One AI that knows your whole business
We connect your files, email, CRM, accounting and phones to one AI brain, built in your own accounts and managed by us. Your team asks it in Microsoft Teams, ChatGPT or Claude.
- No hardware to buy, no per-user fees
- Management plan is month to month
- Setup refunded if it isn’t working in 30 days
At a glance
The short version
- What it is
- One AI connected to a business’s files, email, CRM, accounting and phones. The team asks it about any client, job or document and gets an answer from the business’s own records.
- Where it runs
- In the business’s own cloud and AI accounts, which Fountainhead sets up. The team asks it as an agent in Microsoft Teams, or from ChatGPT or Claude.
- Who does the work
- Fountainhead, based in Middle Tennessee. We connect the systems, train the team and manage it every month: on site within about two hours of Nashville, remotely anywhere else in the United States.
- What it costs
- Setup $6,000 to $12,000, based on how much data you have and how many software platforms we connect, and a management plan from $1,250 a month, month to month. Cloud and AI usage are billed to the business directly by those providers.
- If you stop
- Management stops and everything we built keeps running in your accounts.
- Who it is for
- Businesses of about 10 to 200 people whose information is spread across files, email, a CRM, accounting and phones, and who want it connected and looked after for them.
How it works
Built for you. Asked anywhere. Managed by us.
- 1
We build it in your accounts
We set up the cloud and AI accounts in your business’s name, connect your systems and shape it around how your team works.
- 2
Your team asks it
As an agent in Microsoft Teams, or from ChatGPT or Claude. It answers from your own records and shows where each answer came from.
- 3
We manage it every month
We keep the connections working and make small changes as your business changes.
What it connects to
Everything your business already runs on
Files and email
Shared drives, documents and email in Microsoft 365 or Google Workspace.
Your CRM
Leads, customers, deals and notes.
Accounting
Invoices, bills and payments.
Phones
Calls and texts, including from Greatvine, our AI receptionist.
We confirm exactly which of your systems connect during the consultation, before you pay anything.
Missing one of these?
We set up the system you’re missing first, so the brain has the whole picture.
Day to day
Ask it anything about your business
Leaders and teams lose 25% of their time just searching for answers.
Source: Atlassian, State of Teams 2025
Owner
“What did we quote the Hendersons, and have they paid?”
Office manager
“Where is the signed contract for the Main Street job?”
Sales
“Who hasn’t heard from us since their quote went out?”
New hire
“How do we handle a warranty call?”
Packages and prices
One price to build it. A flat monthly to manage it.
Setup is $6,000 to $12,000, based on how much data you have and how many software platforms we connect. Your quote fixes it before we start.
Company Brain
Main package10 to 40 staff
- Setupone time
- $6,000 to $12,000
- Management plana month
- $1,250
- Connected to your files, email, CRM, accounting and phones
- Asked in Microsoft Teams, ChatGPT or Claude
- Answers from your own records, with where each answer came from
- Built in your own cloud and AI accounts
- Training for your team
- Managed every month: upkeep and small changes
Operations add-on
Add-onAdded to Company Brain, for a business that wants new things built every week
- Monthlyon top of your management plan, $5,750 in all
- +$4,500
- A weekly consultation with us
- 10 hours a week of building for your business
- Custom automations, workflows and small applications
- Unused hours roll over, within limits set in your agreement
Need it on a machine in your office?
If your data can’t go to any outside cloud or AI company, Spectre Computers installs a private AI brain on a machine you own. Install from $2,500 plus hardware.
See Spectre’s private AIWhat 10 hours a week builds
For example:
- A sales dashboard that reads live from your CRMCRM
- A quote and proposal tool priced from your own price listCRM
- Contracts sent for e-signature straight from the CRMCRME-signature
- Every call and text logged on the customer’s recordPhonesCRM
- A shared folder made for every new leadFilesCRM
- Systems kept in sync every night: sites, contacts and accountsCRM
- Card expenses coded to the right jobAccounting
- Overdue invoices reconciled for collectionsAccounting
- Bills entered, approved and paid without retyping themAccountingEmail
- A weekly numbers report in the owner’s inbox every MondayCRMAccountingEmail
- A client portal where customers see status, documents and invoicesWebsiteCRM
- Your data moved into new software, checked and cleanedAny software
- QuickBooks and your CRM kept in step, so nobody types an invoice twiceAccountingCRM
- New clients and new hires onboarded with forms, folders and tasks made for themFilesEmailCRM
Paid to Fountainhead
- The setup fee, once
- The management plan, monthly and month to month
Paid to your providers, directly
- Your cloud hosting account
- Your AI: your ChatGPT or Claude plan, and the AI account the Teams agent uses
Your cloud hosting and AI usage are billed to you directly by those providers, in your own accounts. We add nothing on top, and your fixed quote lists the accounts you’ll need.
What a 20-person firm pays us
On the Company Brain package.
- Setupone time
- $6,000 to $12,000
- Management plan12 months at $1,250
- $15,000
- First yearboth together
- $21,000 to $27,000
Every year after that: $15,000 for the management plan.
Typical monthly AI spendpaid to your providers, not to us
$300 to $600 a month
- Cloud hostinga small server, database and backups
- $100 to $150
- AI usageabout 10 questions per person each workday
- $200 to $450
An estimate for 20 people from the providers’ published prices, not a quote. ChatGPT or Claude seats your team already pays for are separate. Your fixed quote includes the estimate for your firm.
Founding client offer: the first three clients get 30% off the setup fee in exchange for a published case study.
Prices last updated .
Getting started
From first call to running
- 1
Free consultation
A 20-minute call about what your business runs on and what your team keeps hunting for.
- 2
A fixed quote
One price for setup and one for the management plan, plus the cloud and AI accounts you’ll need. No hourly billing.
- 3
Setup
We build it in your accounts, connect your systems and train your team.
- 4
Management
We look after it every month. Stop whenever you like; it keeps running.
The management plan
What we do every month
- Keeps every connection working when your software changes
- Makes small changes as your business changes
- Monitoring and updates
- Answers your team’s questions
Month to month
No long contract. Stop the management plan whenever you like.
It keeps running
Everything is built in your accounts. If you stop the management plan, management stops and the automations keep running.
No per-user fees
One flat monthly price, however many people on your team use it.
30-day guarantee
If it isn’t answering questions from your own documents within 30 days of setup, we refund the setup fee.
Questions
Straight answers
What is a company brain?
One AI connected to what your business already runs on: shared files, email, CRM, accounting and phones. Instead of searching each one, your team asks one assistant about a client, a job or a document. It answers from your own records and shows where each answer came from. Fountainhead builds it in your own accounts and manages it for you.
Who sets up AI for small businesses and manages it for them?
Fountainhead does. We are based in Middle Tennessee and work with small and mid-sized businesses across the United States: on site within about two hours of Nashville, remotely everywhere else. We connect your systems, train your team and manage it every month.
How much does a company brain cost?
Company Brain: $6,000 to $12,000 setup and $1,250 a month for the management plan. The Operations add-on adds $4,500 a month ($5,750 in all) for a weekly consultation and 10 hours a week of building. Setup is based on how much data you have and how many software platforms we connect, and your quote fixes it before we start. A 20-person firm on Company Brain pays us $21,000 to $27,000 in the first year and $15,000 a year after that. Cloud hosting and AI usage are billed to you directly by those providers, typically $300 to $600 a month for 20 people; we add nothing on top. No hardware, no per-user fees.
What if we don’t use all 10 building hours in a week?
With the Operations add-on, unused building hours roll over, within limits set in your agreement. Company Brain covers upkeep and small changes; new automations, workflows and applications are built in add-on hours.
Which AI does it use?
Yours. Your team can ask it from ChatGPT or Claude on the plans you already have, or as an agent in Microsoft Teams running on an AI account in your business’s name. We don’t resell AI; we set it up and manage it.
What happens if we stop the management plan?
Management stops and everything we built keeps running, because it lives in your own accounts. The plan is month to month.
Don’t ChatGPT Business or Claude Team already do this?
They give each person a chat assistant, and someone on your team sets up any connections. A company brain is built around your business: we connect your files, email, CRM, accounting and phones, shape it to how your team works and keep it running and improving every month. It works alongside those plans.
Does our data leave the office?
Yes. It runs in your own cloud accounts, like most business software, and questions go to the AI company you use, under its business terms, which say your data is not used for training. If nothing can leave your office, Spectre Computers installs a private AI brain on a machine you own instead.
What can it connect to?
Shared files and email in Microsoft 365 or Google Workspace, your CRM, your accounting system and your phones. We confirm exactly which of your systems connect during the consultation. If you are missing one, we can set up a website, a CRM or Greatvine, our AI receptionist, first.
Do you have to be on site?
Within about two hours of Nashville, Tennessee we can set it up on site. Anywhere else in the United States we set it up remotely.
What is the founding client offer?
The first three clients get 30% off the setup fee. In return we ask to publish a case study with your firm’s name once it is running.
What if it doesn’t work for us?
If it isn’t answering questions from your own documents within 30 days of setup, we refund the setup fee.
See what one AI brain could answer for you
The consultation is free and takes 20 minutes. If a company brain makes sense, you get a fixed quote.
Book a free consultationor call (615) 551-2836