Caelith Labs .

01 / Studio

Operational infrastructure
for professional
services firms.

CRM architecture, automated workflows, and AI agents — delivered in three weeks, fixed fee, your team owns the system at handover.

Book a 30-min call See how we work

Berlin-based · Anthropic stack · Serving DACH + Iberia

Built on the Anthropic stack Berlin-based Founded by the team behind Caelith Fixed-fee, 3-week delivery

02 / Services

Three ways to work together.

Every engagement is fixed-fee, fixed-scope, and includes a written runbook. We deliver in three to five weeks, never longer.

Beachhead engagement

Operations Sprint

€6,000–€9,000 3 weeks

Your CRM is set up, configured, and integrated with the rest of your stack. Two or three core workflows automated in n8n — lead routing, client onboarding, document collection. Your team trained. A written runbook so you don’t depend on us.

Included

  • System audit and architecture design
  • CRM setup (Attio, HubSpot, or Pipedrive)
  • 2–3 automated workflows in n8n
  • Team training session and runbook handover

After the Sprint

Automation Expansion

€7,000–€12,000 3–4 weeks

Builds the automation layer deeper. Lead pipeline with enrichment, candidate or client onboarding sequences, document collection with reminders, reporting dashboards into Slack or email.

Included

  • Enrichment via Clay or Apollo
  • Multi-step onboarding sequences
  • Document collection workflows
  • Reporting automation

Premium engagement

Agent build

€10,000–€18,000 4–5 weeks

Internal knowledge-base agent that answers staff questions from your own documentation. Or an intake qualification agent that handles inbound inquiries. Or personalised outreach at scale. Claude-native, evaluated against a real test suite before deployment.

Included

  • Custom Claude agent architecture
  • Integration with your existing data
  • Eval suite that gates production deployment
  • Ongoing prompt and model tuning

Optional retainer (€1,500–€2,500 / month) for ongoing tuning, system monitoring, and quarterly reviews. Discussed at handover, never required.

03 / Method

How we work.

Five phases. Each with a clear gate. We do not move forward until the previous gate is met.

  1. 01

    Discovery

    30 min

    A structured call. We map your operations, identify the highest-pain workflows, and tell you on the call whether we are a fit. If not, we refer you to someone better.

  2. 02

    Proposal

    24 hours

    Within 24 hours of the discovery call you receive a fixed-fee proposal. You have 48 hours to sign. If you cannot decide in 48 hours, we are not the right buy.

  3. 03

    Build

    3–4 weeks

    We design, configure, and integrate the system. Weekly five-minute Loom updates. Findings logged transparently. Your team has visibility throughout.

  4. 04

    Verify

    1–2 hours

    Before handover, an independent verification runs against your acceptance criteria. We do not hand over a system that does not meet the criteria you signed.

  5. 05

    Handover

    90 min

    Live walkthrough. Your team drives the system, we answer questions. Written runbook in your workspace. 30-day check-in scheduled in your calendar.

04 / Why

Why Caelith Labs.

Anthropic-native

We build on Claude. Our founder ships production Claude agents daily as part of Caelith, our EU compliance product. The agent layer in your engagement is not a hobby project.

Fixed fee or we don’t take it

Every engagement is fixed fee. You know the cost before we start. We don’t bill hourly because hourly billing rewards us for running long. Fixed fee rewards us for shipping.

Your team owns it

Runbook in your workspace. System credentials transferred to you. We do not lock you into us. About 70% of clients sign a retainer after handover — because they want to, not because they have to.

Berlin-based, EU-anchored

Our infrastructure runs in EU data centres. Your data does not leave the EU during the build. We sign Auftragsverarbeitungsverträge (AVV / GDPR Article 28) as a matter of course.

05 / Who

A studio, not a consultancy.

Caelith Labs is run by Julian Laycock, founder of Caelith — a compliance infrastructure product for European alternative investment fund managers. The same engineering discipline that ships regulator-grade software for asset managers powers the engagements we deliver to professional services firms.

We are deliberately small. The studio takes a maximum of two concurrent engagements. The intent is craft, not scale. If you are looking for a large consultancy, we will refer you to one. If you are looking for an operator who happens to be very good at what they do, we may be a fit.

Read about Caelith

06 / Questions

Frequently asked.

What if our needs change mid-engagement?
Scope changes are handled in writing. Small adjustments — a different email template, an added pipeline stage — are absorbed within the engagement. Anything larger is a written amendment to the SOW with adjusted scope or pricing. We do not surprise you with a bill at the end.
What happens after handover?
You own the system. The runbook tells you how to operate it, how to make small changes yourself, and how to call us when something larger comes up. We schedule a 30-day check-in on the handover call. About 70% of clients sign a retainer at €1,500–€2,500 a month for ongoing tuning.
Do you work with regulated finance clients?
No. Our parent company, Caelith, serves European fund managers under AIFMD II. To avoid conflict of interest and protect our clients’ data segregation, Caelith Labs does not engage with regulated EU fund managers, fund administrators, or AIFMD compliance tool vendors.
Which CRM do you implement?
Attio for early-stage and relationship-heavy operations. HubSpot for sales-heavy SMBs. Pipedrive for narrow pipeline-focused use cases. We have a written assessment in the discovery call that picks the right one for your situation — we are not a one-tool shop.
Where does our data live during the build?
Either in your environment (we access via your SSO), or in an EU-hosted sandbox we control during the build phase and migrate at handover. The choice is documented in the SOW. Either way, no client data leaves the EU.
How is this different from a freelancer on Upwork?
A freelancer builds one workflow and disappears. We deliver a complete operational layer with documentation, training, and a retainer option for when things change. The freelancer is cheaper if you can scope the work yourself; we are cheaper if you cannot.

07 / Next

Built once.
Operating forever.

If your team is drowning in admin, we have a thirty-minute call to figure out whether we can help. Pressure-free. We tell you on the call whether we are a fit.

Book a 30-min call

Average response within one business day · julian@caelithlabs.com