Business process automation
For owners and operations leads who spend hours each week on intake, email, scheduling, invoicing and reporting, we build automation that takes the routine steps off your plate. You keep approval of anything that matters, and we connect the tools your team already uses rather than replacing them.
Intake, email, scheduling, invoicing and follow-up.
Drafts and decisions wait for sign-off where you want it.
Outcomes chosen together and checked after launch.
We reply within one business day. No account access is needed for a first conversation.
What we automate
Most of the time that disappears in a small business goes to steps that repeat: reading email, booking appointments, chasing invoices. These are the first places we look.
New enquiries arrive by web form and email, and someone has to read them, sort them and reply. We set up automation that reads each message, sorts it by type and urgency, and drafts a reply for a person to approve. The Managed Inbox pilot does this for USD $400 per month, and drafts wait for approval unless you decide otherwise.
Online booking that respects each person's rules, buffers and notice periods, with confirmations and reminders sent without anyone typing them. Follow-ups after a call or a quote can go out on a schedule you set, and the ones that need a personal touch are flagged for you to write yourself.
Invoices raised from the records you already keep, reminders sent when they fall due, and a daily report pulled from your analytics, booking or billing systems so you read the numbers rather than assemble them. Much of this is plain, reliable software joining existing systems, with no AI in it.
How we build it
We start by walking through the way the work is done today with the people who do it. Only after that do we decide which steps to automate and which to leave alone.
We follow one process end to end: where a request comes in, who touches it, what they look up, what they send, and where it stalls. We note the exceptions, since those are usually where automation breaks. The result is a short map you can read and correct before anything is built.
Every automated process has an approval point agreed in writing. Draft emails wait for a person unless you decide otherwise. Final decisions, anything that needs a signature, and anything you have told us should stay manual are left with your team. AI handles the reading, sorting, extracting and summarising, and people keep the judgement.
We build on your existing email, calendar, booking, practice or accounting systems rather than asking you to move. Where AI has a useful role, we agree how its output is checked. We also agree which outcomes we will measure, such as response time, hours saved or bookings made, so the result can be checked against a number.
Worked example
A family in California came to us with a scheduling problem that no calendar app solved, and the automation we built for them shows how the mapping works. Appointment booking gets the same treatment, and our AI receptionist page follows a family law firm through it.
The system reads the parents' calendars each week, applies the household's own rules about who does what and when, and produces a printable board the child can follow. The parents message a helper to adjust it when the week changes, and the board reprints. None of it asked the family to move to new software.
Before anything was built we followed a week end to end: which calendars were authoritative, which events mattered to a child and which did not, and what happened when a plan changed on a Tuesday. The exceptions shaped the rules, and the rules are what the software runs on. That tool later became See My Week, which our custom software page covers as a product.
After it goes live
An automation nobody trusts gets worked around within a month, so the last step is showing that it did what we said it would.
During the walkthrough we pick the numbers that will settle it: time to first reply, hours spent on the task each week, bookings made without a phone call, invoices chased on the day they fall due. Those go into the scope, so the conversation about whether it worked happens before the build rather than after it.
You run the automation alongside the old way for a while, which is where the exceptions we missed show up. We fix those, settle the approval points that stick, and only then does anyone depend on it. Pricing for the work, whether a fixed quote or a monthly retainer, is set out on our AI agency page.
Your team gets a written guide to the parts they touch, including how to switch a step off without calling us. When a connected system changes its rules or its data format, repairing that break is covered by the support scope agreed at the start.
Common questions
It is software that carries out the repeatable steps of a process, such as sorting enquiries, booking appointments, sending reminders or assembling a report, so a person only steps in where judgement is needed. Some of it uses AI to read and draft, and much of it is ordinary software joining systems you already have.
Usually not. We connect to the email, calendar, booking, practice and accounting systems your team already works in, and the map we produce shows where the joins are. Replacing a tool comes up only when the tool is the cause of the problem, and that decision is made with you and written into the scope before anything changes.
Only if you decide it should. Draft replies wait for approval by default. Final decisions, anything a person must sign off and anything you have told us should stay manual are left with your team. The approval points are written into the scope so everyone knows where the automation stops and a person takes over.
Yes. We run from Vancouver, Canada, and a process can be mapped over a video call as well as in a room, so distance has not been a limit. Work has run for clients in Canada, the United States and Australia. Send the details through the form on this page and we reply within one business day.
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