Xalent Services

BACKGROUND

I am the CEO of ARS & Associates

A CPA firm for small and growing businesses that goes beyond just doing taxes into outsourced CFO work.

OPPORTUNITY / CHALLENGE

• To build a platform that automates restaurant accounting for ARS & Associates' clients.

SOLUTION

Other

• Pricing fit our budget
• Good value for cost
• Other

2-5 Employees

Xalent designed and built ARS CFO Concierge, a multi-tenant back-office platform for ARS's restaurant accounting clients. The build includes automated daily sales sync from Clover and Toast into QuickBooks Online as journal entries, per-client chart-of-accounts mapping so entries post to the correct accounts, and accounts payable automation wired directly into QBO. The platform also includes client reporting and dashboards, read-only integrations for reservation and covers data, and in-platform tools for ARS staff to onboard and manage restaurant clients without technical help. Built on Python/FastAPI with a PostgreSQL backend on AWS.

RESULTS & FEEDBACK

Daily sales entry: 30-45 min/day manual → 2 min/day reviewing exceptions (about 90% less) • AP bill entry: 4 min/bill manual → under 1 min to approve (about 75% less) • Data entry errors: 1 to 3% of manually keyed entries → near zero, with mismatches flagged automatically Month-end close: 7 to 10 days → 2 to 4 days • New client onboarding: 1 to 2 weeks → 1 to 3 days • Bookkeeper capacity: each staffer handles 3 to 4x more clients without new hires

We had weekly calls to discuss new updates and questions. They're always available 24/7 if there were/are issues. The project was done well within the SOW and we plan to continue to use them for more projects in the future. 

Virtual Meeting

Their response time and value for their pricing is incredible. The founders are 2 smart, young men that catered directly to our needs. They are also incredibly easy to work with and are very personable. 

N/A

BACKGROUND

I am the CEO and Founder of The Wellington Agency

For more than 30 years, The Wellington Agency has been trusted by ultra-high-net-worth families to recruit the exceptional professionals behind their private lives. From the family office to the private estate, we place the leadership, professional and household staff responsible for managing complex residences and the day-to-day needs of discerning families.

OPPORTUNITY / CHALLENGE

• Custom Website with Automation

SOLUTION

Referral

• Pricing fit our budget
• Good value for cost
• Referred to me
• Company values aligned
• Other

2-5 Employees

Xalent completed a ground-up rebuild of The Wellington Agency’s website, replacing the WordPress site with a custom platform that has no third-party plugins. The old site depended on plugins that exposed client data to outside vendors, and its intake form qualified nothing.

Custom website: A full rebuild of every existing page, plus role pages and location and city-by-service pages, on a plugin-free platform the agency owns.

Security stack: Firewall, US-only access, MFA on the admin and encryption of sensitive data. Client intake: A qualifying flow capturing role, location, placement type, budget and timeline, sorting leads into hot, nurture or out-of-area.

Candidate screening: A knockout screen for experience, NDA comfort and references.

AI lead scoring: Written answers read and scored, so the team gets a ranked list of leads.

Lead handling: A CRM record created, a confirmation email sent and a Slack alert for each qualified lead. 

E-signed agreements: The engagement agreement signed on the site through BoldSign.

QuickBooks invoicing: Invoices built from the agency’s fee structure and sent with a pay link.

SEO migration: Every URL redirected, metadata carried over and the site verified in Search Console before launch.

Analytics and tracking: Analytics, tracking and retargeting set up.

RESULTS & FEEDBACK

Early results, first 23 days after the September 14 launch:

Google clicks: Up 81%, from about 1,050 to about 1,900. Click-through rate: Up from 1.7% to 4.4%, about 2.6 times higher.

Search position: Average position improved from 20.2 to 16.2.

New candidates: Up 44% from the week before launch. 

Website applications: 609 applications from 387 people in 24 days.

New client contacts: Nearly tripled

Technical health: All 148 pages pass Google’s core checks, with a Lighthouse SEO score of 100 out of 100. Rankings preserved: 66 old WordPress addresses redirect permanently to their new pages.

Security: 10,280 malicious requests stopped in 30 days, with a 0.00% server error rate.

Xalent’s project management was excellent. They communicated daily and replied to any questions immediately. They delivered everything on time. The one delay was the launch, which we held because of an issue with another vendor, and it had nothing to do with Xalent’s work. Once that was resolved, the site launched on September 14th. 

They were excellent to work with. Every request was handled efficiently and professionally, and they kept us in the loop the entire process, so we never had to chase for an update. Along the way they made recommendations and found cost savings, which showed they were thinking about the business and not only the build.

I would recommend them (and have) without hesitation.

• Virtual Meeting
• Email or Messaging App

What impressed us most was how sophisticated Xalent is for a team this young. Jordan and Sean are only 20, and they work with the judgment and professionalism of a seasoned firm.

They moved swiftly and efficiently, and the quality never suffered for the speed.

Our industry runs on trust and the utmost discretion, and they understood that from the start. They treated the protection of our clients’ information as a priority at every step.

They also kept our 30 years worth of SEO intact through the move and backed up their work with measurable results. We trusted them with sensitive information, and they earned that trust.

None, working with Xalent was a wonderful experience and we have already hired them to build a custom dashboard for us.

BACKGROUND

I am the CEO of Kelli Fabian Consulting LLC

I’m a fractional COO and the founder of Kelli Fabian Consulting, LLC. I embed in mid-size to large organizations on 12-month retainers, starting with a diagnostic to find what’s broken in their operations. From there I build the systems that run the business - workflows, team structure, reporting, and process automation. Because I manage multiple clients at once, I rely heavily on automation and AI tools to handle intake, task tracking, and reporting at scale.

OPPORTUNITY / CHALLENGE

• Building a multi-client operating dashboard
• Automating client onboarding, intake, and request triage so every client gets a consistent start and no ask gets lost
• Automating weekly status reporting and time tracking across all clients so I can see where my hours go without manual admin
• Setting up an AI workflow for turning call notes into action items with owners and due dates, so nothing discussed with a client falls through the cracks

SOLUTION

Other

• Close to my geographic location
• Pricing fit our budget
• Great culture fit
• Good value for cost
• Company values aligned
• Other

2-5 Employees

XALENT designed and implemented an AI-driven automation layer across my entire multi-client fractional COO practice. The scope covered the full client lifecycle: onboarding, request intake and triage, status reporting, time tracking, and meeting follow-up. It was built to connect my existing tools (email, Slack, project trackers, and Notion) into one automated system with a central operating dashboard.

Deliverables:

Multi-client operating dashboard: a single view of status, open requests, and hours across every client

Automated client onboarding: triggered workflows for intake forms, access requests, workspace setup, and kickoff scheduling

Request intake and triage automation: requests from email and Slack captured as tickets, tagged by client and urgency, and routed automatically

Automated weekly status reporting: updates pulled from each client’s tracker into a ready-to-send summary

Time tracking automation: hours logged per client for capacity and utilization visibility AI meeting follow-up workflow: call notes converted into action items with owners and due dates

RESULTS & FEEDBACK

Since the automation went live, I’ve saved roughly 4-6 hours per week of admin across my three clients. Weekly status reports that took about an hour per client now generate on their own, and every request from email and Slack is logged and tagged as a ticket without me sorting it. That time goes back into operating work for my clients, and I now have one dashboard showing status, open requests, and hours for all three.

XALENT’s project management was excellent from start to finish. They were organized, proactive, and always clear about where things stood and what came next. Everything was delivered on time (in fact ahead of time), and the quality exceeded my expectations. They listened closely to how I run my practice, responded quickly whenever I had questions or needed adjustments, and made changes without any friction. It felt like working with a true partner who understood my needs, not a vendor checking boxes. I couldn’t have asked for a better experience.

Virtual Meeting

What stood out most was the caliber of the people. XALENT is a young, dynamic team with more skill than any other dev team I’ve worked with, and I don’t say that lightly. I spent 13 years as a serial tech cofounder and have worked with plenty of developers. They combine technical depth with real energy and speed, and they understood my business as well as the tech. They didn’t just build what I asked for; they brought ideas that improved it. That combination is rare, and it’s what set them apart.

Not one. They exceeded my expectations.