AI automation that takes the busywork off your team.
AI automation runs the repetitive half of your work: data entry, follow-ups, first replies and reports. We build it inside the tools you already pay for, a person on your team still checks what matters, and every automation is written down.
You probably don’t need more software. You need the software you have to do the boring part.
Most small businesses already pay for a CRM, an accounting system, email and a phone system. The hours go into moving information between them: retyping, copying, chasing and reporting.
That work is predictable, so a machine can run it. Pricing, hiring, the conversation with a customer, anything that needs judgment, stays with your people. Our job is to draw that line in the right place and then build to it.
What AI automation covers.
Five areas, each its own build. The review tells you which one pays back first.
- Intake and schedulingAfter-hours answering, missed-call text back, booking and first replies.
- Invoicing and documentsInvoices, receivables, quotes, data entry and document processing.
- Process and dashboardsProcess maps, written SOPs, KPI dashboards and weekly scorecards.
- AI governance and trainingApproved tools, a use policy, Copilot rollout and team training.
- Automation consultingZapier, Make and n8n builds, audited, fixed and documented.
One supplier invoice, split.
Where the line falls in a real workflow: what a machine runs and what a person keeps.
From the invoice landing in your inbox to the payment going out.
- Machines run it: Invoice read
Vendor, amount and due date pulled from the PDF.
- Machines run it: Matched to the order
Checked against the purchase order and receipt.
- People keep it: Exceptions approved
Anything that doesn’t match goes to your bookkeeper.
- Machines run it: Bill drafted
Entered in QuickBooks as a draft, coded to the right account.
- People keep it: Bill posted
Your bookkeeper approves it with one click.
- Machines run it: Payment scheduled
Queued for the due date, not before.
- People keep it: Batch released
The owner approves the week’s payments.
Sample automations.
What triggers each one, what it does, and what a person still checks.
| Automation | Trigger | What it does | A person checks |
|---|---|---|---|
| After-hours first reply | A form fill or missed call after 5pm | Sends a reply with a booking link and logs the lead in the CRM | The overnight replies, first thing |
| Supplier invoice entry | A PDF lands in the bills inbox | Reads it and drafts the bill in QuickBooks | Every bill before it posts |
| Quote follow-up | A quote open for five days | Sends a short nudge from the estimator’s email | Any reply, and every price change |
| Monday scorecard | Every Monday at 6am | Pulls leads, jobs, cash and ad spend into one page | The owner, in the Monday meeting |
| New client setup | A signed agreement in the CRM | Creates the folder, the project and the welcome email | The kickoff date before it sends |
Built inside the tools you already use.
We pick the tool that fits what you run. You own every account.
- Zapier
- Make
- n8n
- Microsoft 365
- Copilot
- QuickBooks
- HubSpot
What this isn’t.
Plain answers to the things owners worry about most.
Questions about AI automation.
What is AI automation?
AI automation is software that runs repetitive work on its own, using AI for the parts that used to need a person to read something: an email, an invoice, a form. A person still reviews anything that needs judgment.
How is it different from regular automation?
Regular automation moves data that is already structured, like a new CRM record. AI adds the ability to read unstructured things, like a PDF invoice or a customer’s message, and draft a response.
Which tasks should we automate first?
The ones that repeat most and need the least judgment. The two-week review ranks them by what each one saves and what it protects.
What does it cost?
The review is a fixed fee, quoted before we start. Each build is fixed scope, usually 4 to 10 weeks, and you get the price before any work begins.
Where does our data go?
It stays in tools you own and approve. Every automation lists the data it touches and who checks it. Nothing goes into personal AI accounts.
Start with a two-week review.
Fixed fee. You finish with a ranked plan of what to fix first, what it saves and what it protects.
Prefer email? Write to hello@satsumahq.com