Workflow automation that takes repeat admin off your plate
We build, test and document the automations: intake, reminders, documents and updates between your systems, using tools you already have where we can.
What is it?
Workflow automation means setting your software up so routine steps happen on their own: a new inquiry is logged and assigned, a reminder goes out, a document is filled in, or a record is updated in the next system.
We start with the tools you already pay for. Anything that reaches a customer, such as a quote, an invoice or a reply, gets a review step so a person approves it before it goes out.
Who it is for
A good fit if you...
- Know a specific process you want automated, or your assessment named one
- Re-type the same information into more than one system
- Rely on someone remembering to send reminders or follow-ups
- Want automation built inside your own accounts, with documentation your team can follow
Something else may fit better if you...
- Are not sure which process to start with: see the AI Operations Assessment
- Want an AI assistant answering your phone: see ReplicAi™
- Are replacing your core accounting or ERP system: that is a separate, larger project we would scope on its own
What you get
- A short written design of the workflow before anything is built
- The automation, built and tested with realistic, non-sensitive examples
- A review step for anything customer-facing
- Written documentation of how it works, and what to do if it stops
- A walkthrough for the people who will use it
- Typical builds: email or web inquiry intake and assignment, appointment and payment reminders, quotes and invoices generated from templates, CRM or field-service updates and notifications, and simple weekly reports
- Common platforms such as Google Workspace, Microsoft 365, and the CRM or field-service software you already use
Not included
- Software licenses and subscription costs
- AI phone or voice agents
- Core system replacements such as accounting or ERP migrations, unless scoped separately
- Ongoing support, unless agreed in the quote
How it works
- Introductory call. 20 minutes, free, to understand the process and the tools involved.
- Design and quote. A short written design of the workflow and a price, before anything is built.
- Build and test. We build in your accounts and test with realistic examples before anything touches real customers.
- Go live with a review step. We switch it on with a person approving customer-facing output.
- Handoff. Documentation, a walkthrough, and optional support.
Example: getting invoices out on time
Illustrative example for a fictional business. Not a client result.
Business: a ten-person electrical contractor using field-service software for jobs and separate accounting software for invoices.
- Problem
- Invoices are created by hand days after a job is finished, and overdue ones are chased only when someone notices.
- Workflow built
- When a job is marked complete, a draft invoice is created in the accounting software from the job record. The office manager reviews and sends it.
- Follow-up
- Polite payment reminders at set intervals for unpaid invoices, stopping automatically once payment is recorded.
- Kept with a person
- Any invoice over a set amount, or for a disputed job, goes to the owner for approval.
- Measure
- Days from job complete to invoice sent, measured for a month before and after go-live.
How we judge success
Each automation gets one or two measures agreed before we build, such as how long a step takes or how often something is missed. We record a baseline before go-live so you can see the difference rather than take our word for it.
Pricing
Automation is quoted per workflow after an introductory call, based on the systems involved and the testing needed. You receive a written quote before any work starts.
Common questions
Do we need to buy new software?
Often not. We start with what you already pay for. If a new tool is needed, we tell you the cost before anything is built.
Who owns the automation?
It is built in your accounts, and you get written documentation of how it works.
What happens if it breaks?
The documentation explains what to check. Ongoing support can be added to the quote if you want us on call.
Can it send things to customers on its own?
We recommend that a person approves anything customer-facing, at least at first. That review step is built in by default.
How is it priced?
Per workflow, after an introductory call. You receive a written quote before any work starts.