Sites · Apps · Workflows
Ongoing Operations
Build once. Run it with us — or run it yourself with us on speed dial. Ongoing Operations keeps custom sites, staff apps, and workflow automations alive after launch day.
Hosting on a custom build is included — you are not renting your front door. Ongoing Operations is when you want someone competent keeping the whole thing current: website updates, connections to QuickBooks and Stripe, and the automations staff actually depend on.
We keep an eye on it — updates and vendor changes handled before Monday morning blows up.
Your domain, your QuickBooks, your Stripe — we operate the layer we built, not your business identity.
Panhandle-based. Business-hours support from people who pick up the phone — not a ticket queue in another timezone.
The problem
- The automation shipped six months ago. Nobody remembers how it works, and everyone is afraid to touch it.
- A software vendor updated something and your Zapier chain silently stopped — you found out when a customer complained.
- You are still the person who connects everything between departments because no one else owns the handoffs.
- Production workflows touch regulated data and you need compliance paperwork, not just a script that works on your laptop.
- Your custom site or staff app works — until a content update, security renewal, or Stripe change needs someone who knows how it was built.
Three builds, one ops layer
We scope builds separately so you know what you are buying. Ongoing Operations is the optional chapter after launch — or when you inherit something fragile. Same Cloudflare stack, same Panhandle team.
Custom websites
Fast, editable websites. Hosting included with the build.
Ops when you want a web team, not just hosting.
Custom applications
Dispatch, dashboards, intake, field tools.
Ops when staff run it daily and downtime costs money.
Workflow consultancy
Audits, automations, integrations between systems.
Ops when the chain has to work Monday morning.
01 · Build
Site, app, or automation — scoped in writing.
02 · Launch
DNS, training, runbooks, 30-day post-launch support on most builds.
03 · Operate
Optional retainer — hosting upkeep, check-ins, and help when something breaks — this page.
What we operate
Not a fixed product package — a relationship that fits what you already run or what we built for you.
Custom websites
Website content updates, preview-then-go-live publishes, seasonal pages, and contact forms connected to your calendar or CRM. Hosting stays included with the build — this is the hands-on layer when you want us as your web team.
Custom applications
Staff dashboards, dispatch inboxes, payment tools, and field apps — keeping software running, logins working, and connections to QuickBooks, Stripe, and text messaging healthy. See custom application builds.
Workflow automations
Triggers, syncs, and handoffs between accounting, CRM, calendars, SMS, and field tools — the chains that remove weekly scramble. Often scoped through workflow consultancy.
On-site AI assistants
On-site AI on your hardware or ours — local models, cloud APIs, or both — for internal questions, triage, and everyday glue, with data paths you can explain to compliance. See Hermes Agent on our AI consulting page.
Engagement types
Pick how much of your week you want in the relationship. We scope in writing — fluid does not mean unlimited.
Care
from $99–149/mo
Someone is watching. Check-ins, compatibility updates, email support — for stable systems you mostly run day-to-day.
Tagline: “Someone’s watching.”
Operate · recommended
from $199–349/mo
We run it. Everything in Care, plus fast help when something breaks, updates go live, and tuning when staff depend on it Monday morning.
Tagline: “We run it.”
Embedded
from $400–750/mo
We are part of your team. Operate plus regular planning calls, a few hours each month for small improvements, and someone who knows your systems as you grow.
Tagline: “We’re part of your stack.”
On-prem / hybrid
setup + from $125–175/mo
Your computer, our upkeep. Local AI, office-only tools, or hardware in your building — we maintain and patch without you owning every remote-access setting.
Tagline: “Your box, our upkeep.”
Patient data, multiple workflows, after-hours help, and stricter response promises scale from these starting points. We quote the real number after a short discovery call — same honesty as our workflow audits.
Hosted or on-prem
Amarillo Logic hosted (default)
We host and run it on our Cloudflare infrastructure — your domain, your QuickBooks and Stripe accounts, our job to keep updates flowing and catch problems early. Same approach as custom websites, custom apps, and AI consulting builds.
Your account or your hardware
Need everything in your own Cloudflare login, or hardware in your office? Same setup, your credentials — or we maintain on-prem gear when local AI and office-only data paths matter.
Patterns we keep alive
Examples of what we maintain — not a menu you must order from. Every shop scopes differently.
Website + lead routing
Editable clinic or trades site, preview before go-live, help for your staff editors, and forms that land in calendar or CRM — without hiring a full-time web person.
Dispatch + payment app
Staff dashboard with conversation threads, payment link sends, and books sync — software your crew opens every morning.
EHR → report → chart
Clinical data pulls, clinician-friendly PDFs, and HIPAA paperwork handled when patient data is in scope.
Missed call → book → pay
Text-back, CRM row, calendar hold, and payment link — production chains trades run without thinking about Zapier.
Books ↔ dispatch ↔ nudges
QuickBooks sync, job status, and staged AR reminders that stop when payment clears.
Local AI assistant
On-prem Hermes Agent for triage, internal docs, and automatic handoffs — local models where hardware allows, cloud models where you need more, scoped so sensitive data does not hit a public chatbot by accident.
Compliance when it matters
Regulated work — patient data, Texas AI disclosure rules, audit trails — belongs in the same conversation as pricing, not as surprise paperwork later. When HIPAA applies we align on agreements and where data lives before anything goes live.
For brand-new automation and AI projects, start with AI consulting. For net-new tools, see custom application builds.
What we commit to
Honest response times — tiered by engagement. We do not promise 99.9% uptime at Care pricing unless we price for it.
| Commitment | Care | Operate | Embedded |
|---|---|---|---|
| Something broke — staff blocked | 24–48 hr | 4–8 hr business | 2–4 hr business |
| Working, but wrong or slow | 48 hr | 24 hr | Same business day |
| Question or small ask | 3–5 days | 2–3 days | 1–2 days |
| Small updates included | — | ~1 hr/mo | 2–4 hr/mo |
Business hours, Central Time. Exact language lands in your signed scope — not a blog post.
Ongoing Operations — FAQ
What is Ongoing Operations?
Ongoing Operations is how Amarillo Logic keeps what we built — or what you already run — working after launch: custom websites, staff applications, workflow automations, and on-site AI assistants. Hosting upkeep, check-ins, fixes when something breaks, and compliance paperwork when patient data is involved. It is not another SaaS subscription; it is having someone competent watching the systems on your domain.
Does Ongoing Operations replace free hosting on custom websites?
No. Fast hosting stays included with a custom website build — no monthly website tax. Ongoing Operations is optional: when you want us as your web team for content updates, seasonal changes, form and calendar connections, and someone to call when the site acts up. Many brochure sites never need it; busy clinics and integrated sites often do.
We already have a custom app you built — do we need Ongoing Operations?
Not always. Simple internal tools that rarely change may only need light check-ins. Dispatch dashboards, payment tools, and anything staff runs every day usually benefit from Operate — fast help when something breaks, updates go live, and vendor changes handled before Monday morning. We scope based on how critical it is, not a blanket upsell.
Do I have to sign up for Ongoing Operations?
No. Project builds stand on their own. Many clients start with a workflow audit and implementation, then add Ongoing Operations when something has to work every day or nobody on staff wants to be the person who connects all the software. You can also hire us for ongoing care only if you already have automations that need a steady hand.
How is this different from managed IT?
We are not your helpdesk for printers and email passwords. Ongoing Operations covers custom websites, staff apps, automations, on-site AI assistants, and the workflows between QuickBooks, calendars, CRM, EHR, and payments. If you need someone to fix workstations, a local MSP is the right call — and we are happy to coexist.
Can you run workflows on our hardware?
Yes. Some practices and shops prefer a Mac Mini or PC in the office — local AI, office-only tools, data that never leaves the building. We offer hybrid maintenance: your hardware, our updates and regular check-ins. Full hosted care on Amarillo Logic infrastructure is still the default when you want us responsible for uptime.
What does Ongoing Operations cost?
Engagements start around $99–149/mo for light check-ins and updates (Care), $199–349/mo when we actively run production systems (Operate), and $400–750/mo when you want regular planning calls plus a few hours each month for small improvements (Embedded). On-prem setup is quoted separately. Final scope and response-time promises are always in writing before you pay.
What are “small updates included”?
On Embedded (and sometimes Operate), a few hours each month are built into the retainer for tweaks — a new form field, a text template change, a small layout fix, tuning an automation. That is improvement time, separate from fixing something that broke. Bigger projects still get their own written scope and price.
How does this tie to what you build?
Custom websites, custom applications, and workflow consultancy are the build paths — scoped and priced separately. Ongoing Operations is the optional care layer on top: same team, written agreement so you know what is covered by included hosting versus what you are paying us to actively run and improve.
Already have something fragile — or ready to operate what we built?
Thirty minutes. We will map systems, criticality, and the engagement shape that fits.
Talk Ongoing Ops