Map inputs and ownership
Identify where a request begins, which fields are required and who owns the next action. Agree what happens when information is incomplete.
AI & Business Automation
Less manual follow-up. More control.
Connect the moments between an enquiry, your CRM and the next action—with clear rules and a human route when something needs attention.
Prices cover the listed scope. Additional work and external costs are quoted separately.
A practical approach
Automate a process the team can trust.
Start with one repeatable task and make the trigger, decision and exception path visible before expanding it.
Test the decision paths
Check which records qualify and where each branch leads. A workflow simulation helps review logic, but live actions still need a controlled end-to-end check.
Plan the exception route
Give failed or unusual requests a clear owner, notification and recovery step. Keep approval with a person where the decision needs judgement.
Available workflow features depend on your tools, permissions and subscription.
Platform reference: HubSpot: testing a workflow
AI & Business Automation
What we’ll deliver.
Automate three defined workflows across up to two systems, with exception handling and operator training.
- Leads are copied between tools by hand.
- Follow-ups depend on someone remembering.
- Failures and exceptions are difficult to spot.
Map the manual process
Trace the trigger, required information, team owner and exceptions for each workflow.
How we check it
Approve the three workflows and verify the exact systems and account capabilities.
Configure the agreed actions
Connect the systems and implement field checks, routing and supported updates.
How we check it
Use approved test records to confirm that each action reaches the right destination.
Test failures and duplicates
Run fifteen acceptance scenarios covering valid input, retries, duplicates and missing information.
How we check it
A repeated trigger does not create an unintended second action; failures remain visible.
Train the operator
Explain how to inspect activity, pause the workflow and escalate an unresolved item.
How we check it
Name the operator, usage-cost owner and support route before enabling live actions.
Your handover
Trigger/action map, configured workflows, fifteen-scenario test record and an operating guide covering failures and ownership.
Included scope and boundaries
- 1 process workshop
- 3 defined workflows across up to 2 systems
- trigger/action/exception map
- 15 acceptance scenarios
- operator training
- 14-day defect correction window
Outside this scope: Unlimited workflows, custom products, platform licences, message/call usage and unsupported connectors
Scope and investment
Plan the work and the budget together.
$1,500 – $4,000 / implementation
2–4 weeks after access and approved workflow
Additional costs
Optional support $250 – $600 / month; software/usage separate
What changes the cost?
Price by workflows, systems, branching and failure recovery; AI calling uses its own scope
Working with your budget
If the full scope is beyond your budget, we’ll prioritise the most useful work and agree a smaller first phase with you.
What we need from you
- Manual task
- current systems
- monthly volume
Share what is available. We’ll identify any missing access or inputs during scoping.
Published prices apply to the listed scope. Deliverables, timing, revisions and external costs are confirmed before work starts.
View a delivery checklist for this service
An enquiry-routing automation specification
An illustrative delivery approach to help you review the scope. This is a planning example, not a client case study.
| Stage | Example work | Acceptance or decision |
|---|---|---|
| Trigger | A valid website enquiry creates one record in the agreed CRM. | Validate required fields and use a unique submission reference. |
| Action | Assign the record by service area and notify the responsible team member. | Check assignment and a single notification in the test environment. |
| Exception | A CRM connection fails or the service area is unknown. | Queue for retry or human review; preserve a visible failure record. |
A ScaleXSol product
ScaleXTalk
AI receptionist & voice automation
Keep the conversation going when your team is busy. ScaleXTalk handles business calls, collects caller details, qualifies enquiries and supports appointment booking.
- AI call answering
- Appointment booking
- Caller details and lead qualification
- Customisable call scripts
Product or managed service?
ScaleXTalk is the voice product. ScaleXSol can scope the business setup, call rules, integration, testing and management separately. Confirm the selected product plan and deployment requirements in the combined quote.
What should I evaluate?
Listen to the roofing, plumbing and HVAC call recordings on the AI receptionist service page to assess the voice and responses. Before deployment, also test appointment booking, interruptions and human fallback against your business rules.
What makes up the total cost?
One-time setup, recurring management, the product/platform plan, telephone numbers and call usage. The management allowance alone is not the total operating cost.
View illustrative platform examples
Tools and delivery
Platform examples
Illustrative platform screens show the type of work and reporting. These are not client results.
n8n
Lead routing and exception handling
Inspect validation, duplicate checks, destinations and exception handling.
Vapi
AI call intake and handoff
Review sample call intake, extracted details and the human handoff.
HubSpot
Lead ownership and deal pipeline
Give each enquiry an owner, a next action and a clearly defined stage.
Calendly
Appointment availability and booking
Connect available slots with service details and confirmation rules.
WhatsApp Business
Customer messaging and order follow-up
Review confirmation prompts, follow-up labels and operator handoffs.
Optional delivery walkthroughs · illustrative
Project walkthroughs
All project walkthroughsFrom idea to something you can inspect.
Explore eight illustrative projects, from the initial brief to delivery and acceptance. Businesses and data in these walkthroughs are fictional.
AI and operations
Oakline Service Group
A dependable handoff from first enquiry to appointment.
Illustrative project
Explore the walkthroughCompare related services
- Handle incoming calls
Voice workflow, booking and human fallback.
- Organise the sales process
Pipeline, data and team adoption.
- Connect order confirmations
Messaging, writeback and exception handling.
Before you decide
Questions worth asking.
Can you automate my actual task without disrupting my business?
Start with the actual task, its trigger, the systems involved and the exceptions that need a person. The initial allowance covers three defined workflows across up to two systems. Rehearse with approved test records before enabling live actions, and agree what happens when a connection fails or a task cannot be completed.
Which tools can you connect?
Confirm the exact products, subscription tiers and available integration methods during scoping. A platform logo does not guarantee every feature is available on your plan. Unsupported connectors or additional systems change the scope.
How do we estimate savings and ongoing cost?
Record task volume, time per task, human review, software and usage charges. The automation calculator in Resources can explore those assumptions. Released capacity is not automatically cash savings, and a scenario is not an achieved outcome.
What is the starting budget and what is separate?
$1,500 – $4,000 / implementation. Optional support $250 – $600 / month; software/usage separate These are published USD prices. The written quote must state the complete cost, payment schedule and applicable taxes.
When can the work begin and what do you need from me?
2–4 weeks after access and approved workflow. To scope the work, prepare: Manual task; current systems; monthly volume. The schedule starts after the required access, inputs and approvals are ready.
How are revisions, extra work and support agreed?
Use the listed deliverables and exclusions as the starting point. The quote must state acceptance checks, review rounds, payment stages, cancellation arrangements and any ongoing support. Requested additions need an agreed cost and schedule before implementation.
Getting started
Keep exploring
Your next useful step.
service
CRM Setup and Automation
Explore serviceAI Receptionist
Explore serviceWhatsApp Business Automation
Explore serviceBusiness Workflow Integrations
Explore guideLead follow-up workflow blueprint
Explore guideSpeed-to-lead measurement guide
Explore guideMarketing automation ROI worksheet guide
Explore serviceData Analytics
ExploreStart with the right questions
Plan my projectLet’s scope your next step.
Tell us where you are, what needs to change, and what success would look like for your business.