What it solves
Most chatbots either recite a script or make things up. We build assistants grounded in your documents, policies and live systems — they answer with sources, take actions through your tools (book, quote, update, order) and escalate cleanly to a person with the full conversation attached.
Typical problems
- The same 20 questions answered by email every day
- Leads arriving at night with nobody to reply
- A chatbot that cannot check an order or make a booking
- Answers that sound confident and are wrong
- Support that speaks one language when customers speak three
What changes
The same twenty questions stop arriving by email. An assistant answers from your own material, says when it does not know, takes approved actions (book, quote, check status) and hands the conversation to a person with the transcript attached. You see what was asked, what it could not answer, and where your knowledge base has gaps.
Example workflows
Workflows we build regularly in this service. The “what changes” lines describe the process after the build, not measured results; measured results are published only in case studies, with permission.
Website assistant that books
Visitors ask about availability and pricing in the chat widget; a person replies the next morning.
The assistant answers from your pricing and policies, checks live availability, books the slot and sends the confirmation — or hands over to a person with the transcript.
What changes: bookings taken around the clock; fewer abandoned enquiries.
WhatsApp order and delivery status
Customers message to ask where their order is; staff look it up and reply by hand.
The assistant identifies the customer, reads the order system and replies with status and tracking; changes go to a person for approval.
What changes: status questions resolved in seconds without staff.
Internal policy assistant
Staff ask managers the same HR and process questions every week.
An assistant in Slack or Teams answers from the handbook with the source paragraph and flags outdated documents.
What changes: managers freed from repeat questions; policy gaps surfaced.
What gets automated
- Website, WhatsApp, Messenger, Slack and email assistants
- Retrieval from your docs, FAQs, policies and product data
- Actions: bookings, quotes, order status, CRM updates
- Multilingual replies
- Escalation to a human with transcript and summary
- Analytics: questions asked, gaps in your knowledge, resolution rate
Systems we work in
Tools describe the systems we connect; they do not imply partnership or certification.
- Anthropic Claude
- OpenAI
- WhatsApp Business API
- Voiceflow
- Intercom
- your website
- HubSpot
- Cliniko
- Clio
Human checkpoints and security
The rules that keep this service safe to run in a regulated firm. They are written into the scope, enforced in the build and described in more detail on the security and data page.
- Answers only from sources you control; the assistant says when it does not know
- No advice in regulated domains — legal, medical, financial questions are routed to a person
- Actions (bookings, quotes, updates) run only within written limits
- Escalation to a human with transcript and summary, every time it is asked for
What every build includes
The difference between an automation that works in a demo and one that still works in a year.
- Automatic retries when a connected app is briefly unavailable, so nothing is silently lost
- A run log for every execution — what came in, what was decided, what went out
- Failure alerts to Slack or email after repeated errors, with a pause switch you control
- Idempotent steps: running twice never creates duplicates
- Written handover: a one-page map of the workflow, its owners and how to change it
- Built in your own accounts — you keep every credential, licence and asset
How the work is delivered
Map
Current process documented with the people who run it.
Scope
Written proposal, diagram, deliverables, fixed price.
Build
Short stages in your accounts, demo at the end of each.
Launch
Monitoring, alerts and documentation before go-live.
Pricing and engagement
Written inventory, risk register and priced options in 5–8 working days. Fee credited against an option accepted within 30 days.
An assistant grounded in your own documents and systems on one or two channels, with hand-off rules and analytics; two to five weeks. Fixed in writing before work starts; nothing outside scope without your written approval. Half on start, half on go-live.
Monitoring, fixes when an app changes its API, credential hygiene and a monthly health report. Cancel any month.
Deliverables
- Assistant live on your channels
- Knowledge base structure you can maintain
- Test conversations and guardrail rules
- Monthly report of questions and gaps
Questions
Will it make things up?
It answers only from your content and live systems, cites the source, and says when it does not know — then hands over to a person. We test it against a list of trick questions before launch.
Can it actually do things, not just answer?
Yes. Bookings, quotes, order status, CRM updates and ticket creation through your tools, with a confirmation step for anything that costs money.
Which platforms?
Website widget, WhatsApp Business API, Messenger, Instagram, Slack, Teams and email. One assistant, many channels.
How do we keep it up to date?
The knowledge base is your documents — update a policy and the assistant updates with it. The monthly report shows what people asked that it could not answer.
How does pricing work?
Most engagements start with a fixed-price Automation Reliability Review (from $900). You then get priced options in writing with one price and a delivery date each. Ongoing monitoring and improvements are a monthly retainer you can cancel any month. All prices are in USD.
How quickly can something be live?
A first workflow is usually live within two to three weeks of sign-off. Larger builds are staged so something useful ships early and the rest follows.
What happens when a workflow fails?
Every build ships with retries, a run log and alerts. Anything that does not run as scoped in the first 30 days is fixed at no charge; after that Automation Care covers fixes, or we quote a small fix and turn it around quickly.
Who owns the automations afterwards?
You do. Everything is built in your accounts and documented, and your team is walked through it at handover. You can maintain it yourself or keep us on retainer.