AI assistants and automation
The boring part of your work, handed to software with clear limits.
Every small business has work that a person does by hand every week because nobody had time to fix it: answering the same questions, retyping invoices, writing the same offer, sorting documents. This is what I automate, at my day job and for clients.
A word about AI, because there is a lot of noise. An AI assistant is not classic software that does exactly what it is told; it produces likely answers. That is useful when it is fenced in: it answers only from information you approved, it says "I'll pass you to a colleague" when the question is outside that, and before launch we run it against real questions and measure how many answers are right. I don't promise zero mistakes. I promise measured accuracy and clear limits, and I built the testing tool for exactly this.
A story like yours
Choose your kind of business.
The phone rings while you treat a patient
Half the calls are "are you open on Saturday", "how much is a cleaning", "is there a slot tomorrow". Someone has to stop what they're doing to answer, or the call is missed.
An assistant on your site and in Viber that answers only from information the clinic approved: hours, services, indicative prices. It takes appointment requests and passes them to the reception. Anything else, including any medical question, gets "I'll connect you with a colleague". Before launch it is tested on two hundred real questions and you see the score.
Fewer interruptions, nobody waiting on the phone, every appointment request in one list. The reception handles the calls that need a person.
Invoices arrive by email, Viber and photo, and someone retypes them
Clients send invoices as PDFs, photos of receipts and forwarded emails. An assistant spends hours a week reading them and typing the numbers into the accounting software, and makes the occasional typo that costs an afternoon.
Software that collects the documents from email and Viber, reads the supplier, number, date and amounts, and prepares them for import into your accounting program. Anything it isn't sure about is flagged for a person instead of guessed. Tested on last quarter's documents before you rely on it.
Hours of typing turn into minutes of checking. The typos stop, because a person now reviews instead of retypes.
Three hundred products, no descriptions
The supplier's catalogue has names and codes. Your online shop needs a description, a title people search for and the right category for every product, and nobody has time to write three hundred of them.
A tool that drafts descriptions and search titles from the supplier data and your own examples, in your tone, and puts them in a spreadsheet for you to approve, edit or reject in one click each. It never publishes on its own.
Three hundred drafts in an afternoon, reviewed in a day instead of written over a month. Products start showing up in Google.
Parents ask the same twenty questions
Ages, groups, prices, schedule, what to bring, is there a make-up lesson. The questions arrive on Facebook, Viber and email, mostly in the evening, and someone answers them one by one.
An assistant that answers the twenty questions from the school's approved information, on the site and in Viber, and collects the details for an enrolment. Questions it can't answer go to you with the conversation attached. Tested on last year's real messages.
Parents get answers at 9 pm. You get enrolment requests with the child's age and preferred days already filled in.
Every quote is written from scratch, in the evening
After a day on site you sit down to write quotes: the same items, the same prices, a different address. It takes an hour, so some quotes are sent late and some jobs go to whoever answered first.
A tool where you dictate or type the job in a few words and it produces a quote from your own price list and templates, as a PDF with your logo, ready to send. You check it, you send it.
Quotes go out the same day, from the van. The evening is yours.
Reservations and "do you have vegan options" at 8 pm on a Friday
The phone is answered by whoever is nearest to it, in the middle of service. Reservations are written on paper, questions about allergens are answered from memory.
An assistant in Viber and on the site that answers from your menu and allergen list, takes reservation requests with time, number of people and phone, and puts them in one list. Anything unusual is passed to the staff.
Fewer calls during service, reservations in one place, allergen answers that are always the same and always right.
What you get
- A written scope with a measurable acceptance target, before any work: what it answers, what it refuses, how many test questions it must pass
- The assistant or automation itself, connected to where your people already work: your site, Viber, email, your spreadsheet
- A test with real questions from your business and a report on the accuracy, before launch
- Human handover: anything it can't handle goes to a person, with the conversation attached
- Training for the people who will use it
- Thirty days of adjustments after launch, because real customers ask things nobody predicted
- Documentation, so it doesn't depend on me
Options
Every project is quoted individually, after we talk.
Diagnostic
Two hours, one written list: what to automate, in what order, what it saves.
- Timeline
- 1 week
- What you get
- 2-hour session at your place or online
- Written report: what, in what order, at what cost, what it saves
- No obligation to continue
Assistant on your information
Answers customers or staff from your approved documents, hands over the rest.
- Timeline
- 2-4 weeks
- What you get
- Fenced to your information, refuses the rest
- On your site, Viber, email or internally
- Test with real questions and an accuracy report
- Handover to a person
- 30 days of adjustments
Automation of a process
One repetitive task, done by software: documents, offers, reports, data between systems.
- Timeline
- 1-3 weeks per task
- What you get
- One task from the diagnostic list, built and in use
- AI where it helps: drafting, sorting, extracting
- Training for the people who use it
- 30 days of adjustments
- Documentation
How it goes
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Diagnostic
Two hours with the people who do the repetitive work. You receive a written list: what can be automated, in what order, what it would save, what it would cost. You can take that list anywhere.
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Scope and target
We pick one thing, define exactly what it does and doesn't do, and agree on the number: for example, 9 out of 10 test questions answered correctly.
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Build and test
I build it and run it against a set of real questions or documents. You see the report. If the number isn't met, it doesn't launch.
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Launch and adjust
It goes live with a person in the loop. For thirty days I watch what real customers ask and adjust.
What I need from you
- Two hours from the people who do the repetitive work, for the diagnostic
- The information the assistant may use: price lists, working hours, policies, documents
- Twenty to two hundred real questions or documents from the last months, for the test
- A person who checks the handovers in the first weeks
Questions people ask
Will it make things up?
It can, which is why it is fenced in: it answers only from the information you approved, refuses the rest, and is tested against real questions before launch. The test report shows you the accuracy in numbers, not in promises.
Does it replace an employee?
No. It takes the repetitive part, so the employee does the part that needs a person. The handover to a person is built in.
Which AI does it use?
Whichever fits the task and the budget; that is my decision to make, not yours to worry about. Your data stays in the EU where that matters, and I say in writing where it goes.
Why a paid diagnostic first?
Because the honest answer to \"can this be automated\" is sometimes no, and you should get that answer for the price of two hours, not a project.
Not sure what you need? Write to me and we'll figure it out together. Tell me about your business