Workflow Automation
We find the repetitive work that's eating your week and we build the system that runs it for you. AI when it's the right fit, traditional automation when it's not, and almost always both — connected through the tools you already use.
Three engagement shapes — pick what fits
Most clients start with a single targeted automation to prove the value, then expand from there. You don't need to commit to a giant transformation to start saving real hours.
Single Workflow Build
One specific automation, scoped end-to-end, deployed and documented. The fastest way to see whether automation actually works for your business — usually it does.
- 2–4 weeks from scope to deployed
- Discovery call + 1–2 design sessions
- Built, tested, and handed off with documentation
- 30-day stabilization window included
- Common starters: email triage, lead follow-up, FAQ responder
Multi-Workflow Project
For owners ready to automate the whole back-office — typically 3–5 connected workflows that share data and logic. Scoped, fixed-bid, with a target ship date.
- 6–8 weeks · weekly check-ins
- Workflow audit and ROI ranking up front
- 3–5 automations built and integrated
- Team training and runbook included
- Ideal for businesses past 5–10 employees
Ongoing Automation Partner
For teams treating automation as a continuous capability — new workflows as needs emerge, plus monitoring and tuning of what's already running. Pricing scales with scope.
- Monthly retainer · 3-month minimum
- Slack or email channel for in-the-moment help
- 1–2 new automations per month, typical
- Existing workflow monitoring and tuning
- Quarterly review and roadmap session
What we automate
Every engagement is custom-scoped, but here's the menu we typically pull from. The fastest wins for SMBs are at the top.
Email Triage & Drafting
Categorize incoming mail by priority, auto-acknowledge routine messages, draft replies in your tone. Reclaims 5–7 hrs/week for most owners.
Lead Intake & Qualification
24/7 monitoring of contact forms, website chat, and inquiry inboxes. Personalized first response in under a minute, with light qualifying questions.
Customer FAQ & Support
AI responder trained on your hours, pricing, policies, and service area — across web chat, email, and Instagram/Facebook DMs.
Invoice & Payment Reminders
Auto-generate invoices from job completion, schedule reminder cadences, log payments. Most clients get paid roughly two weeks faster.
Document Processing
Pull data from PDFs, receipts, contracts, and forms — into spreadsheets, your CRM, or QuickBooks. Eliminates the data-entry tax.
Social Content Pipeline
One 30-minute weekly session produces a week of platform-specific posts with matching graphics, scheduled across LinkedIn, Instagram, and Facebook.
CRM & Data Sync
Keep your lead list, accounting, scheduling, and email tools talking to each other. The plumbing that makes everything else work better.
Reporting & Dashboards
Recurring reports built once and run forever — weekly numbers, client status updates, internal metrics — delivered where your team actually looks.
AI tools, traditional tools, or both
We don't push AI for its own sake. The best automations almost always combine an LLM for the judgment-y parts with a traditional workflow engine for the reliable parts. Here's the toolbox we pull from.
AI & LLM Platforms
ChatGPT (Plus, Business, custom GPTs), Claude (Pro, Team, Projects, MCP), Gemini, Microsoft Copilot, OpenAI & Anthropic APIs. Local LLMs (Ollama, LM Studio) when data sensitivity demands it.
Workflow Platforms
n8n (self-hostable, our default for anything custom), Zapier (fastest for off-the-shelf integrations), Make, Power Automate for Microsoft shops. Each has a sweet spot — we pick to match.
Business App Connectors
Google Workspace, Microsoft 365, QuickBooks, Stripe, Shopify, HubSpot, Salesforce, Slack, Twilio, Calendly, Mailchimp. If your team already uses it, there's almost certainly a connector for it.
Industry-Specific Systems
ServiceTitan, Jobber, Housecall Pro for trades. Clio for legal. Practice management for medical and accounting. We integrate with what you have — no rip-and-replace.
Custom Code When It's Worth It
Python and Node.js for the 10% of work no off-the-shelf tool handles cleanly. REST APIs, webhooks, scheduled jobs, and small services that live alongside your existing stack — not replace it.
Data & Storage
Airtable and Notion when you want a friendly UI on top. MySQL or PostgreSQL when you need real querying. Google Sheets when that's genuinely the right answer — sometimes it is.
Sample timeline — Multi-Workflow Project
A real example of how a 6–8 week, multi-workflow engagement unfolds for a small professional services firm.
We map the work that's actually eating your week, score each candidate by repeatability × volume × pain, and pick the 3–5 with the strongest ROI.
We sketch each workflow end-to-end — triggers, branches, edge cases, who reviews what. You sign off before any code is written.
Workflows built in n8n, Zapier, or custom code as appropriate. Connected to your real tools — your CRM, your calendar, your billing system.
Side-by-side runs against your actual data. We tune the AI prompts, fix the edge cases, and confirm every workflow does the right thing under pressure.
Cutover to live, with each automation owner trained on how to monitor, adjust, and disable if something looks off. Runbook delivered.
You own the systems. We stay reachable for 30 days at no extra cost to fix anything that surfaces in real-world use.
Ready to automate your busywork?
Book a free 30-minute call. We'll talk through what's eating your week and which automation would have the biggest impact for your business.