Be Powered by Knowledge and Fueled by AI™

News: Neovation and NASSCO Win Two 2026 Brandon Hall Group Gold Awards

You know AI could be doing more for your business.

We build automation that bridges your manual work across the systems you already pay for.

  • Free 90-minute discovery call on one process
  • $3,500 USD assessment, credited toward your build
  • 10 to 100 people the organizations it fits best
Talk to us Start with a free discovery call
A woman maps out a process on a whiteboard while her team watches from the meeting table.

What Workflow Engineering does

Workflow Engineering is our AI workflow automation service. We map how work moves through your organization, find where automation pays, and connect the systems you use today, so that when one thing happens the next thing follows on its own.

In most organizations the systems don't talk to each other, so people become the connection between them. Someone carries the information from one place to the next.

Someone remembers what has to happen on Thursday. Nobody chose that arrangement. It built up over time and became part of the job.

Personal AI use rarely fixes this. Almost everyone uses AI the same way: one person, one browser tab, one task at a time. That helps the individual, but the bottleneck moves to whoever is next in line.

A proposal gets signed in one system, billing happens in another, and the kickoff happens when somebody remembers. If you have already figured out how to use AI yourself, this is about getting it out of your browser and into the daily work of the business.

It suits organizations where the work repeats and the handoffs matter: nonprofits, consulting firms, accounting practices, credit unions, agencies, training providers, manufacturers, industry associations and growing companies.

Which of these are true for you?

Every organization has a few of these. We help you work out which ones are worth fixing first.

  • There's a spreadsheet everyone agrees is critical but nobody fully trusts.
  • The same information gets typed into more than one system because they don't talk to each other.
  • People prep for meetings by scrolling back through their own email.
  • That important thing only happens because one person remembered to do it.
  • Invoices go out late because nothing tells billing the work is done.
  • Reports to a funder, a board or a regulator get rebuilt from scratch every cycle.
  • New hires keep asking questions that have written answers.
  • Renewals never get the prep the original pitch got.
  • Every meeting starts by piecing together what was decided last time.

Work we take off your team's plate

Every build is shaped by how your business already works, so these are examples rather than packages.

  • Winning and keeping clients

    From signed proposal to renewal, with nothing dropped in between.

    • A signed proposal creates the client record, the folder, the billing schedule and the kickoff invite.
    • A briefing arrives before each client meeting, assembled from everything since the last one.
    • Renewal prep starts at month six, with every meeting, invoice and deliverable already in front of you.

  • Answering questions

    Your documentation answers the simple questions, and your people handle the rest.

    • Questions are sorted by type, and the simple ones are answered from what you have written.
    • A question that needs judgment reaches a person who has the history and the account to hand.
    • A question that keeps coming back is flagged as a gap in your documentation.

  • Taking in work

    Applications arrive complete, and decisions reach everywhere they need to.

    • Applications are checked for completeness on arrival, and applicants hear exactly what is missing.
    • Committee packages are assembled from wherever the documents live.
    • The funder report builds all year instead of in a scramble at the deadline.

  • Writing things down

    Documentation gets written in the first place and stays current.

    • Twenty minutes of an expert talking becomes a structured draft.
    • Out-of-date pages are flagged before a reader trips on them.

  • Bringing people in and up

    Everything is ready before a new hire starts.

    • An accepted offer sets up accounts, access, paperwork and a first-week schedule.
    • A new hire gets a plan for their actual role, ready for their manager to adjust.
    • When someone resigns, what only they knew is captured before they go.

  • Day-to-day operations

    Board packs, invoices and month-end are done on schedule.

    • Agendas start from what is still open, and minutes come back with an owner and a date for every action.
    • The invoice goes out when the milestone lands, and the follow-up happens before it ages.
    • Month-end comes together from the systems where the numbers already live.

The systems and AI tools we work with

We start with the tools you have and help you get more from them: Microsoft 365, Google Workspace, QuickBooks, Xero, HubSpot, Slack, SharePoint, Asana and others like them.

For the AI and automation itself, we work with the major tools, among them Claude, ChatGPT, Gemini, Microsoft Copilot, n8n, Zapier, Make and Slack AI, and pick what fits your business.

How an engagement works

Start with a free discovery call. We show you where your key processes can improve, and then you choose whether to build it yourself or have our team work with you.

  1. The discovery call

    Free, 90 minutes, on one process. We walk through how the work moves, where it gets stuck and which systems it crosses on the way.

  2. The full assessment

    We interview your team and watch the work happen. You get a full map of your workflows with a cost and a saving against each automation, ranked by what is worth doing first, and a fixed quote for the build.

  3. The build

    We redesign the process, build it and test it with test accounts before it touches live work. Then we document it and train the people who will use it, so your team can carry on without us.

  4. Ongoing support

    Optional, as an annual retainer. We stay on to look after what we built and add to it as new needs come up.

Organizations of 10 to 100 people start with a free discovery call

Start with one process you can name, ideally one that three or more people touch from start to finish. To prepare, jot down the two or three processes that eat the most time and who is involved in each. Rough notes are fine.

Book a free discovery call

What the discovery call covers

  • What we'll want to understand

    • Which repetitive work costs your team the most hours
    • How the work gets done today, and who carries it from one system to the next
    • Which systems the work moves through, and which of them don't talk to each other
    • Where you'd start if you could pick one thing

  • What you'll come away with

    • An honest read on whether this is a fit for your organization
    • A sense of which processes are worth looking at first
    • A clear picture of the next steps

  • Fewer than ten people?

    There usually aren't enough handoffs between roles and systems for this to pay off yet. You'll get more from using AI directly, so start with AI Prompting Essentials, the free course from Practical Prompting Academy.

    Start the free course

  • More than a hundred people?

    There is no upper limit. The steps are the same at any size, starting with one process on a discovery call.

How AI is used, and who stays responsible

You choose the level for every process: AI-assisted, automated with sign-off, or fully automated. By default, we build every process to wait for a person's approval before anything goes to a client, a member or a board. Making a process fully hands-off is your decision, never ours.

We hold our own work to the same rule. We use AI as the right hand of a human being who is responsible for the output. Everything is vetted.

Recent engagements

Our support desk, our documentation, and our production work now use automations we designed and built in-house. That's the work we do for you.

A strategy consulting firm of about ten people

12 weeks
about how long the build took

The firm tracked its engagements in spreadsheets. We moved the tracking into a database and built automation on top, across the email, documents, CRM and accounting systems it already used. A signed proposal now creates the project, moves the CRM stage, sets up a standard-named folder and drafts the invoice.

After each session a wrap-up is drafted, and a six-month check-in reminder follows. One dashboard shows every engagement's stage, open tasks, owner and hours.

Every automation drafts for a person to approve, and a trained person inside the firm manages it with documentation and a reference guide.

Due to privacy constraints, this project is described without naming the client.

A nonprofit that advises and lends to small businesses, with about 25 staff

32
findings from ten interviews, each confirmed by the client before any recommendation
27
recommendations, ranked by priority and dependency

The assessment began with ten interviews, which produced 32 findings the client confirmed before we made any recommendation. Among them: documents arriving through four channels, the same client data typed into four files for each loan, and two integrations that had broken and turned into manual work.

We ranked 27 recommendations by priority and dependency, with foundations such as an AI usage policy and agreed client stages first, builds next and training last.

Due to privacy constraints, this project is described without naming the client.

What it costs

Your state or province may have funding programs to cover the assessment or build. Contact us and we'll let you know if there is one that fits.

StepPriceWhat it includes
The discovery callFree90 minutes on one process.
The full assessment$3,500 USDA map of your workflows, each automation costed and ranked, and a fixed quote for the build. The fee is credited toward the build if you go ahead.
The buildFrom $10,000 USDA fixed quote, with your assessment credited toward it.
Ongoing supportOptionalAn annual retainer, if you want us to stay on.
See funding programs in the US and Canada

FAQ

What actually happens in the free discovery call?

We spend 90 minutes on the processes that have been nagging at you: how the work moves, where it gets stuck, and which systems it crosses on the way. You come away knowing which ones are worth automating first, whether you hire us or not.

Do we need to know anything about AI before we book?

No. You need to know your own organization, which you do. We'll handle the part about what AI and automation can and can't do with it.

How do we know what a build will cost before committing?

The $3,500 USD assessment answers exactly that. We map how work moves through your organization, cost out each automation, rank which ones are worth doing first, and hand you a fixed quote for the build before you've committed to anything.

Go ahead with the build and the $3,500 is credited against the final build cost, so the assessment ends up costing you nothing.

Do we have to buy new software?

Usually not. Most of what we build connects two or three systems you're already paying for. If there's a real gap we might suggest something, sometimes one of our own tools. When we do, we'll tell you straight: what it is, what it costs, and whether someone else's would fit you better.

Will automations send things to our clients without us seeing them?

Only if you decide they should. We build every process to wait for a person's approval before anything goes to a client, a member or a board, and the judgment calls stay with your people. You can make a process fully hands-off, but only you make that call.

Is this about replacing our people?

No. We automate the retyping and the chasing, the work that moves between people and systems without really needing a person. The thinking and the judgment stay with your team, and they get back the time to do the work only they can do.

Are we dependent on you after the build?

No. The build is yours, documented so your team can manage it without us. If you'd rather we stay on, we offer a retainer: we keep it working smoothly, catch issues as they surface, and add to it as new needs come up. It's your call, and there's no lock-in.

How can we help take routine work off your team?

Tell us what you're working on and we'll suggest where to start. We reply within three business hours.

Talk to us
Smiling woman with shoulder-length blonde hair in a black blazer and teal blouse

Hello, I'm Sonia, and I'm here to help you.

SMB Sales