Front Office, for barns, farms and ranches
The front office that runs while you're out working.
Website, bookings, customers, texts and an AI phone, set up from a template built for your kind of operation.
Start online, no sales call30-day free trial on AutopilotMonth to month, cancel any time
Rather have it done for you? With White Glove, Kavalo people set it up and run it with you.
Point at a place to send its work through the system.
Drag to turn the model. Click a place to send its work through the system.
Ocean View Stables, Daly City The founder's own ranch from the air, where Kavalo's methods were built and tested.
Kavalo's methods were built and run first in our founder's own businesses, Ocean View Stables and Leyden Horsemanship.
Read the story
- Online lesson booking
- A waiver for every rider
- A staff board at 6 every morning
- Lesson progress for each rider
- An AI phone receptionist
- Lead follow-up that runs itself
- Duplicate contacts merged automatically
- Owner reports
Our work
Real businesses, running on Kavalo today
An olive orchard, a nonprofit opening its gates in 2027 and an enterprise phone company, each in its own environment, alongside dozens more. Shown with their permission.
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VRISAFamily olive orchard
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Saddle & Soil FoundationNonprofit, Byron, California
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BluIPAI cloud communications
Hear it for yourself. Call (415) 969-1223, the main line of a working barn, and talk to the AI that runs its front desk.
What to ask itToday, and with one system
Six tools that don't talk, or one system that does
A typical operation runs on a spreadsheet, a booking app, accounting software, paper forms, group texts and a whiteboard. Each one works on its own. None of them knows what the others know, so people retype, chase and reconcile.
Today
- Spreadsheets retyped every week
- A booking app with its own login
- Accounts rebuilt at month end
- Paper forms filed in a binder
- Requests lost in group texts
- A whiteboard wiped every week
With one system
- One record for every customer
- Bookings that update the schedule
- Billing that follows the work
- Forms and waivers signed online
- Calls and messages on the record
- Tasks and schedules everyone sees
Inside Front Office
The app your team opens every morning
Real screens from a demo account set up as a boarding barn. Yours starts set up for your kind of operation.
Front Office: software you run yourself
Start on your own today
Front Office is your website, bookings, a customer list and pipeline (a CRM), texts and email, and an AI phone on the top plan, set up from a template for your kind of operation. You set it up and run it yourself, month to month.
Choose your operation to see the industry template you will start with. Add your own photos, services, prices and hours to make it yours.
Pick your kind of operation
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Essentials
$49 a month
Customers, reminders and payments in one place.
2 users. 14-day trial. Starts with $5 of usage credit.
Start a 14-day trial -
Recommended
Autopilot
$149 a month
Essentials plus AI chat, missed-call text back and review requests.
5 users. 30-day trial. $10 of usage credit each month.
Start a 30-day trial -
AI Ranch Hand
$299 a month
An AI phone that answers your calls day and night.
Unlimited users. $135 of usage credit each month.
Start AI Ranch Hand
Just need a website? Start with Website at $2 a month: A website from our industry templates, with a booking calendar and a contact form.
After you click: pick your kind of operation, then pay by card (Essentials starts with a 14-day trial and Autopilot with a 30-day trial). When your account is set up, an email headed "Activate your account" arrives; open it to choose your password. What to do first
What Front Office covers, by plan
- Website: your website from our industry templates, an online booking calendar, a contact form that collects inquiries.
- Essentials: Everything in Website, plus a customer list and sales pipeline, email and text reminders, waivers, courses and memberships, invoices and online payments, text-to-pay, an app for your team, a connection to QuickBooks.
- Autopilot: Everything in Essentials, plus AI chat on your website, texts, Facebook and Instagram, missed-call text back, review requests sent automatically.
- AI Ranch Hand: Everything in Autopilot, plus an AI phone that answers your approved questions day and night, call summaries and transcripts in your customer list.
What it does not cover
Horse and herd records, per-owner statements, stock, selling by weight and the customer portal.
Those are part of Operations, a project we set up with you. Compare Front Office and Operations.
How Front Office works and every plan on the pricing page. Rather have it set up for you? White Glove.
See it work
One inquiry, followed all the way through
The same moments, seen from inside the system. Pick a scenario and step through every record it creates.
Front Office Everything in this story is Front Office. The phone assistant comes with the AI Ranch Hand plan.
A lesson inquiry after hours
It is 7:40 in the evening. A parent calls about lessons for a ten-year-old. Nobody is in the office, and the lesson coordinator is putting horses away.
The parent's phone
Assistant: Thanks for calling. This is the barn's automated assistant. The team has gone home for the night, but I can answer questions about lessons or take a message. How can I help?
Parent: My daughter is ten and wants to learn to ride. Do you teach beginners?
The parent's phone
Assistant: We do. Beginners start in a weekly group lesson on a quiet school horse. Which days suit you best?
Parent: Saturday mornings.
Assistant: And how should we reply to you?
Parent: Text me, then email.
The parent's phone
Assistant: Thank you. May I text you the open Saturday times? Nothing is booked until you pick one.
Parent: Yes, please.
System: Call ended. Summary and consent saved.
The parent's phone
Text message: Saturday group lessons for beginners: 9:00 or 10:30. Book a place here: book.example/saturday-lessons. Nothing is booked until you choose a time.
Sent after a yes on the call
The parent's phone
7:45
This evening
Main barn lineSaturday group lessons for beginners: 9:00 or 10:30.
Nothing else is asked of the parent tonight.
The owner's phone
6:00
Next morning
Morning summary1 new inquiry after hours. 1 follow-up, assigned. 0 of 1 booked so far.
Phone
Incoming call (sample)
- Time
- 7:40 pm
- Caller
- (555) 010-0142
- Line
- Main barn number
- Disclosure
- Automated assistant, said first
- Rider
- 10 years old, beginner
- Interested in
- Weekly group lessons
- Prefers
- Saturday mornings
- Reply by
- Text, then email
New inquiry
Lessons inquiry: Rivera family
LessonsVoice line
Contacted
Booked
Saturday
- 8:00
- 9:00
- 10:00
- 11:00
9:00 Group lesson
10:30 Group lesson
Booked: not yet. The parent books it.
Tomorrow
New inquiries
1
lesson inquiry, after hours
Follow-ups today
1
assigned
Booked
0 of 1
so far
Your system
The call reaches the barn's number. The voice assistant answers and says it is an automated assistant.
Phone line, voice assistant
Incoming call (sample)
- Time
- 7:40 pm
- Caller
- (555) 010-0142
- Line
- Main barn number
- Disclosure
- Automated assistant, said first
It asks only the questions the barn approved: the rider's age and experience, preferred days, and the best way to reply.
Approved questions
What the caller told the assistant (sample)
- Rider
- 10 years old, beginner
- Interested in
- Weekly group lessons
- Prefers
- Saturday mornings
- Reply by
- Text, then email
An opportunity appears in the CRM with the answers and a short call summary. Nobody retypes anything.
CRM
CRM opportunity (sample)
- Title
- Lessons inquiry: Rivera family
- Stage
- New Inquiry
- Tags
- Lessons, Voice line
- Attached
- Call summary, consent to text
It reads the open group lesson times from the booking calendar and, with the parent's permission, texts the booking link. Nothing is booked until the parent books it.
Appointments, text message with consent
Next step offered (sample)
- Times read
- Saturday 9:00 and 10:30 group lessons
- Sent
- Booking link by text, after a yes
- Booked
- Not yet. The parent books it.
The lesson coordinator gets a follow-up for 9:00 the next morning: call back if the lesson is not booked by noon.
Activities
Staff task (sample)
- Assigned to
- Lesson coordinator
- Due
- Tomorrow, 9:00 am
- To do
- Call back if not booked by noon
The morning summary shows the after-hours inquiry, who owns the follow-up and whether it turned into a booking.
Dashboard
Owner's morning summary (sample)
- New inquiries
- 1 lesson inquiry, after hours
- Follow-ups today
- 1, assigned
- Booked
- 0 of 1 so far
The call reaches the barn's number. The voice assistant answers and says it is an automated assistant.
Phone line, voice assistant
Backdrop: Ocean View Stables, the founder's own barn. The scenario and its data are samples.
Operations The answering, texts and follow-up are Front Office. The stock check, the sales order and the delivery run are Operations, a project we set up with you.
A supply order called in during harvest
It is 6:15 in the morning in the middle of harvest. A regular customer calls to reorder mineral supplement and asks when it can be delivered. The office opens at 8.
The customer's phone
Assistant: Good morning. This is the office's automated assistant. The team is in at eight; I can take an order or a message now.
Customer: Twenty bags of the mineral supplement, same as last month. I need them by Thursday.
The customer's phone
Assistant: Twenty 40 lb bags of mineral supplement, needed by Thursday. Is that right?
Customer: That's right.
The customer's phone
Assistant: I can help with that. What is your account number and billing ZIP code?
Customer: 4187, and the ZIP is 95000.
Assistant: Thank you, that matches. There is enough in stock for Thursday.
The customer's phone
Assistant: Twenty bags for delivery by Thursday. The order is confirmed when the warehouse lead confirms it, and you will get an email with the delivery window.
System: Call ended. Draft order sent to the warehouse lead.
The customer's phone
Supply office
Your order is confirmed
20 bags of mineral supplement. Delivery Thursday, 8 to 11 am.
The owner's phone
8:30
The office is open
Low stockMineral supplement is below its reorder point.
Phone
Incoming call (sample)
- Time
- 6:15 am
- Caller
- (555) 010-0177
- Disclosure
- Automated assistant, said first
- Asked for
- Reorder and a delivery date
- Product
- Mineral supplement, 40 lb bags
- Quantity
- 20 bags
- Needed by
- Thursday
- Read back
- Confirmed by the caller
- IdentityAccount number and billing ZIP matched
- On hand64 bags20 of them for this order
- Not sharedBalances and order history
Sales order
Draft, 20 bags
Delivery task
Warehouse lead, Wednesday
Status: waiting for staff to confirm
Sales order
Confirmed by staff
- Sent when
- Staff confirmed the order
- Says
- Delivery Thursday, 8 to 11 am
To confirm
0
orders
Deliveries
6
this week
Low stock
1
mineral supplement, below reorder point
Your system
The call is answered by the voice assistant, which says it is automated and offers a person during office hours.
Phone line, voice assistant
Incoming call (sample)
- Time
- 6:15 am
- Caller
- (555) 010-0177
- Asked for
- Reorder and a delivery date
- Disclosure
- Automated assistant, said first
Product, quantity and the date it is needed by are taken down, and read back for the caller to correct.
Approved questions
Request (sample)
- Product
- Mineral supplement, 40 lb bags
- Quantity
- 20 bags
- Needed by
- Thursday
- Read back
- Confirmed by the caller
The caller is verified with the account number and billing ZIP code, because caller ID alone is not enough. Only then is stock on hand read from inventory.
Customer verification, Inventory
Checks (sample)
- Identity
- Account number and billing ZIP matched
- On hand
- 64 bags
- Not shared
- Balances and order history
A draft sales order and a delivery task go to the warehouse lead. The order is not confirmed until a person confirms it.
Sales, Delivery
Work routed (sample)
- Sales order
- Draft, 20 bags
- Delivery task
- Warehouse lead, Wednesday
- Status
- Waiting for staff to confirm
When staff confirm the order, the customer receives an email with the delivery window.
Email
Customer update (sample)
- Sent when
- Staff confirmed the order
- Says
- Delivery Thursday, 8 to 11 am
Orders waiting for confirmation, this week's deliveries and stock running low are on one screen.
Dashboard
Owner's view (sample)
- To confirm
- 0 orders
- Deliveries
- 6 this week
- Low stock
- Mineral supplement, below reorder point
The call is answered by the voice assistant, which says it is automated and offers a person during office hours.
Phone line, voice assistant
Backdrop photo: U.S. Department of Agriculture. The scenario and its data are samples.
Operations The answering, texts and deposit are Front Office. The beef list, the cut sheet and billing by hanging weight are Operations, a project we set up with you.
A half beef reserved after supper
It is 8:20 in the evening. A family calls a cattle ranch that sells beef by the half and the quarter. Everyone is out checking water.
The family's phone
Assistant: Thanks for calling. This is the ranch's automated assistant. Everyone is out with the cattle, but I can answer questions about our beef or take a message. How can I help?
Caller: We'd like half a beef for the freezer. When is the next one ready?
The family's phone
Assistant: Two halves are open for November 14. The price per pound and the deposit are on the order page. The final bill depends on the hanging weight, so I can't give a total tonight. May I text you the link?
Caller: Yes, please.
System: Call ended. Consent saved.
The family's phone
Text message: Half beef for November 14: order.example/half-beef. Nothing is reserved until the deposit is paid.
Sent after a yes on the call
Reserved online, deposit paid
Text message: Reserved, and your deposit is paid. Your cut sheet is due November 1: order.example/cut-sheet
The family's phone
- Steaks
- 1 inch thick
- Roasts
- 3 lb
- Ground beef
- 1 lb packs
Sent to the ranch at 9:40 am
The family's phone
Text message: Your half beef is ready. Hanging weight: 352 lb. Your final bill, less your deposit, is here: order.example/final-bill. Pickup: Friday 3 to 6 pm or Saturday 9 am to noon.
Sent with the family's consent
The owner's phone
6:30
Next morning
Morning summary4 pickups this week. December 12: 2 halves and 1 quarter reserved so far. 1 cut sheet missing.
Phone
Incoming call (sample)
- Time
- 8:20 pm
- Caller
- (555) 010-0136
- Disclosure
- Automated assistant, said first
- Asked for
- Half a beef, the next date
- Open for November 142 halves, 3 quarters
- Price and depositOn the order page
- TotalNot given. It depends on the hanging weight.
- Ordered
- Half a beef, for November 14
- Deposit
- Paid by card
- Cut sheet
- Due November 1
Still open: 1 half, 3 quarters
Cut sheet
Attached to the order
Processor, November 14
Sent with the date
- Hanging weight
- 352 lb, from the processor
- Final bill
- Posted price per pound, less the deposit
- Sent
- With pickup times, by text
Next processing date: December 12
2 halves and 1 quarter reserved so far
Pickups this week
4
from November 14
Deposits held
3
for December 12
Cut sheets missing
1
due December 1
Your system
The call reaches the ranch's number while everyone is out checking water. The voice assistant answers and says first that it is an automated assistant.
Phone line, voice assistant
Incoming call (sample)
- Time
- 8:20 pm
- Caller
- (555) 010-0136
- Asked for
- Half a beef, the next date
- Disclosure
- Automated assistant, said first
The assistant reads the beef list for the next processing date and says what is open. It points to the price per pound and the deposit on the order page, gives no total it cannot know, and asks before texting the link.
Beef list, approved answers
Beef list read (sample)
- Processing date
- November 14
- Open
- 2 halves, 3 quarters
- Price and deposit
- On the order page
- Total
- Not given: it depends on the hanging weight
- Consent
- Yes to a text
The order link is texted after the yes, and nothing is reserved until the deposit is paid. The family reserves a half and pays the deposit by card. The order holds the processing date and the date the cut sheet is due.
Text message with consent, online order, card payment
Order (sample)
- Ordered
- Half a beef
- Processing date
- November 14
- Deposit
- Paid by card
- Cut sheet
- Due November 1
The family fills in the cut sheet online. It is attached to the order and sent to the processor with the date, and the ranch gets a task to haul the steers to the processor the day before.
Online form, order documents, tasks
Cut sheet (sample)
- Steaks
- 1 inch thick
- Roasts
- 3 lb
- Ground beef
- 1 lb packs
- Sent to
- The processor, for November 14
- Task
- Haul the steers, November 13
The processor's hanging weight is recorded on the order. The final bill is worked out from the posted price per pound, less the deposit, and the family gets a text that the beef is ready, with pickup times.
Processor's weights, invoicing, text message
Final bill (sample)
- Hanging weight
- 352 lb, from the processor
- Final bill
- Posted price per pound, less the deposit
- Pickup
- Friday 3 to 6 pm, Saturday 9 am to noon
- Sent
- By text, with the family's consent
The next processing date and what is reserved for it so far, the deposits held, the cut sheets still missing and this week's pickups are on one screen.
Dashboard
Owner's morning summary (sample)
- Next processing date
- December 12
- Reserved so far
- 2 halves and 1 quarter, not all sold
- Deposits held
- 3
- Cut sheets missing
- 1, due December 1
- Pickups this week
- 4, from November 14
The call reaches the ranch's number while everyone is out checking water. The voice assistant answers and says first that it is an automated assistant.
Phone line, voice assistant
Backdrop photo: U.S. Department of Agriculture. The scenario and its data are samples.
An illustration with sample data and a scripted scenario. It is not connected to a live system, and no real customer appears in it.
Who we serve
Three industries, built around their real work
A boarding barn, a vegetable farm and a cow-calf ranch look nothing alike. Their weeks break in the same places: the phone rings while everyone is out working, the day lives in too many tools, and the money follows the work late.
Equestrian
Boarding barns, lesson programs, trail rides, and the farriers and vets who serve them. Where Kavalo started. Boarding barnsLesson and training programsTrail rides and riding experiencesBreeding farmsHorse sales barnsFarriersVeterinary practices Explore
Agriculture
Farms that sell direct, and the ag services and farm supply that keep farms running. Farms that sell directAg services and farm supply Explore
Ranching
Cattle ranches, beef sold by the half and the quarter, and guest ranches. Cattle ranchesRanches that sell beef directGuest ranches ExplorePhotos: Ocean View Stables, the founder's own ranch; U.S. Department of Agriculture; Carol M. Highsmith, Library of Congress
White Glove
Rather have it done for you?
Front Office is built to run on your own. White Glove is for when you would rather hand it over: Kavalo people set up your system with you, move your records over, train your team and keep improving it every month.
- Setup done with you, from your real week
- Your records moved over and checked
- The whole operation in one system, when you need more than the customer side
- An engineer on site, if you want one
It starts with a free consultation with the founder. Prices are on the pricing page, and features you can switch on later are on the add-ons page.
Talk
A free consultation about how your week runs.
Scope
A written scope you sign off before work starts.
Set up
We build it, move your records and test it with your team.
Run
Support and improvements every month, at the level you choose.
Guides
Practical notes before you change anything
Where Kavalo comes from
We ran the work before we built the system
Zachary Leyden owns and runs Ocean View Stables and Leyden Horsemanship. He built the system those businesses run on himself: online booking, a waiver for every rider, a staff board that goes out at 6 every morning, lesson progress for each rider, an AI phone receptionist and the books behind it all.
He has also spent years working with ERP systems, and has built custom software projects for a telecommunications company. Kavalo brings both to operations like yours. Those businesses are his own: they are where our methods were tested, not clients we cite.
Start today, or have us start it with you
Pick a Front Office plan and start online, month to month. Or book a free White Glove consultation and we will set it up with you.
White Glove starts with Zachary Leyden. The free consultation is with the founder. Not sure which plan fits? Find your starting point.