SolutionsAI workflow automation

Automate repetitive work with AI

AI workflows built on the systems you already use take over handoffs, re-keying, follow-ups and recurring reports, and a person on your team approves every output.

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Work stalls in the handoffs between people and systems

Most people use AI one task at a time in their own browser. That helps them, but the bottleneck moves to whoever is next in line. The delays happen between roles and systems, where no one person owns the work.

Financial and professional services

Small accounting firms rank hiring experienced staff and managing workload among their top issues, and many struggle to fit new technology into how work gets done.

Workflows that set up clients, chase documents and draft reports in the systems you already use.
Nonprofits and volunteer organizations

Staff are stretched thin, and leaders want AI to handle routine work like data entry and drafting emails, but worry about inaccurate results and privacy.

Applications checked on arrival, applicants told what is missing, and funder reports built through the year for a person to review.
Associations and certification bodies

Most members use AI several times a week and board support for it has grown fast, yet most associations are still piloting AI and many have no policy for it.

Our team handles enrollments, records and reporting on your LMS, and workflows take on member requests and renewals for staff to approve.
Healthcare

Most physicians expect AI to take over administrative work, and most also want a direct say in adopting it and proof that it is safe.

Workflows for intake, referrals and paperwork in the systems your practice already uses, and nothing goes out until a person approves it.

How we take repetitive work off your team

Start with one process, on the systems you already pay for. Each automation is costed before it is built, and a person on your team approves every output.

Examples below use stock footage and sample data.

Find the work worth automating

Organizations of 10 to 100 people start with a 90-minute discovery call on one process. The full assessment then interviews your team, watches the work and puts a cost and a saving against each automation, with a fixed quote for the build.

Proposals, follow-ups and month-end are all done by hand. Where do we start?Operations lead

Automation map and fixed quoteAssessment credited toward the build
Take over the handoffs

Details entered once are copied to every system that needs them, using tools you already pay for. AI drafts the message that goes with each handoff, and a person approves it before anything is sent to a client.

Proposal signedClient record created in the CRM

Sent to the clientKickoff email, approved by the operations lead
Follow up before things slip

Follow-ups go out when they are due. Six months into an engagement, the check-in is prepared with every meeting, invoice and deliverable since the start, and the draft waits for your approval. An incomplete application gets a note that lists exactly what is missing.

Engagement reaches six monthsMeetings and deliverables gathered

Check-in request sentApproved by the operations lead
Turn recurring reports into a review

Month-end summaries, board packages and funder reports are built from the numbers already in your systems. AI assembles the draft, and someone on your team checks the figures and approves it before it goes to the partners or the board.

March summary for the partnersSummary assembled

Sent to the partnersApproved by the operations lead
Hand off the learning platform

Our team manages your learning platform day to day as a fractional member of your team: enrollments, learning plans, historical records, external certificates and monthly reports, with a quarterly review of the numbers. Integrations and dashboards are built as one-off projects.

Five new consultants start Monday. Can you set them up in the LMS?Operations lead

Enrolled in onboarding by roleAdded to the monthly report

Proposals, follow-ups and month-end are all done by hand. Where do we start?Operations lead

Automation map and fixed quoteAssessment credited toward the build

Proposal signedClient record created in the CRM

Sent to the clientKickoff email, approved by the operations lead

Engagement reaches six monthsMeetings and deliverables gathered

Check-in request sentApproved by the operations lead

March summary for the partnersSummary assembled

Sent to the partnersApproved by the operations lead

Five new consultants start Monday. Can you set them up in the LMS?Operations lead

Enrolled in onboarding by roleAdded to the monthly report

Talk to us about a process

Recent Workflow Engineering engagements

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.

One dashboard shows every engagement's stage, open tasks, owner and hours. Every automation drafts for a person to approve.

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

Among the findings: 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.

The plan puts 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.

FAQ

Is automation worth it for a small team?

Usually not below ten people. There usually aren't enough handoffs between roles and systems for automation to pay off yet, so start with Practical Prompting Academy (opens in a new tab)'s free AI course.

What does it cost?

Workflow Engineering starts with a free 90-minute discovery call. The full assessment is $3,500 USD, and if you go ahead, its cost is credited toward the build. Builds start from $10,000 USD on a fixed quote, and ongoing support is an optional annual retainer.

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.

LMS services are quoted for the work you need, and most clients buy a block of hours to draw down through the year.

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. Your team keeps the work that needs thinking.

Do we have to buy new software?

Usually not. Most of what we build connects two or three systems you're already paying for, such as Microsoft 365, Google Workspace, QuickBooks or HubSpot.

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.

Our LMS team works with any learning system, so you keep the platform you have.

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 to keep it working, fix issues and add to it as needs grow. There's no lock-in.