Enquiries & quotes
Let’s say quote requests arrive by email in every possible format. We could pull out the key details and prepare a draft. Your team checks pricing, exceptions and commitments before it goes to a customer.
AI AUTOMATION FOR SMALL BUSINESSES
AI automation that takes the busywork off your team
Let’s say your inbox fills up with enquiries, and someone has to read each one, copy the details into your system and write a reply. An AI workflow can do the reading, sorting and drafting. Your team stays in charge of what gets sent.
Talk through your workflowUsually around 30 minutes, and longer if we need it. You’ll talk with Matti, and afterwards we’ll send you a summary and a suggested plan.
WHAT WE CAN HELP WITH
Start with a task you recognise
These are examples we can explore with you. The workflow is shaped around your process, tools and the checks your team needs.
Customer onboarding
Let’s say every new customer means chasing the same details and documents. We could collect the information, prepare internal tasks and flag what’s missing for your team to check.
Reports
Let’s say someone spends Friday pulling figures from several systems. We could gather data from agreed sources and draft a summary. You decide which numbers matter and who signs it off.
Documents & admin
Let’s say invoices and forms need copying into your records. We could extract the details and suggest a category, with unclear items sent to a person to check.
Internal knowledge
Let’s say staff keep asking where to find the same policy or guide. We could help them search approved documents and see links to the source, within the access rules you agree.
SECURITY FIRST
Useful AI, with checks in the right places
AI can save your team hours, but it isn’t perfect. So we decide together where a person reviews its work, and we test everything before it goes live.
Security agreed up front.
We set security requirements for your project at the start, based on OWASP guidance.
Independent testing.
Before every launch, an independent security testing partner runs penetration tests on the application.
Reviewed by people.
Our senior developers review everything before it’s released.
Try it first.
You get a private staging server to test everything before it goes live.
Clear data handling.
We host the servers we manage in the EU, and we agree which AI services are used and how your data is handled before we start.
HOW WE WORK
Most AI projects start with one workflow
Understand the workflow
Walk through the task, the tools and the awkward handovers. Agree what a useful result looks like.
Prototype & review
Map integrations, permissions and checks. Test a working prototype with your team and refine what needs adjusting.
Build & support
Implement the solution and introduce it to your team. Agree who maintains it and what ongoing support covers.
THE WHOLE SOLUTION
Sometimes a workflow needs its own screen
We design, build and maintain custom web applications. Your workflow might need a dashboard, an approval screen or a place for staff to check exceptions.
We bring those pieces together around your process, with one point of contact from planning and prototyping to implementation and support.
A PROJECT WE BUILT
A person checks every AI summary
For an animal physiotherapy practice, we built a client app where AI drafts session summaries. The practitioner approves each one before it’s sent to the client.
Visit Zoofizjo’s public website ↗
A FEW USEFUL ANSWERS
Before we start
How much does AI automation cost?
It depends on the workflow. Simple, clearly defined tasks can have a fixed price. Larger work that’s likely to grow is billed at an hourly rate we agree with you first. After the free intro call, you’ll get an estimate for both cost and timeline.
How long does it take?
It depends on the workflow. A single task with data that’s easy to reach is quicker than a project with several systems and approval steps. After the free intro call, you’ll get an estimated timeline along with the cost.
Can you work with our existing tools?
We check available integrations and access requirements, then explain options and limitations before agreeing an approach.
What happens to our business data?
We host the servers we manage in the EU. The AI services we use, mainly Claude and ChatGPT, have their own data processing and retention settings. We agree which services are used and how your data is handled before we start.
What if our project involves HIPAA requirements?
We include HIPAA requirements in the security testing when a project needs them. Tell us on the intro call and we’ll plan for it from the start.
Do we need to know exactly what we want?
No. Start with a recurring task, a bottleneck or an example of work your team keeps doing manually. A problem is a good place to start.
Can AI make mistakes?
Yes. AI can produce incorrect or incomplete results. We agree checks, permissions and exception handling for the workflow, with uncertain results routed to a person.
Where does human approval fit?
We agree which customer messages, uncertain results and consequential changes need approval. Your team checks those outputs before they move forward.
ONE CONTACT. FROM FIRST CALL TO SUPPORT.