Frequently Asked Questions

Getting started is simple:

1. Book a free consultation where we discuss your business challenges and automation goals
2. Receive a custom proposal outlining what we'll automate, expected results, timeline, and investment
3. Approve and kickoff - we handle all the technical work from there

No commitments during the consultation—just an honest conversation about whether automation makes sense for your business right now.

Timeline depends on project scope, but typical engagements follow this pattern:

• Week 1: Discovery and process mapping with your team
• Weeks 2-3: Building and testing your automation systems
• Week 4: Team training and gradual deployment
• Ongoing: Monitoring, optimization, and support

Simple automations can go live in 1-2 weeks. Complex enterprise implementations may take 6-12 weeks. We'll give you an accurate timeline during our proposal.

We keep your involvement minimal and focused:

• Discovery phase: 2-3 meetings to map processes and understand your workflow
• Access: Credentials or permissions to connect your tools and systems
• Feedback: Quick reviews during testing to ensure everything works as expected
• Training: 1-2 sessions to show your team how the automations work

Total time commitment from your team is typically 5-8 hours spread over the project.

Absolutely. Many clients start with a pilot project—automating one high-impact process to see results before expanding. This approach lets you:

• Experience our working relationship with minimal commitment
• See tangible ROI quickly (usually within 30-60 days)
• Build internal confidence in automation
• Identify additional automation opportunities

Once you see the results, we can scale to other areas of your business.

We don't disappear after deployment. Our relationship continues with:

• Monitoring: We track performance 24/7 to catch and fix issues proactively
• Optimization: Regular reviews to improve efficiency and identify new opportunities
• Support: Quick response when you need changes or have questions
• Expansion: Adding new automations as your business evolves

Think of us as your ongoing automation partner, not a one-time vendor.

We work with virtually any business software. Common integrations include:

• CRM: Salesforce, HubSpot, Pipedrive, Zoho, Monday.com
• Communication: Slack, Microsoft Teams, Gmail, Outlook
• Productivity: Google Workspace, Microsoft 365, Notion, Asana, Trello
• E-commerce: Shopify, WooCommerce, Amazon, Etsy
• Marketing: Mailchimp, ActiveCampaign, Facebook, Google Ads
• Payment: Stripe, PayPal, Square, QuickBooks
• Support: Zendesk, Intercom, Freshdesk
• Databases: Airtable, Google Sheets, MySQL, PostgreSQL

If you use a niche or custom system, we can still connect it using APIs or webhooks.

Yes. We regularly connect to custom-built software, legacy systems, and internal databases. Our team has experience with:

• Custom REST APIs and SOAP services
• Direct database connections (with proper security)
• File-based integrations (CSV, XML, JSON)
• Screen scraping for systems without APIs (last resort)
• Hybrid approaches combining multiple methods

During discovery, we'll assess your systems and determine the best integration approach.

When it adds value, absolutely. We leverage AI for:

• Intelligent document processing: Extracting data from invoices, receipts, contracts
• Smart email responses: AI-powered replies to common customer questions
• Lead scoring: Predicting which prospects are most likely to convert
• Sentiment analysis: Understanding customer feedback and reviews
• Anomaly detection: Flagging unusual patterns in your data
• Content generation: Creating drafts for emails, reports, descriptions

We use AI models from OpenAI, Anthropic, and others as part of our delivery stack—you don't need to manage any of it.

We build resilience into every system:

• Automatic retry logic: Failed tasks automatically retry before alerting us
• Error notifications: Our team is alerted immediately if something breaks
• Fallback procedures: Backup workflows activate if primary systems fail
• Detailed logging: We can diagnose and fix issues quickly
• Rapid response: Critical issues addressed within hours, not days

Your team doesn't troubleshoot—we handle all technical problems behind the scenes.

We provide training so your team understands how to use the automations, but you don't need to manage the technical infrastructure. We handle:

• Monitoring and maintenance
• Updates and improvements
• Troubleshooting and bug fixes
• Adding new features or modifications

Your team learns how to trigger workflows, review outputs, and request changes—not how to code or debug them.

Investment varies based on project scope, complexity, and ongoing support needs. Typical engagements include:

• Starter Projects: $3,000-$8,000 one-time (simple workflow automation)
• Standard Projects: $8,000-$20,000 one-time (multiple integrated workflows)
• Enterprise Projects: $20,000+ one-time (complex systems with AI integration)
• Monthly Retainers: $500-$5,000/month (ongoing optimization and support)

Every project is custom-priced based on your specific needs. We'll provide a detailed quote during our consultation.

Our pricing is all-inclusive for the project scope:

• Initial consultation and process audit
• Custom automation design and development
• All integrations and connections to your tools
• Testing in a secure environment
• Deployment and team training
• 30-60 days of post-launch support and adjustments
• Complete documentation

The only ongoing costs are optional monthly retainers for continued support, monitoring, and optimization.

No hidden fees from us. However, you may have costs for:

• Your existing tools: If you're already paying for Salesforce, Slack, etc., those subscriptions continue
• AI API usage: For projects using advanced AI features (typically $20-200/month depending on volume)
• Third-party services: Some integrations require paid accounts (e.g., Twilio for SMS)

We'll identify any third-party costs during our proposal so there are no surprises.

For one-time projects, we typically structure payments as:

• 50% upfront: Upon project kickoff
• 50% on completion: Upon successful deployment and training

For larger projects, we can split into milestone-based payments (e.g., 40% start, 30% midpoint, 30% completion). Monthly retainers are billed at the beginning of each month.

Most clients see positive ROI within 3-6 months through:

• Time savings: Average of 15-25 hours per week recovered per employee
• Cost reduction: Less need for temporary staff or overtime
• Revenue increase: Faster response times and better lead follow-up
• Error elimination: Reduced costs from manual mistakes

For example, automating 20 hours/week of $30/hour work saves $31,200/year—easily justifying a $10,000 investment. We'll calculate projected ROI specific to your situation during our proposal.

Absolutely. We take security extremely seriously:

• Encryption: All data encrypted in transit (TLS 1.3) and at rest (AES-256)
• Secure authentication: OAuth 2.0 for all integrations, no plain passwords
• Minimal data access: We only request permissions needed for the specific automation
• Compliance: GDPR, SOC 2, and HIPAA compliant infrastructure
• Regular audits: Security assessments and vulnerability testing
• NDA protection: We sign NDAs for all client engagements

Access is strictly limited:

• Only assigned team members working on your project
• Access is removed immediately after project completion (unless under retainer)
• All access is logged and auditable
• We never share or sell your data
• Your data stays in your systems—we only facilitate connections between them

Most automations run entirely within your ecosystem. We simply configure the connections and logic.

We use enterprise-grade cloud infrastructure (AWS, Google Cloud) with:

• 99.99% uptime guarantee
• Data centers in multiple geographic regions
• Automatic backups and disaster recovery
• 24/7 monitoring and security updates

For clients with strict data residency requirements, we can discuss dedicated hosting or on-premise options.

You remain in complete control:

• All automation logic and workflows are documented
• You can export everything before termination
• We revoke all access to your systems immediately
• Any data we processed is permanently deleted within 30 days
• Your automations can continue running independently (depending on hosting arrangement)

We make the transition smooth whether you're moving to another provider or bringing automation in-house.

Yes, we maintain:

• Professional liability insurance (errors & omissions)
• Cyber liability insurance
• SOC 2 Type II compliance
• ISO 27001 information security management
• GDPR and CCPA compliance frameworks

Documentation available upon request for enterprise clients.

All projects include 30-60 days of post-launch support covering:

• Bug fixes and adjustments to workflows
• Troubleshooting unexpected issues
• Minor tweaks to logic or conditions
• Answering questions from your team

After the initial period, you can continue with a monthly retainer for ongoing support, monitoring, and new automations, or contact us on an as-needed basis for future projects.

Response times depend on your support plan:

• Standard (included): 24-48 business hours for non-critical issues
• Priority (retainer clients): 4-8 hours for most issues, 1-2 hours for critical
• Emergency (retainer clients): Immediate response for business-critical failures

We monitor all automations proactively, so we often catch and fix issues before you even notice them.

Absolutely. Most clients expand their automation over time as they see results. You can:

• Start a new project: Commission additional automations with a fresh scope and quote
• Monthly retainer: Include new automation development as part of ongoing support
• Extend existing workflows: Add steps or integrations to current automations

Since we already understand your business and systems, subsequent projects typically move faster and cost less.

We build flexibility into every automation. When your processes evolve, we can:

• Adjust logic and rules to match new procedures
• Add or remove steps from existing workflows
• Connect new tools as you adopt them
• Restructure workflows entirely if needed

Retainer clients get regular optimization reviews where we discuss changes and proactively suggest improvements.

Yes. Every project includes:

• Live training sessions: Walkthrough with your team showing how everything works
• Video recordings: Screen captures of the training for future reference
• Written documentation: Step-by-step guides for using the automations
• Process flowcharts: Visual diagrams showing how data flows
• Quick reference guides: One-page cheat sheets for common tasks

Documentation is written in plain language—no technical jargon that confuses your team.

We support that transition:

• All automation logic is documented and exportable
• We can train your internal team on maintenance
• Code and workflows are transferred to your ownership
• We provide transition support to ensure continuity

Many clients keep us on retainer even with in-house teams—we become their automation specialists handling complex projects while their team manages day-to-day updates.