Inbox triage, CRM updates, follow-ups, reporting, document chasing — the repetitive operational work that quietly eats your team’s week, rebuilt as AI workflows in the tools you already use.
We wire your inbox, CRM, calendar, and apps together with AI in the middle — so a new lead gets enriched, routed, and followed up automatically; deals move stages from email signals; reports write themselves; and the small recurring tasks that eat hours simply stop needing a human. Built on Zapier, Make, or n8n with OpenAI/Claude doing the thinking. No platform you can’t take with you.
AI drafts replies, tags by priority, and chases non-responders — you approve the high-stakes ones.
Auto-creates contacts, moves deal stages from email signals, dedupes and enriches records.
Multi-step nurture that pauses the moment a human replies. No lead falls through the cracks.
Weekly performance summaries and internal updates generated and delivered automatically.
Payment reminders, contract follow-ups, and intake nudges sent on schedule — no nagging required.
Keep CRM, sheets, Slack, and billing perfectly in sync without copy-paste.
We map your current ops end-to-end and pick the 3 highest-leverage automations. Written blueprint in 48h.
Architect the workflows in your existing tools, define triggers, actions, and approval gates.
Automations connected, AI prompts written, edge cases handled. You review against real cases.
Workflows run against real traffic. Loom walkthroughs and SOPs handed over. Weekly tuning.
Inbox triage, CRM updates, and follow-ups were eating the founder’s mornings. We automated all three — replies draft themselves, deals update from signals, follow-ups run on rails. ROI in month one.
Client onboarding, reporting, retainer ops, internal task triggers.
Order updates, cart recovery, support routing, review collection.
Quote intake, project status, invoice chasing, client portals.
Trial nurture, onboarding sequences, churn-signal alerts, usage digests.
One workflow
Full ops stack
Multi-department
Whatever you already use — Zapier or Make for orchestration, OpenAI/Claude for the AI steps, your existing CRM and inbox. We avoid proprietary lock-in.
Not without sign-off. High-stakes messages queue for human approval; only low-stakes actions auto-send after extensive QA.
We’ll recommend and set one up — HubSpot Free, Pipedrive, or a Notion pipeline all work great with automation.
Most clients hit ROI within 60 days. The Starter package often pays back in week 3 — one freed-up workflow is one less hire.
Book the audit. In 30 minutes we’ll show you exactly which 3 workflows to automate first, and send a written blueprint within 48 hours.
Most businesses come to automation with a list of annoyances. That is the wrong starting point, because the annoying task is often done twice a month while an unremarkable one runs four hundred times. The ranking that matters is frequency multiplied by minutes, and it usually surprises people.
Across the engagements we run, four areas produce most of the return. Lead capture and routing comes first, because an enquiry that never reaches an owner is money already spent on marketing and thrown away. First response is second, since speed converts better than anything you could put in the message. Quoting and invoicing is third, being high frequency and error-prone by hand. Onboarding, whether of clients or staff, is fourth, because inconsistency there compounds into every subsequent month.
Connecting systems that do not talk. The most common and the most straightforward. A connector platform moves data between the tools you already run, and the work is in the edge cases rather than the happy path.
Replacing a coordination layer. Worth doing only if your operations genuinely run on spreadsheets and message threads. If you already have a system your team likes, connecting it beats replacing it.
Handing work to an agent. Answering calls, triaging enquiries, drafting responses. The newest category and the one with the widest gap between demo and production, which is why we ship these narrow and expand them rather than the reverse.
We map the process before touching a tool, because roughly a third of steps in a typical process exist only because someone once asked for them and do not survive being written down. Then we build the highest-return automation first and put it live, rather than presenting a complete design in two months. Then we tune it for a fortnight against real usage, which is where most of the quality actually comes from.
Workflow automation replaces repeated manual steps in a business process with systems that run them without a person: routing an enquiry to the right owner, generating a quote from a form, onboarding a client through a fixed sequence, triaging support tickets, or assembling a report. The distinction from simple task automation is that a workflow spans systems and decisions, so it needs both the connections between tools and the rules that decide what happens next.
Rank candidates by frequency multiplied by minutes rather than by how irritating they feel. Across most businesses the first four are lead capture into the CRM, first response to enquiries, scheduling and reminders, and quote or invoice generation. Those four account for the majority of recoverable time in a business under thirty people. Reporting should come last, because it saves your time rather than making money.
Software is usually the smaller half: connector platforms run from tens to a few hundred dollars a month depending on task volume. The build is the real cost, typically a one-off fee scaled to how many processes are in scope plus a smaller monthly figure for maintenance, because automations break when the systems around them change. Compare it against the fully loaded cost of the hire you are avoiding.
A first automation is normally live in two to three weeks. A programme covering several processes usually runs six to ten weeks, sequenced so the automation with the clearest return goes live first and effectively funds the rest of the build. The first month after any launch is tuning rather than saving, and that should be planned for rather than discovered.
Anything requiring judgment that has never been written down, because automating an undefined process produces consistent errors rather than consistency. Write the rule first; roughly a third of steps do not survive that exercise. Also avoid customer-facing automation without a tested escalation path to a person, which handles most interactions well and creates your worst customer experience of the year with the rest.
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