Payroll Keeps Rising, Repetitive Work Never Shrinks
In small and mid-sized businesses, a large part of the day goes to the same three jobs: typing the same replies to incoming messages, copying data from one system into another by hand, and chasing people to keep processes moving. This work produces no revenue, but it does produce salaries, overtime, and errors. Hiring another person looks like the answer; in practice, the new hire gets buried in the same repetitive tasks.
Automation changes that equation: built once, it runs every day and never asks for time off. Adding AI widens the range; it is no longer just "if X then Y" rules, but tasks like "understand the incoming message, find the answer in my documents, write it in my tone" that run on their own. Below are the three scenarios we build most often, step by step.
Three Real Scenarios, Step by Step
Scenario 1: An Assistant That Answers From Your Knowledge Base
- 1A customer writes on WhatsApp or your website: 'How long is your return window, where is my package?'
- 2The assistant searches a knowledge base built from your own documents (return policy, shipping times, FAQ)
- 3It writes the answer in your tone, grounded in the source, and looks up the order status in your system
- 4When it is unsure or the question exceeds its mandate, it summarizes the conversation and hands it to a human
Outcome: Questions that arrive after hours no longer go unanswered, and your team stops retyping the same 10 replies every day.
Scenario 2: A Chain That Processes Every Form Lead Instantly
- 1A visitor fills out a form or calculator tool on your site
- 2The details land automatically in your CRM (or Google Sheets) as a customer record
- 3Your sales rep gets a summary notification: who it is, what they want, estimated budget
- 4The customer automatically receives your brochure and a booking link on WhatsApp
Outcome: First contact happens within minutes; no form lead gets forgotten or answered late.
Scenario 3: An Order-Invoice-Notification Pipeline
- 1A new order comes in from your site or a marketplace
- 2The order details are recorded in your accounting or bookkeeping software
- 3An invoice draft is created and sent for your approval, or issued according to your rule set
- 4The customer gets a confirmation and your team gets a daily sales summary, automatically
Outcome: Manual data entry and copy-paste errors stop; end-of-day reconciliation takes minutes instead of hours.
How Many Hours Does It Save? We Do the Math Together
We will not tell you "productivity rises by X%". Instead, before setup, we run this calculation with your own numbers: task frequency × time per task. The table below is a sample calculation; yours comes out of the analysis call and becomes an appendix to the quote.
| Repetitive task | Sample volume | Time spent by hand |
|---|---|---|
| Answering incoming question messages | 20 questions/day × 4 min | ≈ 9 hours/week |
| Typing form leads into the CRM by hand | 40 records/week × 5 min | ≈ 3.5 hours/week |
| Order and invoice data entry | 60 orders/week × 3 min | ≈ 3 hours/week |
| Competitor price / stock checks | 3 rounds/week × 45 min | ≈ 2 hours/week |
Sample table: the figures are calculated from hypothetical volumes and are not a commitment. Your volumes are confirmed in the analysis.
Packages and Pricing
Single Workflow
$269excl. VAT, one-time setup
- 1 automation chain (e.g. form → CRM → notification → WhatsApp)
- Process analysis and flow diagram
- Your own n8n instance (open source, owned by you)
- Error alerts and logging setup
- Usage training + written handover document
- 2 weeks of fine-tuning support
WhatsApp AI Assistant
$499excl. VAT, setup + $99/mo maintenance
- WhatsApp Business API application and setup
- Knowledge base built from your documents, FAQs, and policies
- Retrieval-grounded answers (RAG): the assistant answers from sources, not from guesswork
- Human handover rules and conversation summaries
- Monthly maintenance: knowledge base updates, answer quality checks
- End-of-month conversation report
Multi-Agent Operations
From $999excl. VAT, setup + $169/mo maintenance
- 3+ interconnected workflows (support + sales + operations)
- CRM, accounting, e-commerce, and marketplace integrations
- Approval-gated flows: critical decisions stay with you
- Monthly maintenance, monitoring, and improvement round
- Scope defined through analysis; price fixed before work starts
Model API usage, WhatsApp conversation fees, and server costs are paid from your own accounts; we give you a written monthly estimate before setup. Maintenance packages are limited to 5 clients at a time; quality is protected by the cap.
Why Us and Not a Software House?
Because automation takes marketing as input and produces operations as output, and we run both ends. Where did the customer who filled the form come from, what were they looking for on which page, which WhatsApp message converts: these are not software questions, they are marketing questions. We use the same tools in our own business; from the sponsor rotation on this site to our content publishing pipeline, many of our processes run on automation.
We build automation as part of a system, not in isolation: the leads you collect with calculator tools flow into automation, your marketplace operation connects to the order pipeline, and measurement infrastructure shows which automation actually makes you money.
Frequently Asked Questions
What exactly is AI automation?
It means the repetitive digital work in your company (answering questions, processing forms, data entry, invoicing, notifications) runs on its own through flows connecting your software. The difference from classic automation is that AI models work inside the flow: understanding what an incoming message asks, finding the right answer in your documents, and writing the reply in your tone are handled by the model. Rules are applied as written; critical decisions stay with you behind an approval step.
What is n8n, and why do you use it?
n8n is an open-source automation platform for building workflows visually, with hundreds of ready-made app connectors. Our reason for choosing it is ownership: n8n runs on your own server, your flows and data belong to you, and you pay no per-user monthly license fee. Subscription-based closed platforms leave you exposed to price hikes and vendor lock-in; with open source you are never locked in.
Is this the same thing as a classic chatbot?
No. A classic chatbot follows a pre-written script tree and gets stuck on any question outside the script. The assistant we build works with RAG (Retrieval-Augmented Generation): it first searches your documents for the answer and generates a reply grounded in what it found. When a topic is not in the knowledge base, it hands the conversation to a human instead of making something up. It is also not standalone: as part of the workflow it can look up orders, create records, and book appointments while replying.
Which software does it integrate with?
WhatsApp Business API, email, Google Sheets, Slack, and the widely used CRMs are standard connections. We also build API integrations with e-commerce platforms, marketplace dashboards, and accounting software; for tools without an API, we design export-based solutions. Before setup we take a list of the software you use and state in writing how each connection will be built; if there is a system we cannot connect to, we say so before work starts.
What happens if the AI gives a wrong answer?
We manage that risk through architecture: the assistant answers only from the knowledge base you approved, free-form text on sensitive topics such as pricing and commitments is disabled by rule, and when unsure it says 'I don't know, transferring you' and hands the conversation to a human. Every conversation is logged; in the maintenance package we review those logs monthly and update the knowledge base and rules. The goal is not an assistant that knows everything, but one that never strays from what it knows.
Are there monthly costs beyond the setup?
There can be three line items, and we give you all three in a written table before setup: AI model API usage (depends on your message volume), WhatsApp Business API conversation fees (Meta charges per conversation), and the small server n8n runs on. These are paid directly from your own accounts; we take no cut. The optional maintenance package ($99/mo, or $169/mo depending on scope) covers knowledge base updates, monitoring, and improvements; we take on at most 5 maintenance clients.
How long does setup take, and where does my data live?
A single workflow goes live in 2-3 weeks, a WhatsApp AI assistant in 3-4 weeks, and multi-agent setups in 4-8 weeks depending on scope. The system is built on your own accounts: n8n on your server, the knowledge base in your database, API keys in your vault. If the contract ends, everything stays with you in working order; no dependency on us is created.
Consider Alongside This Service
- Calculator Tool Development — collects the leads that feed your automation
- Marketplace Store Setup — where the order pipeline begins
- Server-Side Tracking — measures which flow makes you money
- E-Commerce Website — a sales channel that grows with automation
Reach Us on WhatsApp About AI Automation
Click the button and your message comes pre-filled. Send your questions and we reply the same day. Phone: +90-506-545-88-35
Message preview: "Hello, I would like to set up AI automation for my business. Could I get scenario suggestions and pricing for our processes?"