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AI & automation

Operations
that run themselves.

Automation for the repeating admin. AI for the thinking work. Emails drafted, weeks summarised, documents built from your templates. Or I’ll come in and show your team how.

Tell me what eats your week AI training for your team
Systems joined up:XeroQuickBooksSageBooking systemsOnline shopsThe inbox

Enquiries land in your records, tagged and followed up.

Where the hours go

You already know which jobs they are.

Three or four jobs repeat forever in every business. They cost the most time and they’re the easiest to hand over.

  1. 01The same details typed into two systems
  2. 02Email enquiries copied into a calendar by hand
  3. 03Invoices raised one at a time from figures that already exist
  4. 04Chasing quotes, feedback and unpaid invoices
  5. 05A spreadsheet three people update and nobody trusts
  6. 06Reports rebuilt from scratch every month
  7. 07Stock, orders and deliveries tracked by hand
  8. 08“I just do it every Friday”
One enquiry, two versions

Only one version needs you in the middle.

Now · every single time4 hand-offs · all of them you
  1. ArrivesAn enquiry lands in the inbox
  2. YouRe-typed into the calendar
  3. YouInvoice raised by hand
  4. YouChased on a Friday
Built once1 join · nobody types anything
  1. ArrivesAn enquiry lands in the inbox
  2. AutomaticCalendar entry made
  3. AutomaticInvoice raised
  4. AutomaticReminder scheduled

Often the thing at one end is your website: enquiries, bookings and orders landing somewhere useful instead of an inbox somebody re-types from.

How it usually goes

It rarely starts with new software.

  1. 01

    Look before buying

    Most businesses already pay for tools that could do far more. First job: find which two things aren’t talking.

  2. 02

    One job at a time

    Biggest time-sink first. Proved on your real work before the next one starts, so you find out on a small bill.

  3. 03

    Buy last, not first

    Where something is genuinely missing, it’s built or bought cheaply, with the alternatives in front of you.

Built, not rented

Pay once. Not every month, for ever.

The usual way

Rented, by the month

Two systems connected through somebody else’s service, paid monthly, for ever. Fine for something simple.

A fee for as long as you use it
What I do instead

Written directly, once

The connection written against how your systems are designed to talk. You pay for the build, then it’s yours. No subscription on top, no third party in your data.

Once · documented and in your name

If an off-the-shelf connector really is the quickest, cheapest answer, I’ll say so and point you at it. If you already run one, I’ll work in it rather than start again.

One honest note on AI costs. Anything using AI has a small cost each time it runs. It goes on your own account so you can watch it, cap it and switch it off.

The systems involved

Xero, QuickBooks, Sage, or whatever you already run.

They all publish a documented way for other software to talk to them. So the question isn’t which package you use. It’s which two things you’re currently the bridge between.

Not a reseller for any of them. No commission for recommending one.

Where work comes inBooking systemOnline shopWebsite formThe inbox
Where it has to landXeroQuickBooksSageCalendar and records
What AI does for your business

Hours back, on work you already do.

AI set up around your business, your templates and your tone. Not a chatbot. Real jobs, done in minutes instead of hours.

Inbox and diary

Emails drafted in your toneReplies written the way you write, ready to check and send.
Inbox and calendar summarisedWhat needs you today, in a few lines.
Your week, every MondayMeetings, deadlines and loose ends, summarised before you start.

Documents

PowerPoints from your templateYour branding, your data and information. A first deck in minutes.
Word documents from your templatesProposals, letters and reports, filled with your details.
Procedures written downHow a job gets done, as a guide anyone can follow.

Meetings and calls

Notes and actions, automaticallyCalls turned into notes, owners and next steps.
Follow-ups draftedThe follow-up email written from the notes, in your tone.
Nothing forgottenActions tracked until they’re done.

Paperwork and data

Invoices and PDFs readFigures pulled off documents and into your systems.
Enquiries sortedIncoming messages routed to the right person.
Spreadsheets explainedYour numbers summarised in plain English.

You stay in charge. AI does the first draft. A person checks it and decides.

Your data stays protected. Set up so your material isn’t used for training, under the Data Protection (Jersey) Law 2018.

Rather do it yourselves?

I’ll come to your office and show your team how.

A hands-on day with your team, on your real work. Everyone leaves able to use AI properly, safely, and knowing what not to use it for.

See AI training →
When to say no

Not everything is worth automating.

Four cases where the answer is to leave it alone, and I’ll say so.

✕ No

Sealed shut

A system with no way in and no export. No amount of cleverness opens it.

✕ No

Changes every time

If the rules live in your head and shift per customer, automating makes it worse.

✕ No

Twice a year

The build costs more than the hours it saves. I’ll tell you rather than quote.

✕ No

Broken, not slow

A faster bad process just gets the wrong answer sooner. Fix the process first.

Common questions

The things people ask about automation.

Anything not here, ask. Questions are free, permanently.

What can actually be automated in a small business?

Usually the jobs where information moves from one place to another without changing: an enquiry becoming a calendar entry, an order becoming an invoice, a form becoming a record, figures copied into a monthly report. Chasing is the other big one. What’s rarely worth it: occasional jobs, or anything where the rules change with every customer.

How much does automation cost?

It depends on what’s being joined to what, and how willing your systems are to cooperate. Every job gets a fixed quote before anything starts, and the quote is a ceiling, not a target. The first conversation is free.

Does AI cost money every time it runs?

Usually a small amount, yes. A plain automation is paid for once; anything using AI has a running cost. It goes on your own account so you can see it, cap it and switch it off, and you’ll know the likely figure before you commit.

Do I need to buy new software?

Usually not, and it’s the first thing I check. Most businesses already pay for tools that could do far more. Buying something new is the last resort, and I take no commission from anyone I recommend.

What if my systems don’t connect to each other?

That’s the normal starting point. Most accounting packages, booking systems and shops publish a documented way to connect. Where they don’t, there are usually other routes. And sometimes the answer is no, which I’ll say at the first conversation.

Can AI actually help my business, or is it hype?

It helps when it’s set up around your real work: drafting emails in your tone, summarising your inbox and week, building documents and presentations from your own templates. A person still checks the output. Where a job has one right answer every time, a plain automation is the better build.

Where does my data go?

For a plain automation, between your own systems and nowhere else. Where AI is involved, it goes to a provider on your account, configured so your material isn’t used for training. The Data Protection (Jersey) Law 2018 applies, not UK GDPR.

Will it keep working after you’ve built it?

Integrations can fail quietly, so everything is built to tell you when it stops rather than fail silently. It’s documented and in your name. Questions stay free, permanently.

Can you train my team to do this themselves?

Yes. I can come to your office for a hands-on day with your team on your real work. See the AI training page for what it covers.

Which job would you hand over first?

Book a free 30-min call I’ll tell you whether it’s worth automating.