# AI automation that takes the busywork off your team.

> AI automation services that take the busywork off your team: data entry, follow-ups, first replies and reports, built inside the tools you already pay for.

Source: https://satsumahq.com/ai-automation/

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 scheduling: After-hours answering, missed-call text back, booking and first replies.](https://satsumahq.com/ai-automation/intake-and-scheduling/)
- [Invoicing and documents: Invoices, receivables, quotes, data entry and document processing.](https://satsumahq.com/ai-automation/invoicing-and-documents/)
- [AI governance and training: Approved tools, a use policy, Copilot rollout and team training.](https://satsumahq.com/ai-automation/ai-governance-and-training/)
- [Automation consulting: Zapier, Make and n8n builds, audited, fixed and documented.](https://satsumahq.com/ai-automation/automation-consultant/)

## 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.

1. Machines run it: **Invoice read**

   Vendor, amount and due date pulled from the PDF.
2. Machines run it: **Matched to the order**

   Checked against the purchase order and receipt.
3. People keep it: **Exceptions approved**

   Anything that doesn’t match goes to your bookkeeper.
4. Machines run it: **Bill drafted**

   Entered in QuickBooks as a draft, coded to the right account.
5. People keep it: **Bill posted**

   Your bookkeeper approves it with one click.
6. Machines run it: **Payment scheduled**

   Queued for the due date, not before.
7. 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.

A chatbot on your websiteWe can build one, but most of the value is behind the scenes: the entry, routing and follow-up nobody sees.A replacement for your teamMachines take the repetitive half. The judgment calls stay with your people.A black boxEvery automation is documented: what triggers it, where it runs, who checks it and how to switch it off.

## 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.

## Keep reading.

- [AI automation ROI calculator: Your hours and your rates, multiplied out.](https://satsumahq.com/tools/ai-automation-roi-calculator/)
- [AI policy template: A one-page policy you can adopt this week.](https://satsumahq.com/templates/ai-policy-template/)
- [AI services: Agents, integrations and custom AI built for your business.](https://satsumahq.com/ai-services/)