Automation
One repeat task, a fixed price before we start.
In a small company a lot of work moves by hand from one place to another: an enquiry from email into a spreadsheet, a quote from Word to the customer, a bank line to the accountant. We build that route so the repeat part runs by itself and you deal only with what needs your decision.
Let's talk for 30 minutesSee examples
- First stepFree
- When you order20 %
- PriceIn writing before we start
Where time goes01
Where time goes
Work like this repeats, follows rules and takes hours every week. That is exactly the work that suits automation.
- An enquiry comes by email while you are on site. You answer in the evening and the customer has already chosen someone else.
- Bank, invoices and sales are in three places. Whether a project or an event made money only becomes clear at the end of the month.
- Sales live in your head and in Excel. In the morning you do not know where to start.
- Every quote is written from scratch, although half of the text is always the same.
What you decide02
The machine prepares, you decide.
The workflow collects, sorts, compares and writes a draft. An email to a customer, a payment and the accounting stay for you to approve. If a step could run without approval, for example an automatic reply saying "we have received your enquiry", you decide that and it is written down.
How it works03
How it works
- 01 We talk for 30 minutes. You tell us what work repeats in your week and how much time it takes. Within three working days you get a one-page written overview: what can be automated, what cannot, what it costs and when it pays for itself. Free.
- 02 We agree the scope in writing. We write down what goes into the workflow, what it does, what you check and what it costs. If several tasks repeat, we put them in order of importance and start with one.
- 03 We build it. We use the programs you already have: email, a spreadsheet, your accounting program, your booking system. We test it with sample data and write a short guide.
- 04 We launch it and review it together. The workflow starts running with your everyday work. In the first two weeks we check together whether it does what the agreement says, and fix what needs fixing. 20 % when you order. You pay the rest once the workflow has run on your data for two weeks. If it does not do what we agreed in writing, you pay nothing more.
Examples04
Examples of our systems
These systems were built for Aeg Vaba and for a company that organises sports events.
Built for an event organiser
Bank, invoices and sales in one view
The work: bank, invoices and sales are in three places, and only after the event does it become clear whether it made money.
What the system does: reads in the bank statement (the same line never comes in twice). Matches bank lines with invoices and sales, also when one payment covers several sales. Shows cash flow 13 weeks ahead and the break-even point at three sales levels. Makes a CSV file for the accountant.
What a person checks: approves with one click the lines the system could not match by itself.
For your company: a money overview per project or event, with bank lines matched to invoices.
Aeg Vaba's own system
Customers from public registers
The work: you sell to other companies but do not know who needs you right now.
What the system does: takes the open data of the Business Register and the Tax and Customs Board (turnover, number of employees). Picks out the right field of activity, county and size. Checks online whether the need is there. Makes a ranked list, with a reason next to each company.
What a person checks: chooses from the list whom to contact.
For your company: every month a list of the companies most likely to need you, with a reason next to each.
Aeg Vaba's own system
Sales in one view and a morning list
The work: sales live in your head and in Excel. In the morning you do not know where to start.
What the system does: fills itself from emails: every company, email, reply and bounced email. The Today page shows replies, who looked at a quote and which deadlines are due. Every morning it compares results with goals and sends up to three actions for the day to the phone.
What a person checks: calls, writes and marks the result with one tap.
For your company: a CRM made around how you sell, with no limit on the number of users.
Aeg Vaba's own system
A personal offer for every customer
The work: a personal offer sells, but there is no time to make one by hand for every customer.
What the system does: at night it builds a sample page for each chosen company with its own details and colours. An automatic check decides what may be published. If the customer says no, the page is taken down by itself.
What a person checks: reviews it in the morning and decides what goes out.
See for yourself: a sample site for a fictional company.
For your company: an offer draft for every possible customer from their own details, ready for your review in the morning.
Aeg Vaba's own system
A reply draft you approve from your phone
The work: an enquiry comes while you are on site, and a warm customer cools off before you can answer.
What the system does: checks the inbox every 15 minutes and keeps one thread per company. Sends one alert to the phone for each email that needs a reply. Writes a reply draft in your tone and by your rules.
What a person checks: taps "ok", changes it, skips it or chooses to call. Only approved text is sent.
For your company: a reply draft for every enquiry, which you approve from your phone.
Workflows08
Eight workflows a small company often needs
These are examples, not customers. Each one is one workflow. We give the exact price after the call.
- Enquiries in one place. An enquiry from your website, email or Facebook goes into a spreadsheet, the customer gets a confirmation and you get a phone alert. You call back.
- Reply to a price enquiry. The workflow writes a reply draft following your price list and your rules. You approve it, change it or skip it.
- Invoice reminder. For unpaid invoices the customer gets a polite reminder on the third day and on the due date. You see a list of who it went to.
- Booking confirmation. A new booking gets a confirmation and a reminder the day before. You change the time if the customer asks.
- Bank and invoices. Payments in the bank statement are matched to invoices. You approve the lines the workflow did not match by itself.
- Weekly summary. Enquiries, sales and invoices arrive as numbers in one email on Friday morning. You read it through.
- Review request. When the work is done and the invoice paid, the customer gets a thank you and a link to leave a Google review. You mark who it is not sent to.
- From document to spreadsheet. The amount, date and sender are read from PDF invoices or orders and go into a spreadsheet. You review the lines marked as doubtful.
PricesNo VAT is added
Price list
Call and a one-page overview
0 €A 30-minute call. Within three working days you get a written overview: what can be automated, what cannot and what it costs.
One workflow (S)
890 €One repeat task in the programs you already use, for example enquiries into one spreadsheet with a confirmation and a phone alert.
Workflow with two systems or a reply draft (M)
1 490 €A workflow that connects two programs, for example your inbox and your accounting, or writes a reply draft that you approve.
Custom solution
price after the callYour own tool, for example a CRM, a customer portal or a money overview in one view. The price is in writing before we start.
20 % when you order. You pay the rest once the workflow has run on your data for two weeks. If it does not do what we agreed in writing, you pay nothing more.
Your data and your customers' data stay in your accounts. If a workflow needs our server, the agreement says whose server it is and in which country.
Prices are final. No VAT is added to the prices. The price does not include the monthly fees of the programs (for example a spreadsheet, an automation platform or AI usage); you pay those from your own account and we tell you the exact amount before we build. If it would take more than a year to pay back, we say so on the call and advise you not to build it.
Website and workflowAdd-on
A website and an enquiry workflow together
If we build your website, an enquiry workflow can go in with it straight away: every enquiry lands in a spreadsheet, the customer gets an answer at once, and you get a phone alert and a Friday summary. Ask for the price on the call. Websites and their prices
CareIf you want it
Care
Every morning the system checks whether your workflows ran. If something stops, we get the alert, not your customer. If a program changes its settings, we put the workflow right again. Up to one hour of small changes a month is included. On the third day of every month you get one short email with only measured facts in it.
For the first 30 days after launch, fixes are included in the price. We tell you the monthly care fee together with the price of the workflow, and you can stop care any month.
YoursNo lock-in
The system is yours.
- The accounts for the programs are in your name.
- The code, setup and guide are yours once the invoice is paid.
- If you stop care, the workflow keeps running in your accounts. You take all files and the guide with you.
- You do not have to rent anything from us.
Questions07
What people also ask.
Where is my data and who sees it?
Your data and your customers' data stay in your accounts. If a workflow needs our server, the agreement says whose server it is and in which country. The workflow reads only what the task needs. If the work touches your customers' personal data, we sign a data processing agreement first.
Who owns the system?
You do. The accounts are in your name, and the code, setup and guide are yours once the invoice is paid. If you stop care, the workflow keeps running.
What happens if a program changes?
Programs change their connections and logins from time to time. With care, the morning check notices it and we put the workflow right at no extra cost. Without care we fix it at an hourly rate, agreed before the work starts.
What does AI do and what not?
AI reads, sorts and writes drafts. It does not decide for you: an email to a customer, a payment and the accounting stay for you to approve. You approve before anything goes out. The workflow does not make accounting entries, and invoices are made by your accounting program, not by the workflow.
Will it pay for itself?
Work it out like this: how many hours a week the task takes, times your hourly rate. If the task takes 3 hours a week and an hour costs 30 €, that is about 390 € a month. If it would take more than a year to pay back, we say so on the first call and advise you not to build it.
When and how do I pay?
20 % when you order. You pay the rest once the workflow has run on your data for two weeks. If it does not do what we agreed in writing, you pay nothing more.
My company is small. Is this for me?
Yes. It suits a company of 1 to 20 people best, where one task repeats every week and takes at least a couple of hours. If you have only one program and everything already runs well there, we tell you so.
The first step is free
Tell us what work repeats in your week.
A 30-minute call. Within three working days you get a one-page written overview: what can be automated, what cannot and what it costs.