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Free AI assessmentAnswer 15 questions about one process and see where AI could help.
Start an assessmentAutomate the repetitive work that takes up your team's week
We review your workflows, rank the processes worth automating, then build each approved automation, test it on your own data and hand it over with documentation. The engagement covers both the recommendations and the working automations.
- Recommendations and working automations
- Built and tested against your own data
- Designed around your existing tools
- Documentation and team training included
Why it matters
Repetitive admin is often the easiest place to start
Data entry, pulling details out of documents, preparing regular reports, sorting incoming email and processing invoices are common examples. Tasks like these repeat in the same pattern, which makes them candidates for automation. Some parts will still need a person, and some processes are better fixed or documented before anything is automated. The audit tells you which is which.
AI automation consultancy means a specialist maps your repetitive processes, judges which are worth automating and which are not, then builds the chosen automations, tests them against your own data, documents them and connects them to the tools you already use.
See it run
Lead qualification agent in practice
The workflow as it runs day to day, with a person signing off at the end. Sample data.
- Reply with the qualifying questionsProperty, roof, energy use, budgetEmail
- Read the customer’s answersChecked for missing detailsEmail
- Score the leadAgainst the agreed criteriaCRM
- Write a brief for the sales teamPre-filled from the customer’s answersCRM
Process
How the automation engagement works
The engagement moves from a workflow audit to automations running in your business, with documentation and training for the people who will look after them.
- 01Workflow and time audit
We map your most time-consuming processes in detail: who does what, how long it takes, where errors happen and where work waits. We are looking for repetitive, rule-based tasks that could be automated, and for steps that need a person's judgement.
- 02Automation opportunity ranking
We score each candidate process on how much of it can be automated, the effort to build it and its value to the business. You see a ranked list with our estimate of the hours involved for each, including the ones we recommend leaving as they are.
- 03Tool and architecture design
For each automation you approve, we design the approach. That could be an AI agent, a standard workflow automation, a document processing step or a combination. We specify the tools, the data each step uses and the points where a person reviews or approves the output before any build begins.
- 04Build, test and handover
We build each automation and test it against your own data and workflows before it goes live. Your team gets training and written documentation, and we agree a support period after go-live as part of the scope.
Deliverables
What the engagement delivers
Four outputs, from the audit stage through to handover.
The repetitive and rule-based processes we review, each scored and ranked by how much can be automated and the estimated time involved.
A technical design for each recommended automation, covering tools, data flows, integration points and where a person reviews the output.
Our estimate of what each automation costs to build and run, the time it should save each week and the assumptions behind those figures.
Written documentation and a walkthrough with your team for each automation we build, covering how to operate it, check its output and spot when it needs attention.
Why Us
Why businesses choose Reformat Labs for AI automation
We have built automations for businesses in legal, finance, healthcare, property and professional services. Each one is designed so your team can understand and maintain it.
An automation that produces poor output or needs constant attention creates a new job for someone. We test against your own records and workflows and fix what we find before anything goes live.
We agree with you which outputs a person checks or approves, and at which step. Your team can see what each automation does and change those checkpoints later.
If a standard workflow automation solves the problem, we use it. We only build an AI agent where the task needs one, for example when the inputs are free text that varies from case to case.
Each automation comes with documentation and training, so the people who use it day to day understand how it works and what to check.
Faq
Common questions about automation work
What we automate, how long it takes and what happens after handover.
What kinds of processes are good candidates for AI automation?
Typical candidates include extracting details from documents such as invoices, contracts and applications, data entry and validation, sorting and drafting email, preparing reports, qualifying leads and scheduling. Tasks that several people repeat in the same way are often worth a look. The audit identifies the candidates in your business.
What's the difference between AI automation and regular workflow automation?
Standard workflow automation, such as Zapier or Make, follows fixed rules and suits structured inputs. AI automation can handle unstructured inputs such as documents, emails and free-text forms, where the content varies and fixed rules would miss cases. Some processes need both, and we choose the approach process by process.
How long does an automation engagement take?
It depends on how many automations you approve and how complex each one is. We set out the stages and our estimated timings in the proposal before work starts.
What happens if an automation produces a bad output?
Where an output matters, we build in a step where a person reviews it before it is sent or acted on. We also set up monitoring and alerts so your team can see when an automation behaves unexpectedly. A review step reduces the chance of an error going further, and the person checking still needs to read the output.
Will my existing tools integrate with what you build?
We design around the tools you already use, such as your CRM, accounting software, email system and document storage. We check what each system allows during scoping. If a tool cannot connect in the way the automation needs, we tell you and set out the options.
Do you offer ongoing support after the automations are built?
Yes. Our Managed Services cover monitoring, maintenance, updates and improvements to your automations. It is optional, and some clients look after the automations themselves after handover.
Talk to us
Tell us about the process you want to automate
Bring the task your team spends most time on and the tools you already use.