Which workflows do we automate?
- Leads: from WhatsApp, website forms, ads and portals into your CRM, deduplicated, assigned and given a follow-up task.
- Orders: intake from WhatsApp or forms into draft orders, with status updates back to customers.
- Invoices: draft creation, payment reminders and an approval step for exceptions. See Tally reminders.
- Tickets: creation, tagging and routing in your helpdesk.
- Exception queues that a person clears, so nothing silently fails.
- Daily summaries in chat for owners and managers.
Which tools do we connect?
Zoho CRM, HubSpot, Google Sheets, Excel, Shopify, Tally exports, helpdesks, WordPress, Supabase and most tools with an API. Plumbing usually runs on n8n, Make or custom functions. See Zoho, HubSpot and Sheets.
Can you build a custom CRM when off-the-shelf doesn't fit?
Yes. For the owner's own training business we built a custom CRM and learning management system on Supabase and Netlify, covering leads, enrolments, courses and learners, because no standard tool matched the process. It's an in-house system, not a client result. For most businesses an existing CRM plus automation is the better choice, and we'll tell you if so.
How do you keep CRM data clean?
Normalised phone numbers, matching rules before creating records, clear rules on which fields automation may write, source tags for reporting and logs of every automated change.
What should never be automated without a person?
Credit decisions, refunds and discounts, deleting records, and changes to pricing or contract fields. These go in the stop rule as approval steps or hard stops.
How does reporting improve once workflows are automated?
When every lead, order and invoice flows through a defined workflow with a source tag, reports stop depending on who remembered to update the sheet. Owners get a daily summary in chat (new leads by source, orders pending approval, invoices overdue) produced the same way every day, which is how we run reporting for our own businesses.
The agent drafts, routes and escalates. A person decides. Before anything is built we write down what the agent may do alone, what needs approval, and when it must stop and hand over with the full context attached.
How is the agent team put together?
Every team we build uses the same architecture: a team lead agent that plans and assigns work, specialist agents with narrow jobs and permissions, a shared task board where every task and approval is visible, tools and connectors limited to what each agent needs, scheduled routines for recurring checks and reports, and approval gates wherever money, customers, data or irreversible changes are involved. Every action is logged, live systems are backed up before edits, and a daily summary arrives in chat so a person always knows what happened.
It is the same pattern we use in-house for our 14-bot SEO team, ads agent and site ops agent on the owner's own businesses (in-house systems, not client results). For a new team we start small, usually a specialist, a reporter and the team lead, and add agents only once the first ones are trusted. See how we build agent teams and real in-house use cases.
What should you prepare before talking to us?
You don't need a technical brief. A useful first conversation needs only a few things, and gathering them is valuable even if you never work with us:
- The process in plain words: what triggers it, who does what, and where it usually goes wrong.
- Rough volumes: how many messages, orders, tickets or invoices per week. A one-week tally is enough.
- Your tools: WhatsApp app or API, CRM, sheets, accounting or helpdesk software, including versions or plans where you know them.
- Three real examples: typical messages or cases, plus one awkward one, with personal details removed.
- What must never happen: the mistakes that would hurt most. These become the first lines of your stop rule.
- An owner: the person who will review the workflow once it runs.
Send these on WhatsApp or by email, or run the pilot scorecard first.
How do you know whether the pilot worked?
We agree the success measure before building, and it should be something your team can count without a dashboard project. Typical measures include the share of enquiries logged the same day, time to first response, the number of follow-ups that actually happened, hours spent on the task per week, or the number of escalations that were correctly flagged. We count the baseline before launch (even by hand for a week) and again after a few weeks of running.
We also review the qualitative side with the people involved. Do they trust the drafts? Are handovers arriving with enough context? Are customers asking for a person more or less often? A pilot can hit its number and still need tuning, or miss it and teach you something important. Either way, the decision to keep, tune, expand or stop is yours, made on evidence. We don't publish generic success figures, because results depend on your process, volumes and team.
How does a pilot with us work?
Every engagement follows the same four steps. Consult: you walk us through the process, the tools and where it breaks. Pick the pilot: we choose one workflow and write down its inputs, outputs, tools, stop rule and success measure. Ship: we build it into the tools you already use and test it on real cases. Review: your team checks what the agent did and what it escalated, then decides whether to tune it, expand it or stop. Read the full pilot process.