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
A done-for-you build that maps, designs, and tests the workflow end-to-end.
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02
A dedicated AI operator, not just a support inbox.
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03
24/7 monitoring so issues are caught before customers ever feel them.
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04
Fast iteration when your hours, policies, or tools change.
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A system that runs quietly in the background without constant babysitting.
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
We map your current workflow, the systems involved and where time or revenue is being bled. We agree on one primary success metric and a narrow starting scope.
Design
We blueprint the data flows, timing, copy, edge-cases, and permissions. You see screens, messages and logic before anything is wired up.
Build & test
We connect tools, configure automations, and run staged tests using safe data first, then small real-world pilots to shake out edge-cases.
Launch & improve
We monitor delivery, responses, and failure points, tighten the flows and document how it works so your team isn’t dependent on one person.
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.
Want to see what this would look like for you?
Bring one messy workflow to the call. We’ll map a concrete automation you could actually run, not a vague “AI vision”.