What it solves
Running a business means pulling the same numbers from six tools and chasing the same people every week. We connect the systems into one source of truth, add agents that do the chasing, summarising and flagging, and deliver a weekly decision brief — so management time goes to decisions, not to gathering.
Typical problems
- Monday spent assembling numbers from six tools
- Overdue invoices, stalled deals and late tasks noticed too late
- Reports nobody trusts because every tool disagrees
- The owner is the only person who knows the state of everything
- Managers chasing instead of managing
What changes
One accountable partner for automation and AI instead of scattered tools and Zaps. Each month you get a written operating brief — what ran, what failed, what it cost, what to automate next — and the build hours to act on it. The owner stops being the only person who knows the state of everything.
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.
The Monday brief
The owner opens six tools, copies numbers into a sheet and writes an update for the team.
Data consolidates overnight; an agent writes the brief — cash, pipeline, delivery, support, people — with the three things that need a decision this week.
What changes: the brief is waiting on Monday morning; the meeting is about decisions.
Cash and receivables
Overdue invoices are noticed at month end.
An agent watches receivables daily, sends the reminders in your tone, escalates by rule and tells you which clients need a call.
What changes: shorter days-sales-outstanding without anyone chasing.
Delivery health
Late projects surface when the client complains.
Project, ticket and time data feed one health score per client; the agent flags slippage early and drafts the client update for approval.
What changes: problems seen weeks earlier; fewer surprised clients.
What gets automated
- Single source of truth across CRM, finance, projects and support
- AI agents for chasing, summarising, forecasting and anomaly flags
- SLA rules, approvals and escalations
- Live dashboards and a weekly written decision brief
- Board / investor reporting on autopilot
- Task creation with owners and due dates
Systems we work in
Tools describe the systems we connect; they do not imply partnership or certification.
- your CRM, finance, project and support tools
- n8n
- Make
- Zapier
- Anthropic Claude
- OpenAI
- Looker Studio
- Google Sheets
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.
- Monthly plan agreed before build hours are used; scope changes approved in writing
- Every agent and workflow has an owner, a log and an evaluation set
- Model and platform costs reviewed monthly with a ceiling you set
- Access reviewed quarterly; anything no longer needed is removed
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.
Managed AI Operations: everything in Automation Care plus 8–16 build hours, a monthly operating brief, model-cost review, agent evaluation re-runs and a quarterly roadmap session. Fixed in writing before work starts; nothing outside scope without your written approval. Half on start, half on go-live.
Monitoring and fixes only, without build hours or the operating brief. Cancel any month.
Deliverables
- Connected data model and dashboard
- Agents with documented rules
- Weekly brief template and schedule
- Operating manual for the management rhythm
Questions
Does the AI make the decisions?
No. It gathers, checks, summarises and recommends; people decide. Every recommendation shows its data and reasoning.
Which systems can you connect?
Most modern tools: HubSpot, Pipedrive, Zoho, Xero, QuickBooks, Stripe, Asana, ClickUp, Jira, Zendesk, Intercom, Google Workspace, Microsoft 365 — and anything with an API or an export.
What does the owner actually get?
A live dashboard, a weekly written brief, alerts on the things that matter, and a team that gets chased by the system instead of by you.
Is this only for larger companies?
It is designed for owner-led businesses of roughly 5 to 100 people — the size where the owner still holds everything in their head.
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.