Our Process
No buzzwords or vague ‘AI transformation’ promises. We understand your pain point & take one workflow, map it, build it, test it, and refine it until it runs quietly in the background and your team forgets it ever used to be manual.
What you get when you work with us
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01
Not patched, not half-automated – fully mapped, designed, and tested end-to-end so it stops draining time and money every week.
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02
You’re not left managing an AI tool. We monitor, tune, and update the workflow so you never have to worry about how it’s running.
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03
Issues surface instantly, not after a complaint or a lost appointment. You stay ahead of failures instead of reacting to them.
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04
New hours? new tools? new rules? the system adapts with you. No backlog, no “we’ll get to it,” no internal firefighting.
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05
Your team stops babysitting tasks, chasing confirmations, or fixing bottlenecks. The workflow just works reliably, predictably, and silently.
What we handle
- • Designing the flows, copy, and edge-case handling.
- • Integrating tools like Twilio, Google Calendar, Microsoft 365, HubSpot, n8n, Zapier, and Stripe.
- • Building and testing automations in staging first, then production.
- • Monitoring performance and recommending tweaks based on real usage.
- • Documentation and handover so you know what’s live and why.
What your team handles
- • Choosing a clear owner for the project who can make decisions.
- • Giving us access to tools (or working with IT to approve it).
- • Reviewing copy, logic, and edge-cases for accuracy.
- • Training staff on any new workflows once we go live.
- • Flagging changes in your business that might affect automations.
Project phases
Same backbone whether we’re building SMS reminders, a receptionist, or deeper workflow automations. The scope changes. The structure doesn’t.
Discovery (Find the real bottleneck)
We trace your workflow, quantify where time and revenue leak, and pick the one slice that delivers the biggest payoff when automated.
Design (Engineer the system before we build)
We map timing, logic, edge-cases, and fallbacks with production-level clarity so you know exactly how the system will behave before it goes live.
Build & test (Staged, safe, and bulletproof)
We build the automation, stress-test it in staging, and run small real-world pilots so failures surface before customers ever see them.
Launch & Improve (Managed, monitored, and evolving)
We watch delivery, fix issues early, adapt the workflow as your business changes, and document everything so your team stays confident long-term.
We’re a good fit if…
- • You run appointment-based, service, or ops-heavy work where time really is money.
- • You already use tools like calendars, CRMs, phone systems, or helpdesks and want them to talk.
- • You care about reliability and clear ownership more than flashy “AI” marketing.
- • You want a specialist to design and run the system, not give you another DIY platform.
We’re probably not a fit if…
- • You’re looking for a generic chatbot to “do everything” with no clear use-case.
- • You want full custom software built from scratch instead of using proven tools.
- • There’s no internal owner who can make decisions or sign off on flows.
- • You mainly want to experiment, not commit to shipping something into production.
Process FAQs
How do you choose where to start? ⌄
We look for workflows that are repeatable, rules-based, and tied to revenue or time. Then we pick the smallest slice that will still be felt by the team once it’s automated.
Do you work on a retainer or per project? ⌄
Most clients start with a clearly scoped project. Once the first system is live, some move to a light retainer so we can maintain it, add new flows, and keep an eye on metrics.
What happens if something breaks? ⌄
We design for resilience first, clear fallbacks, logging, and alerts. If something does break, we diagnose the root cause, patch it, and, if needed, adjust the design so the same failure mode is less likely next time.
See how one workflow would run with Greyfall
Bring a single process that’s burning time or money. We’ll map how an AI automation could handle it end-to-end saving you time & money in the future.