Our Process
How We Work
No endless discovery phases. No surprise scope changes. No waiting months to see results.
We follow a clear, repeatable process that gets your automation live and delivering value — typically within 30 days.
The Roadmap
5 Steps to Live Automation
Discovery Call
30 minutesFreeA conversation — not a pitch. You share your pain points, we tell you honestly if automation makes sense.
What happens:
- Walk us through your current workflow pain points
- Clarifying questions about tools, team size, and volume
- Honest assessment of what's automatable
What you won't get:
- ✕A slide deck
- ✕A hard sell
- ✕Vague promises about "AI transformation"
Outcome: You'll know within 30 minutes if this is worth exploring further.
Workflow Audit
3-5 daysWe map your processes end-to-end, identify bottlenecks, and find highest-impact automation opportunities.
What you receive:
- Prioritized list of 3-5 automation opportunities
- Each opportunity ranked by ROI, complexity, and timeline
- Realistic estimates — not best-case fantasy numbers
We look at your existing tools, your team's technical comfort level, and what will actually stick in daily use.
Outcome: A clear picture of what to automate first and why.
Proposal & Roadmap
2-3 daysClear scope, timeline, and fixed investment — before any work begins.
What's included:
- Specific deliverables with acceptance criteria
- Project timeline broken into milestones
- Fixed investment (not hourly estimates that balloon)
- What's in scope and explicitly out of scope
No surprises. No scope creep. No vague "it depends."
Outcome: You can make an informed decision with complete clarity.
Build & Deploy
2-4 weeksIterative builds with regular demos. Nothing launches until you sign off.
What you won't get:
- ✕Radio silence for weeks
- ✕"Almost done" updates that stretch indefinitely
- ✕Go-live surprises
How we work:
- Iterative builds with regular demos
- Testing with real data before going live
- Refinements based on your feedback
- Nothing launches until you sign off
Outcome: A working automation system tested and refined before it touches your real operations.
Launch & Optimize
OngoingLaunch isn't the finish line. We monitor, catch edge cases, and optimize based on real usage.
Post-launch support:
- Performance monitoring for the first 30 days
- Bug fixes and edge case handling included
- Optimization recommendations based on actual usage
- Documentation and team training
Support continues based on your needs — ad-hoc, monthly retainer, or managed service.
Outcome: Automation that keeps delivering value, not a system that slowly breaks down.
The Deliverables
What You Get at the End
Complete Ownership
- All code, workflows, and configurations are yours
- No monthly licensing fees to us
- No vendor lock-in
Full Documentation
- How everything works, explained clearly
- Troubleshooting guides for common issues
- Modification instructions if your needs change
Team Training
- Your team knows how to use and maintain the system
- Key person dependency eliminated
A Working System
- Automation that handles real volume
- Tested edge cases, not just happy paths
- Integration with your existing tools
Timeline
What to Expect
| Phase | Duration | Your Time |
|---|---|---|
| Discovery Call | 30 minutes | 30 minutes |
| Workflow Audit | 3-5 days | 1-2 hours total |
| Proposal Review | 2-3 days | 30-60 minutes |
| Build & Deploy | 2-4 weeks | 2-3 hours/week |
| Launch & Training | 1 week | 2-3 hours total |
Total typical engagement: 4-6 weeks from first call to live automation
FAQ
Common Questions
Most clients have their first automation live within 4 weeks. Simple single-workflow projects can be faster. Complex custom solutions may take 6-8 weeks.
We handle it transparently. If scope changes, we discuss the impact on timeline and cost before proceeding. No surprise invoices.
No. We build systems that non-technical staff can use daily. Training is included, and documentation is written in plain English.
Our stack includes N8N, Claude AI, OpenAI, Make, custom APIs, and whatever integrates best with your existing tools. We recommend based on your situation, not what's trending.
We don't launch until you sign off. Post-launch, our initial support period covers fixes and adjustments. If something isn't delivering value, we make it right.
Yes. You own everything. We provide documentation so your team (or another developer) can modify the system as your needs evolve.
Ready to See What's Possible?
Start with a 30-minute discovery call. No pitch, no pressure — just an honest conversation about whether automation makes sense for your business.