Is Kairos Performance the Right Fit for Our Company?
Short answer: If you're a B2B software or tech-enabled services company where growth has outrun the systems underneath it, and one executive is ready to own fixing that, probably yes. If you want AI layered onto a process nobody is allowed to change, no.
- Operating symptoms matter more than revenue size
- The fix has to include process, not just new tools
- One accountable executive beats a committee every time
This page exists to save you time. Kairos isn't built for every company, and that's deliberate. Read it before an Intro Call and you'll know whether the call is worth 30 minutes of your week. Either answer is a good outcome.
Who is Kairos built for?
We're built for $5M to $100M B2B software and tech-enabled services companies where growth has outrun the systems underneath it. Our team has been on the operator side of exactly that: taking a software business from $12M to $25M+ ARR while moving EBITDA margin from -30% to +17%. We know what the inside of that problem looks like because we've had to fix it.
That covers two kinds of business:
- Software companies that need a revenue operations foundation: pipeline you can predict, a forecast that holds, and sales capacity that grows without adding headcount at the same rate.
- Services and tech-enabled services companies where delivery runs on a repeatable workflow, and people are doing repetitive work by hand that a system should be doing.
You're likely a fit if any of these sound familiar:
- Headcount or revenue grew faster than the processes holding it up
- An acquisition or carve-out left you with two or three CRMs and data that doesn't match
- Nobody trusts the forecast, or board reporting takes a week to assemble
- Your board or investors want an AI plan and there isn't one yet
- A previous automation or AI project stalled
- There's an open RevOps or AI Ops role, no revenue operations function, or one or two people underwater
- The CEO is still in the middle of day-to-day operations, or a new CRO, CFO or COO inherited a mess
- You're moving off founder-led sales, preparing for a raise, or getting ready for a sale process
What if we're smaller or bigger than that?
The range is where we're built to be the whole answer. It isn't a hard gate. Operating maturity has little to do with revenue: a $300M company can have badly broken revenue operations, and a $3M company with real volume can be overwhelmed by manual work. If you recognize the symptoms above, let's talk either way. For smaller companies, a Discovery Sprint is usually the right way in, and we'll tell you honestly whether anything bigger makes sense.
What do you need to have in place?
Strongly preferred:
- A modern cloud CRM that holds your customer data
- Willingness to add an automation layer and pay for enterprise AI tools
- Critical business data that doesn't live only in spreadsheets
Required:
- One executive who owns the outcome and can say yes
- Willingness to change process, not just add tools
- Access to the people and systems the work touches
Technology gaps can be closed, and sometimes closing them is the first piece of work. An engagement with no owner, no room to change, and no access can't be rescued.
Are we a fit? A quick check
| Your situation | Fit? | Why |
|---|---|---|
| Growth outran your systems and one executive owns fixing it | Strong fit | This is the core problem we're built for |
| Post-acquisition, with multiple CRMs and incompatible data | Strong fit | Integration creates exactly the fragmentation we fix |
| A new CRO or COO inherited a mess while other leaders turn over | Strong fit | They own the fix and rarely have a team to lean on |
| Under $5M but overwhelmed by manual work | It depends | Volume and repeatability matter more than revenue, so start small |
| Still finding product-market fit | It depends | Too early for a full revenue operations build, but real operational volume can still justify automation |
| Need extra hands during a transformation | It depends | Hands-on capacity inside a real change is fine; filling a seat with no change isn't |
| Want automation but won't change the process | Not a fit | Automating a broken process just breaks it faster |
| Want a custom CRM or data platform built | Not a fit | Systems of record should be bought, not built |
| No single executive owns the outcome | Not a fit | Competing goals stall every decision |
What does working with Kairos actually look like?
Most companies start small. Nobody should commit to a long engagement before they've seen how we work. There are four ways in:
| Engagement | What it is | Investment |
|---|---|---|
| Prove | A Discovery Sprint or pilot on one specific problem | $2K to $30K |
| Diagnose | AI Readiness Assessment, with a scored, prioritized roadmap | $15K to $30K |
| Execute | Scoped, fixed-fee builds | $10K to $75K |
| Partner | Ongoing retainer: Stabilize, Build, or Transform | $10K to $25K a month, 3-month minimum |
Two things hold in every engagement. The people who scope the work deliver it, with no handoff to a junior team after kickoff. And executive-level strategic involvement is included from day one, not sold as an upgrade. If you continue within 30 days, the Sprint fee is credited in full toward your next engagement.
The pricing page covers what each engagement includes.
What do we believe?
Here's the pattern we keep seeing: a company decides it needs AI, buys tools, and layers automation on top of processes that were never built to hold it. Six months later, bad data moves faster and nobody trusts the reports.
Our view is simple. Fix the foundation, then automate. In practice that means data first, then process, then systems, then automation and AI. Some quick wins can run in parallel. The order still matters.
We also don't build what you should buy. Your CRM, ERP and data warehouse should come from vendors who do that for a living. What we build is the set of connections between the systems you already pay for: the workflows, handoffs and reporting that make them work together. That's where most of the value sits, and it keeps the work from turning into a software project.
And we'll tell you when something is off track. Directly, and early.
If we can't build it and prove its impact, we don't recommend it.
When is Kairos the wrong call?
Three situations come up often enough to spell out. They describe conversations we'd have, not client stories.
"Automate it, but don't touch our process." A company wants AI handling lead routing and follow-up, but sales and marketing can't agree on what a qualified lead is, and leadership won't revisit the handoff. We'd tell them automation will make that disagreement faster and more expensive. The right first step is agreeing on definitions, which their own leadership can do without us. Once they're ready to change the process, we're glad to talk.
"Build us our own platform." A company wants a custom CRM or internal data platform built from scratch because the established options feel expensive or limiting. We'd point them to the platform that fits and offer to build the connections around it. A system of record built in-house becomes a software product you maintain forever.
"Nobody owns it." The CFO wants cost out, the CRO wants speed, the CEO wants an AI story for the board, and nobody can make the final call. We'd tell them to come back once one executive owns the outcome. Until then, every recommendation turns into a negotiation.
Kairos is also probably not right for you if:
- You're in biotech, drug discovery or research-driven life sciences, where the operating problem is scientific and regulatory, not commercial workflow
- You run on legacy on-premise or ERP-only systems and aren't willing to add modern tools
- Your growth plan is purely financial engineering, with no operational workstream for us to attach to
- You want to rent extra hands with no intention of changing how the business runs
- Your team doesn't want to hear "this part is off track"
Notice what's not on that list: companies mid-acquisition, companies with leadership turnover, and companies with messy data. Those are usually reasons to reach out.
How do you start a conversation?
Most teams get this wrong: they wait until things are organized before bringing in help. The companies that get the most from us aren't the tidiest ones. They're the ones honest about what's broken.
If this page described your company, a 30-minute Intro Call is the next step. No pitch deck, just your situation and a straight read on whether we're the right call.
Not sure you're ready yet? The AI Readiness Scorecard takes five minutes and shows where your foundation stands across six areas.
Next steps
- Review the pricing page to see what each engagement includes and costs.
- Book a 30-minute Intro Call, and bring the one problem costing you the most right now.
The moment is now. Let's build your edge.