Workflow Automation & Integrations
Turn repeat admin into time for paid work.
Connect your tools and take data entry, routine follow-ups and repeat tasks off the team’s list. Keep people in charge of approvals and exceptions. Put the hours you recover into quotes, sales and billable work.
Less spent on repeat work. More room to grow.
See what the work is costing you.
Routine calls, paperwork and admin use time you could put into quotes, customers and billable work. Compare that cost with a one-time build and monthly management.
Illustrative examples in CAD. These are planning inputs, not market averages or measured client results. Your scope, costs and savings are agreed before a build.
Workflow Automation
20–30 hours/week at $25–$30/hour → under 20 hours/month
Model 25 hours/week at $27.50/hour falling to 16 hours/month for review and exceptions. That frees about 92 hours/month. The full $5,000 example build is counted below.
- Current work / month
- $2,979
- Remaining human work / month
- $440
- Management / month
- $299
- Usage & software / month
- $100
- New ongoing total / month
- $839
- One-time build in this example
- $5,000
Move time from data entry and repeated follow-ups into quoting, sales, billable work and customer service.
From $2,500. Core Care: $299/mo in this example. Human review and usage figures are example budgets, not included allowances.
The admin opportunity: 20–30 hours a week at $25–$30/hour is about $2,167–$3,900 a month. The example models 25 hours/week falling to 16 hours/month. That is a target to test against your tasks, not a result every business will get.
Adjust the numbers for your business
Your estimate
Enter a valid, non-negative number in every visible field.
92.3 hours/month returned to the team.
- After month 3, including setup
- $1,421
- After month 6, including setup
- $7,841
- After year 1, including setup
- $20,682
- Estimated payback
- 2.3 months
$2,979 current cost − $839 ongoing costs = $2,140/month before the one-time build.
This assumes the entered workload and benefit from the first full month after go-live. Setup is counted in full. A slower ramp delays payback. Estimates keep management fees unchanged and do not assume a fee waiver. The three-month view does not remove the six-month Care commitment.
Turn freed hours into useful work. More quotes sent. Faster follow-up. More billable work completed. Extra sales are not counted in these examples. Reusing paid staff time creates capacity; payroll falls only if paid hours or outside bills actually fall.
Find my savings opportunityOne Care Plan covers your AI portfolio. These are separate examples: do not add their fees or count the same saved hour twice. CAD, before applicable tax. Actual build, Care and usage costs depend on scope.
Our six-month payback guarantee
The goal is payback.
We stay accountable for it.
We scope qualifying projects for payback within 3–6 months. If agreed savings have not covered our setup and management fees by month 6, we waive management fees and keep improving the system until they do.
We agree the baseline, the work being automated and the way to measure it before you commit. The clock starts at the agreed go-live date.
Build my payback planHow the guarantee works
Agree the numbers first.
Your written proposal sets the scope, current workload, labour rate, outside costs and measurement plan. Qualification is based on your workflow and quote, not the examples on this page.
Count real work saved.
We compare the baseline cost with the remaining human work, outside bills and added software or usage costs. Each hour and cost is counted once. Time is valued at the agreed labour rate; extra sales are not assumed.
Review progress together.
We review the figures monthly and check cumulative value at months 3 and 6. Payback means that measured value covers the setup and management fees paid. Freed staff time counts as capacity value, not an automatic payroll cut.
Our fees pause if we fall short.
If the target is not met by month 6, management fees stop from month 7. We continue improvements within the agreed scope at no extra service charge until payback. Third-party software, usage and applicable tax remain payable; new scope is quoted separately.
The guarantee applies to projects with an agreed baseline and measurement plan in the written proposal. Keep the agreed workflow in use and make the records available so progress can be checked. This is a fee-waiver commitment, not a promise of a fixed cash saving or a refund.
Connect the work between the tools
Fewer handoffs that depend on memory.
Move the right information to the next step, make ownership clear, and bring exceptions back to a person.
What the work should improve
A practical difference
to the working day.
One entry, connected work
Move agreed customer, booking or job details between supported systems without asking your team to type them again.
Follow-through you can see
Build the reminders, quote follow-ups, invoice handoffs and reports that suit your process.
Exceptions reach a person
Record failures and route unusual cases for review so an interrupted connection does not quietly become forgotten work.
Built around your business
The process matters
as much as the technology.
A defined scope
We map the process, confirm available integrations and permissions, define approvals, and document how to pause or change each workflow. Custom API connections are scoped alongside the business rules.
Clear responsibilities
Connections depend on the access and capabilities of each system. We agree which actions can run automatically and which require approval. Replacing a core platform or migrating its data is a separate project.
Inside the scope
What goes into the build.
Workflow rules
Map the event that starts the work, the next steps, the exceptions and the approvals. Examples include accepted quote to invoice, reminders, follow-ups and scheduled reports.
Integration foundations
Assess how the tools exchange data and which system owns each field. Connecting previously separate systems is integration work and is priced explicitly, even when bundled with a workflow.
Connected records
Map and transform agreed customer, booking, order or job data between supported APIs and connectors. Confirm permissions and subscription requirements before build.
Useful AI steps
Where suitable, prepare a draft, summarise a message or classify incoming work. Agree which actions need human review before anything is sent or changed.
Failure handling
Define validation, duplicate protection, retries and alerts appropriate to the connected systems. An uncertain outcome needs investigation rather than an automatic repeat of a consequential action.
Control and handover
Provide a workflow map, operating notes and an agreed pause mechanism. Test failures as well as successful runs, then activate in stages with monitoring.
From discovery to everyday use
How we get there.
These are planning steps. Your proposal confirms timing, access and the people needed for review.
- 01
Map the process and systems
Typical planning ranges are 2–5 weeks for workflow automation and 3–8 weeks for custom integration. A combined project gets its own schedule after the connections and rules are understood.
- 02
Build the agreed path
Configure the supported connections and the steps that use them, including approvals and handling for incomplete information.
- 03
Test outcomes and failures
Run end-to-end examples, repeated events, interrupted connections and invalid inputs. Check which records were created or updated, not just whether a request returned successfully.
- 04
Activate in stages
Hand over operating notes and controls, then switch on the agreed workflows with monitoring. New workflows and deeper connections can be scoped later.
The practical questions
Before you get started.
What should we automate first?
Start with a repeatable process that consumes time or gets missed: enquiry routing, quote follow-up, invoice handoff, appointment reminders or a scheduled report. We look at frequency, exceptions and the team’s effort before deciding whether a build is worthwhile.
What is the difference between automation and integration?
Integration makes tools exchange the right information. Workflow automation applies the business rules that decide what should happen next. You may need one or both; the quote separates the connection work from the process built on top.
Which systems can you connect?
Potential connections include e-commerce, CRM, accounting, scheduling, email, messaging and custom applications. The vendor’s supported API or connector, account permissions, limits and required actions determine what can be delivered.
Can you replace a subscription we no longer need?
Sometimes a small, narrowly defined tool can be replaced or consolidated. We compare the build, ongoing support and migration effort with keeping the existing product. A replacement is a separate decision, with a defined scope.
Do we have to replace our existing software?
No. The starting point is to connect tools that already serve your business. If a product cannot support the required workflow, we explain the constraint before proposing a change.
What happens if a connection fails mid-sync?
We design the agreed checks, logging, alerts and recovery process around each integration. Retries and duplicate safeguards need to respect the operation involved. Your team can see unresolved exceptions and the person responsible for follow-up.
What if a workflow misfires?
The handover includes a way to pause the workflow and report an issue. Trigger, duplicate and edge-case tests happen before phased activation. Corrections and any affected records are handled through the agreed support process.
Can it send marketing blasts?
Mass marketing campaigns are outside the core workflow offer. For any customer message, agree its purpose, recipient permissions, consent and unsubscribe handling as applicable. Being an existing customer is not a blanket permission for every message.
How is workflow automation priced?
A fixed quote covers the agreed number of workflows, their decision rules, approval gates and testing. The quote identifies any additional integration work and ongoing Care or usage costs.
How is custom integration priced?
The number of systems, available APIs, data quality, sync direction, error recovery and migration requirements determine the scope. Underlying software subscriptions and one-off migrations are not automatically included.
A clear starting point
Workflow Automation From $2,500
Scoped by workflow count, branching and complexity. Integration work may be separately scoped. Requires a Care Plan from $299/mo.
Custom API & Systems Integration From $5,000
Connect supported systems with agreed data flows and failure handling. Requires a Care Plan from $299/mo, with the tier set by scope and complexity.
All prices are CAD, excluding GST/PST where applicable. Your written quote defines the scope.Let’s see where it fits.
Bring your process and the tools you use. We’ll talk through the starting point.