week, he said Tuesday or Wednesday afternoon works.”

Checks your calendar, books the slot and sends the Teams invite to everyone.

Example requests. Using something that isn't listed? If it has a way in, we can usually connect it, scoped as a separate project.

What a real team taught it

Day one, it does the list. By month three, your team is inventing uses.

Pinnacle Cleaning is a 15-person commercial cleaning company in South Florida. Their owner, office and sales team send it about 30 requests a day, and it listens across the whole operation, down to the crews in the field.

Nobody handed them a list of features. Once they saw what it could do, they started asking it for things nobody planned, and each of those became part of how the company runs.

  • The prospect's logo on every proposalSales started having it pull a prospect's logo from their website so every proposal looks custom-made.
  • Is this complaint even in scope?The owner asks it to check a client's complaint against what the contract actually covers, before anyone argues about it.
  • A market study, on requestSales had it size up the high-end restaurants in their territory to decide where to prospect next.
  • Check my SpanishManagers run their messages to crews past it before they send them.
  • A commission calculatorSales asked for a workbook to work out their own commissions. It built one.

Getting started

About a week from kickoff to your team using it.

You spend about an hour of your time. We do the rest, and our own onboarding is automated, so you can watch the thing you're buying at work before it's even installed.

  1. Kickoff call

    One hour with the owner. Who does what, which chat your team lives in, and the questions people ask each other all day.

  2. We build it

    BOS reads your website and documents and learns your business before your team ever sees it.

  3. We switch it on

    Your private server goes live, connects to your team's chat, and your staff are added.

  4. Launch and check-in

    A 30-minute session with your team, then a check-in at day 30 to tune what they're using most.

Hosted for you

Nothing to install, nothing to replace.

Your BOS runs on its own server, not shared with any other client, and we give it more power as your team grows. If you leave, we hand your data back and erase the server.

We keep it running

Updates, backups and fixes are our job.

We keep your BOS current and healthy so your team never has to think about it. You get a person when you need one, not a ticket queue.

Your data, a straight answer

What stays private, and what doesn't.

Stays on your private server

  • Your documents and files
  • Everything BOS learns about your business
  • Your chat and email history
  • Your reports and records

Goes to the AI provider

  • The question someone asks
  • The context needed to answer it
  • Nothing else, and never your file store

A lot of AI vendors will tell you your data never goes anywhere. That isn't how these systems work, and we'd rather you hear it from us. The AI account is opened in your company's name, so the relationship with the provider is yours, not ours.

Pricing

One price for the whole company, set by team size.

Not per seat. Every employee can use it. Private hosting, setup support and maintenance included.

EmployeesPer monthPer year
Up to 10$995$11,940
11 to 25$1,795$21,540
26 to 50$2,795$33,540
51 to 100$3,995$47,940
Over 100Let's talk
$3,500 onboarding

One time. Credited in full if you start with an AI Opportunity Assessment.

Twelve-month agreement

Billed monthly, or pay the year up front and the twelfth month is free.

Your AI account, your name

Usage with the AI provider is billed to you directly. We never mark it up.

Who it's for

Built for owner-run companies that move fast.

BOS works best where the person running the company can see a better way and say yes to it the same week.

A great fit

  • 10 to 100 employees, with an owner who makes the call
  • A team that already runs on chat, email and spreadsheets
  • Someone inside who will own it and still be there in a year
  • Processes that work, but take too many people to run

Probably not yet

  • Decisions that need a board or a committee vote
  • A process that's broken today. Automating it just breaks it faster, and we'll tell you so.

Questions

What owners ask us first.

How is this different from Copilot or ChatGPT?

Copilot and ChatGPT are personal assistants: each person gets a seat and works on their own. BOS is one system for the whole company. It knows your business, your people and your documents, it works on a schedule without being asked, and it's priced by team size rather than per seat.

Do we need an IT person to run it?

No. We install it, we maintain it, and we fix it. Nothing gets installed in your office. If you have an IT provider, we'll coordinate with them on connecting BOS to your email.

What AI does it use?

BOS runs on leading AI models from established providers. The account is opened in your company's name, so you own that relationship and see the usage directly.

What if something breaks?

Keeping it running is what the monthly fee pays for. Updates, backups and repairs are handled by us, and you reach a person, not a support portal.

What happens if we cancel?

We hand your documents and data back to you, then shut your server down and erase it.

Can it connect to our CRM or accounting software?

HubSpot, Apollo and Microsoft 365 are already proven and connect as part of onboarding. A system we haven't worked with before, such as a specific accounting package, is scoped separately. Day one, BOS works through your email, your chat and your documents, which is where most of the work already lives.

Where do we start?

With a two-week AI Opportunity Assessment. We interview your team, look at how work actually moves, and hand you a written plan. It's $3,500, it's yours to keep either way, and the full fee comes off your BOS onboarding if you go ahead.

Who's behind it

Chuck Poole, White Rabbit Advisory Group

Chuck spent more than 27 years in IT and cybersecurity and built and sold his own managed IT company. He co-authored the cybersecurity book Under Attack, holds a CISSP, and now builds AI systems that let owner-run companies leapfrog their competition.

BOS is the system he runs his own business on. It's also what one of his clients' teams uses every day. He sells it because he uses it.

CISSP 27+ years in IT Co-author, Under Attack Palm Beach Gardens, FL

Start here

Two weeks to find out what BOS would do for your company.

The AI Opportunity Assessment is a fixed-fee, two-week look at how your business actually runs, with a written plan at the end. If you move ahead with BOS, the whole fee comes off your onboarding.

Email[email protected]
Phone(561) 373-2547
Based inPalm Beach Gardens, serving South Florida