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AI-powered workflow automation

Turn repetitive work into automated workflows.

For entrepreneurs and small businesses: we design and build automated workflows that take repetitive admin off your plate, without replacing the tools you already use.

Book a free intro callSee how it works

Bring us one workflow. Thirty minutes, and an honest answer about what is worth automating.

Tools replaced
0
Step stays yours
1
Minutes, free
30
  1. Today

    The work keeps arriving faster than you can clear it.

    Leads, e-mails, quotes and follow-ups all land in the same queue, and that queue is you. Every one of them sits there until you get to it.

  2. Step one

    First we map every step, then we design the workflow around it.

    We follow one process from end to end: what sets it off, who touches it, which systems it passes through. Only then do we decide what a machine can carry and what stays yours.

  3. Step two

    The workflow runs on its own, with you still in the loop.

    It connects to the tools you already use and keeps moving without waiting for you. The gold step is the one place it stops, because that decision is yours.

  4. The outcome

    Your work keeps getting done without you doing it.

    The routine part runs whether you are at your desk, with a client, or away for the week. What is left on your plate is the work only you can do.

Built for businesses where too much still depends on you.

  • Consultants and advisors

    Proposals, follow-ups and notes that all queue up behind the same person.

  • Agencies and studios

    Briefs coming in, status updates going out, and reporting every single month.

  • Service businesses

    Quotes, scheduling, invoices, and all the reminders in between.

  • Sales teams

    Research, qualification and CRM hygiene before a single call happens.

  • Independent professionals

    You are the delivery team and the back office at the same time.

What this looks like in practice

Five workflows we design and build. Yours will look different, because it starts from how you actually work.

Lead intake to CRM6 steps, 1 for youExample run
  1. 01Website form submitted0.2sSomeone fills in the contact form on your site, and that starts the run.
  2. 02Check for a matching contact0.4sThe workflow looks in your CRM to see whether this person is already known.
  3. 03Enrich company details3.8sIt looks up the company behind the e-mail address and adds what it finds.
  4. 04Score the lead and draft a reply7.4sIt weighs the lead against your criteria and writes a reply for you to read.
  5. 05You approve the reply4m 12sNothing is sent until you have read that draft and given the go-ahead.
  6. 06Send the reply, log the contact1.1sThe reply goes out and the contact lands in your CRM with the notes attached.
Endpoint
POST /hooks/lead-intake
Source
Website contact form
CRM
Teamleader
Reply from
Gmail
Run time
4m 25s
Summary

When the lead fits your criteria and no contact exists yet, the workflow creates one. The reply goes out unchanged once you approve it, with the enrichment notes kept on the contact.

TriggerWebsite form submission
CadenceOn every new entry
ConnectionTeamleader
Current stepStep 6 of 6, writing to the CRM
Outreach to booked meeting6 steps, 1 for youExample run
  1. 01Weekly prospect list opens0.3sOn weekday mornings the workflow opens the list of accounts to approach.
  2. 02Research each account11sIt reads up on every company, so the message is not a generic template.
  3. 03You pick who gets contacted6m 38sYou see the list first and decide which accounts are worth an e-mail.
  4. 04Draft personalized e-mails5.9sFor every account you kept, it writes one e-mail based on that research.
  5. 05Send and set follow-up dates2.2sThe e-mails leave, and each one gets a reminder set for a week later.
  6. 06Log the sequence in the CRM0.8sEverything that was sent is written to the CRM, so nothing stays in your head.
Schedule
0 8 * * 1-5
Batch
12 accounts queued
Calendar
Google Calendar
CRM
HubSpot
Run time
6m 58s
Summary

Where an account matches work you have already won, the draft opens with that reference. Every e-mail leaves with a follow-up date seven days out and a slot held in your calendar.

Trigger0 8 * * 1-5
CadenceWeekday mornings, 08:00
ConnectionHubSpot
Current stepStep 6 of 6, logging the sequence
Inbox triage to reply6 steps, the last one is yoursExample run
  1. 01New e-mail in the shared inbox0.1sA message lands in the shared mailbox and the workflow picks it up.
  2. 02Classify the request1.3sIt works out what the message is about, for example a question about a quote.
  3. 03Pull the thread history0.6sIt reads the earlier messages in the same conversation for context.
  4. 04Check the open quote in the CRM2.9sIt looks up what you already quoted this client, so the answer matches.
  5. 05Draft the reply4.7sThe reply is written from that thread and that quote, not from a template.
  6. 06You approve the reply2m 40sThe draft waits in your inbox and only leaves when you say so.
Watcher
*/2 * * * *
Mailbox
Outlook
Category
Quote follow-up
Thread
4 messages, 1 attachment
Waiting since
2m 40s
Summary

The draft is built from the four messages in the thread and the open quote in your CRM. Nothing leaves the mailbox until you approve it.

TriggerNew e-mail, shared inbox
Cadence*/2 * * * *
ConnectionOutlook
Current stepStep 6 of 6, waiting for you
Supplier invoice to bookkeeping6 steps, 1 for youExample run
  1. 01Invoice arrives by e-mail0.3sA supplier sends an invoice to your mailbox, and the run starts there.
  2. 02Read the PDF5.2sThe amounts, the VAT and the invoice lines are read straight from the PDF.
  3. 03Match the purchase order1.8sIt searches for the order that belongs to it and flags any difference in price.
  4. 04You approve the amount1m 47sYou see the invoice next to the order and confirm the amount is right.
  5. 05Book the invoice3.4sThe invoice is entered in your accounting package on the right account.
  6. 06File the document, notify accounting0.9sThe PDF is filed with the entry and your bookkeeper gets a short notice.
Endpoint
POST /hooks/invoice-in
Accounting
Exact Online
Document
PDF, 2 pages
Match
Purchase order found
Run time
1m 59s
Summary

The lines are read from the PDF and matched to an open purchase order, and any price difference is flagged before booking. Nothing reaches the supplier account until you approve the amount, and the original is filed with the entry.

TriggerInvoice in the mailbox
CadenceOn every incoming invoice
ConnectionExact Online
Current stepStep 6 of 6, filing the PDF
Customer question to answer6 steps, 1 for youExample run
  1. 01Question arrives from the site0.2sA customer asks a question through the widget on your website.
  2. 02Classify and set priority1.1sIt sorts the question by subject and works out how urgent it is.
  3. 03Search the knowledge base2.4sIt goes through your own articles for the passages that answer this.
  4. 04Draft the answer with sources4.3sAn answer is written that links to the articles it was built from.
  5. 05You release the answer58sYou read the answer once and decide whether it goes to the customer.
  6. 06Reply sent, ticket updated1.2sThe customer gets the answer and the ticket closes with it saved.
Endpoint
POST /hooks/support-in
Channel
Widget on your site
Helpdesk
Teamleader
Sources
3 articles cited
Run time
1m 07s
Summary

The answer is built from the three articles the question matches in your knowledge base, and it links to all three. It goes out once you release it, and the ticket closes with that same answer saved as a new snippet.

TriggerQuestion from the website
CadenceOn every incoming question
ConnectionTeamleader
Current stepStep 6 of 6, updating the ticket

You bring the workflow. We handle the rest.

Not advice you still have to implement, and not another tool to figure out. We map it, design it, build it, connect it and keep it running: one accountable partner from start to finish.

  1. 01Discover
  2. 02Identify
  3. 03Design
  4. 04Implement
  5. 05Optimize

We understand your business.

We analyze how you work today: the processes, the tools, the handoffs, and where time actually goes.

  • Workflow map
  • Tool and handoff inventory
  • Notes on where the time goes

We find where time is being lost.

We pinpoint the processes with the highest automation potential: repetitive tasks, manual data entry, bottlenecks, and steps that are predictable enough to systematize.

  • Priority shortlist
  • Effort and impact estimate per process

We design your AI workflow.

We define which agents, systems and integrations are needed, and exactly where humans stay in the loop.

  • Workflow design
  • List of approval points
  • Data flow overview

We make it work in your business.

We build the agent system and connect it to the software you already use: CRM, e-mail, calendar, accounting, Google Workspace or Microsoft 365.

  • Running workflow
  • Connected systems
  • Handover walkthrough

We make it better over time.

We monitor performance, test, improve, and extend workflows when it is relevant. An automation is never a one-off project.

  • Run log and failure alerts
  • Improvement backlog

A free call first. The full audit only if it earns its place.

We start with one conversation about one workflow. If a full audit makes sense after that, it is paid work and you know the price before we begin. Nothing to prepare.

The first call costs nothing and commits you to nothing. Everything after it carries a price you agree to in advance.

  1. Pick one workflow

    You choose the process that eats the most time. Lead intake, quoting, onboarding, reporting: whatever you dread on Monday morning.

  2. Talk it through, free

    Thirty minutes. We walk through what sets it off, who touches it, which systems it passes through, and where it stalls. You get an honest answer about whether automation is worth it for you.

  3. The full audit, if you want it

    Up to three processes mapped in depth, with a written analysis of where the time goes, what should stay human, and what automation would actually take. Paid work, at a price agreed before it starts.

  4. Build, or do not

    The written analysis is yours either way. If you want the first automation built, you get a defined scope and price before anything is touched.

How much is manual work costing your business?

Estimated cost of manual work€22,080/ year
hours8/ week

That is roughly 368 hours of repetitive work per year, based on 46 working weeks.

A rough estimate in ten seconds. Move the sliders.

Not all of this work can or should be automated. That’s exactly what the workflow audit determines.

Let’s see what you could automate

This is an indicative calculation, not a guarantee of savings. The workflow audit tells you what is realistic for your business.

We combine strategy, AI and implementation.

01

From strategy to implementation

We don’t hand over a report and leave you to build it. We design the workflow, build it, connect it to your systems, and keep refining it with you.

02

Workflow-first

We start with the problem, not the technology. The tools follow from the workflow, never the other way around.

03

Built around your business

No one-size-fits-all automation. Every system is designed for how your business actually operates.

04

Keep the tools you already use

You keep working where you already work. We connect the automation to your CRM, e-mail, calendar, accounting and internal tools instead of replacing them.

05

Human when it matters

AI handles the routine. People stay involved wherever human judgment, relationships or creativity matter.

06

Continuous improvement

Your workflows keep evolving after launch. One accountable partner keeps refining them and builds new ones as your business grows.

Agora is run by Noa and Jordan.

We are a small team, so the people you talk to are the people who build your workflows. That also means we are straight with you about scope: if something falls outside what we can do well, we say so instead of taking the work.

Built with you. Not behind you.

  1. We don’t automate everything

    Some steps should stay human, and we will tell you which ones. We automate what makes sense and design the workflow around the parts that need a person.

  2. You see the whole system

    Before anything goes live, you see which systems the workflow touches, what data moves between them, and what leaves your environment.

  3. One accountable partner

    The same people run the audit, build the workflow and maintain it. Nothing gets handed off to someone who was not in the room.

Fair questions, straight answers

Your team and your tools

Will AI replace my employees?

No. The goal is to remove repetitive work, not people. The workflow takes over the copying, checking and re-entering, so your team spends its hours on the work that needs judgment, relationships and expertise. If an automation only pays off by cutting your team, we will say that out loud rather than sell it to you.

Do I need to replace my existing software?

Almost never, and that is the point. We connect the workflow to the systems you already have: your CRM, mailbox, calendar, accounting package and internal tools. If something genuinely cannot be connected, you hear it during the audit, not halfway through a build.

Data and control

What happens to my business data?

We keep this concrete instead of promising that everything is simply safe. Access rights are set per system and per agent, so each part of the workflow can only reach the data it needs. Data only goes to an AI model where that step of the workflow requires it, and we agree up front which data may be processed where. Before anything goes live, you get an overview of every system the workflow touches and everything that leaves your environment, and you sign off on it.

Can I keep human approval in the workflow?

Yes, and in plenty of workflows you should. Any step can be set to wait for a person: an outgoing e-mail, a quote above a certain amount, anything that touches a client relationship. We decide together where the automation stops and your judgment starts, and that line can move once you see the system running.

Scope, cost and what comes after

How much does it cost?

There is no fixed price list for a build, because no two workflows are the same. The investment follows the complexity of the workflow and the number of systems it has to reach. The first call is free. A full workflow audit is paid, at a price we agree before it starts, and you get a defined scope and price before anything is built, so there are no surprises halfway through.

How long does implementation take?

It depends on the workflow. For one well-defined process you should think in weeks; a chain of connected processes takes longer, and older or closed systems are what stretch the timing most. After the audit you get a concrete timeline for your situation, before you commit to anything.

What happens after implementation?

We stay responsible for it. We monitor the workflow, fix what breaks, adjust it when your process changes, and extend it when a new step becomes worth automating. You are not left holding a system that nobody in your business understands.

What if my workflow is very specific?

Specific is the norm, not the exception. Two businesses that look identical on paper run completely differently in practice. The audit exists precisely to map your version, including the exceptions and the edge cases most tools quietly ignore. The more specific the workflow, the more there is to gain by automating the repetitive work around it.

Give us your workflow. We’ll build the system that runs it.

Bring us one workflow that takes too much of your time. In thirty minutes we’ll tell you what could be automated, what should stay human, and whether it is worth your money. No charge for that conversation.

Book your free intro call

Or e-mail us directly: j.guzman@midnightspaceconsultancy.com