Increase capacity without increasing headcount.
Turn more enquiries into customers and unlock your team's time for the work that grows your business, through AI and automation systems that integrate with the software you already use.
What we automate
- An enquiry is read, answered in your own tone of voice and given a next step within minutes of arriving.
- A missed call is returned with a message straight away, and a quote that has gone quiet is followed up before the customer forgets they asked.
- A new customer's details are entered once and carried into every system that needs them, with nothing retyped anywhere else.
- Order and progress updates go out as they happen, without anyone on your team stopping to send them.
- Figures are kept current across every piece of software you use, so two people are never working from two different numbers.
- Scheduling and reminders that used to depend on somebody remembering now run on a fixed pattern, and nothing slips because a week got busy.
- Applications are checked against what the role needs before anyone on your team reads them, so the time goes on the candidates who fit.
- New starters arrive to accounts already set up, documents ready and a first week planned, with nobody pulling it together at the last minute.
- Receipts and bills are processed the moment they land, coded and filed where your bookkeeper expects to find them.
- The invoice goes out as soon as a job is marked complete, and a reminder follows if payment runs late.
- Drafts are produced from your own voice, so what goes out reads as though you wrote it yourself.
- One piece of content is repurposed across every channel, and the marketing you already do goes further.
Built to the scale you need
In any of those areas, the scale of a system is set by what you need from it, in how far it reaches across your business and how much of a process it takes on. Most organisations start with one process and grow from there.
- A single automation
One process, or one part of a process, taken on by a system from start to finish, so the person who runs it today steps in only to check or approve before anything goes out, and gets that time back for the work that needs them.
Enquiries answered and qualified as they arrive, invoices raised and chased, or a report assembled every Monday from figures you already track.
- A custom system
Some processes are bigger than one automation can cover, with many steps, several people and information arriving from different places. We map the whole of it with the people who run it, then build a chain of automations around it, with an interface of its own so your team can put in what only they know and make the decisions that need them, from a desk or a phone, and the system carries everything else.
Staff putting their own availability in, the rota built around it, shifts offered and accepted or declined, and the agreed hours carried through to payroll.
- The company brain
The way your business runs, written down and built into software, so the whole of it works from one set of facts and one set of rules. What used to live in one person's head now lives where the whole team can follow it. New work is taken on without adding to anyone's week.
Any proposal, report or presentation you need, drawn from your business knowledge base and written in your own voice. A question about a client answered from every email, meeting and document you have ever had with them.
Inside the company brain
It starts with everything your business knows being written down in one place and kept there: what you sell and to whom, every client and the whole history with them, the decisions already made and why, the way you want things said. Ordinary AI tools begin from nothing every time you open them. This one begins from all of it.
It is joined to the software you already run on, the inbox, the calendar, the invoicing, wherever your client records sit, so it works from what is actually in your systems today rather than from a copy someone made last month.
The work you do over and over is written out as instructions plain enough that a new starter could follow them, one job at a time: how a quote gets built here, how a client gets set up, what finished looks like. Give it your brand and the way you write, and it produces the work itself rather than a draft somebody has to rewrite.
Then it keeps to a clock. Work gets done across the business on a schedule, or when something sets it off, the same way a person would do it: a brief waiting in the morning rather than a pile of messages, a note before every meeting saying what was said last time and what has changed, the follow-ups going out in the evening. Nothing happens without something starting it, everything it does is recorded, and you set how far it goes on its own, decision by decision.
It starts small, a handful of things written down, and grows a little every day. Because it all sits in files you own, in plain language you can read, what it knows compounds rather than resetting every time you close the tab.
What building a system involves
- Discovery
We begin by getting to know your business, the work that is taking up the most time, who does what, the software already in place, and what you want to be different once the system is running. This is also where we settle who will look after the system once it is live, so that is decided at the start rather than left until after launch.
- Process mapping
We consult with your team and map the process end to end, including the exceptions and the judgement calls nobody has written down. What only exists in people's heads today gets written up properly, so your team and the system both work from the same account of how things are done.
- System design and proposal
We design the system around that map and put it to you in writing before anything is built, so you see exactly what it will do, what it handles on its own, and where it stops and brings in a person. Nothing gets built until you sign off.
- Build and integration
The system is built into the software your team already runs on, so the work still happens where it happens today rather than in a new place your team has to learn. It comes together in pieces you can see working rather than arriving all at once at the end.
- Testing
Every part is tested against examples taken from your own process, run on test data rather than anything live, so nothing your business is relying on is ever the thing being tried out. The people who will use it check the results the same way, and it goes live only once it behaves the way it should across the awkward cases as well as the straightforward ones.
- Launch and handover
It goes live in your own name and accounts, and we walk your team through it, so everyone who touches the system knows what it does, what it will handle without them and what to do when something needs a person.
What you receive
You receive the system itself, running live in your own accounts, with everything it connects to created there rather than copied across from ours, so none of what it runs on belongs to us. With it comes a list of every part the system uses and where each one lives, documentation written for your team, and a recorded walkthrough, so anyone who joins your team later can be brought up to speed without us. Alongside all of it sit the before-and-after figures, in hours per week and pounds per year, so the difference is something you can see for yourself.
The accounts, the connections and the credentials are set up as yours from the start, so if you ever decide to stop working with us, leaving is a matter of us handing over what we hold and taking our own access away, rather than a migration of accounts and keys that breaks things on the way through. The documentation is written the same way, for whoever is looking after the system in a year rather than for the person who watched it being built.
One system already at work
Partner with us
After launch you can continue with us as a partner, where we maintain continuous contact, keep everything we built running and up to date, implement upgrades and add new systems. Partners have first call on our time, and the next piece of work moves forward without going back to the beginning. You can end the partnership with a month's notice whenever you choose, and we only take on a handful of partners at a time, because that is what lets us give each one proper attention.
A live system does not usually fail loudly, and it can go wrong in two quiet ways. The first is that something stops. A scheduled job fails, or a piece of software it connects to changes underneath it, and because nothing has obviously broken, nobody notices for weeks. The second is that it carries on working perfectly while the business moves on around it, so it quotes a price that changed months ago, follows a step your team has stopped doing, or sends work to somebody who has left. In both cases the system looks fine, which is exactly the problem, and keeping that from happening is what a partnership is for.
If your own team would rather look after it, we set that up properly before we step back. Someone on your side is named as the person responsible for the system, and we give them training to make sure they can get into the accounts it runs on, deal with it when something needs attention, and keep the information it works from up to date as your business changes. All of that gets written down for whoever holds that job after them, so the know-how does not leave with the person who learned it.
How pricing works
We use different pricing models depending on the nature of the engagement. We do not give quotes for work until we have done the necessary discovery with your team to get a full understanding of your needs. If we did give a quote it would be a guess, which would be detrimental to both parties.
Some engagements are a fixed price for a defined piece of work, others carry ongoing maintenance or care plans alongside them, and a partnership after launch runs at a fixed monthly fee. Which of those fits is agreed with you during scoping.
Running costs such as hosting, usage and any subscriptions the system needs sit in your own accounts, at cost, and are never marked up. Everything is yours from the day it goes live.
No. The aim is the reverse, increasing what your organisation can take on without increasing headcount. The work that repeats moves to the system, and the people who used to do it get the time back to focus on what grows the organisation, the conversations, the decisions and the relationships that need a person.
That depends entirely on what gets built, and plenty of systems never touch a customer at all. Where part of one does, that is your decision rather than ours, and if you would rather nothing spoke to your customers directly, it gets built that way. When you do want it, a system answering enquiries outside your hours is the clearest example. An enquiry answered in minutes at nine in the evening is better service than one answered at nine the next morning by a person. What matters is that it replies in your words, from your own information, and only within what you have told it to handle. Anything outside that goes to one of your team, with everything that has already been said in front of them.
As little as we can make it. What we ask for is what we genuinely cannot do without, and almost all of it is at the start. The mapping is a handful of conversations with the people who run the processes, arranged around their week, because a system can only mirror how the work is really done if the people who do it tell us.
Ready to free up your best people for your best work?
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