Frequently Asked Questions
Questions? We've Got
Straight Answers.
Everything you need to know about how we work, what we build, what it costs, and what to expect — before you ever book a call.
Services & Scope8 Questions
We build end-to-end AI automation systems — not just simple Zapier zaps. Our work includes multi-step workflow orchestration (using n8n, Make, or custom code), AI chatbots and voice agents, CRM automation, document processing pipelines, lead scoring systems, email automation, and internal AI tools. If a task is repetitive, rule-based, or involves making decisions from data, we can probably automate it.
Freelancers typically build and hand off. General agencies often outsource the AI parts. We're a specialist team that designs, builds, and operates AI automation in production — with ongoing monitoring, maintenance, and iteration included. We also only work on automation; it's not a sideline for us.
We've built production systems across 18+ industries, including SaaS, e-commerce, financial services, healthcare (HIPAA-aware), logistics, real estate, legal, marketing agencies, and professional services. Industry-specific compliance requirements (GDPR, HIPAA, SOC 2) are built into scope, not treated as afterthoughts.
Both, strategically. We maintain a library of production-proven workflow patterns that we adapt — which saves time and reduces risk. But the logic, integrations, error handling, and AI decision layers are always purpose-built to your specific data, systems, and edge cases.
Yes — and we go deeper than a simple chatbot wrapper. We build RAG-powered assistants that query your actual knowledge base, multi-turn conversation systems with memory, voice agents using ElevenLabs and Whisper, and omnichannel bots that work across web, WhatsApp, Telegram, and more.
Yes. All production deployments include a 30-day warranty period and optional ongoing Managed Operations retainers. We monitor system health 24/7, handle API changes and credential refreshes, push model updates, and respond to errors before they surface as client problems. Most clients stay on retainer — the average engagement length is 14 months.
Our minimum engagement is $5,000. This covers a well-scoped, production-ready workflow with documentation, testing, and deployment. If your scope is smaller, we'll tell you in the discovery call and point you toward a self-service approach.
Yes. We have a white-label partner program for digital agencies that want to offer AI automation to their clients without building the capability in-house. You own the client relationship; we deliver under your brand. Partner pricing and NDA terms are available on request.
Process & Timeline7 Questions
A focused, well-scoped workflow typically goes live within 2–4 weeks. More complex multi-system automations or enterprise deployments with compliance requirements take 6–12 weeks. We publish our full delivery timeline during the Architecture Design phase (Day 4–7).
You'll receive a confirmation with a short pre-call questionnaire (5 questions, 3 minutes). On the call (45 minutes), we'll map your current processes, identify the highest-ROI automation targets, and give you a rough scope and timeline estimate — no strings attached. If there's a fit, we send a formal proposal within 48 hours.
After the initial Discovery & Architecture phase (which requires 2–4 hours of your team's time for workshops and review), most clients spend 1–2 hours per week during the build — primarily reviewing progress demos and answering edge-case questions.
Minor adjustments within the agreed scope are handled without additional charge. If the scope shifts materially, we'll flag it early, give you a clear impact estimate in time and cost, and you decide whether to proceed. We use a change-order process to keep everyone aligned — no surprises on invoice.
We follow a least-privilege access model. We'll request read/write access only to the specific systems and data objects your workflow needs — typically via OAuth, API keys, or service accounts. All credentials are stored in an encrypted secrets manager (HashiCorp Vault).
You'll get a shared Slack channel (or Linear board if you prefer) where progress is updated daily. We send a weekly written summary every Friday — what was built, what's next, and any blockers. You'll see a live demo before anything goes into production.
Yes, fully. Upon project completion, you receive the full workflow files, documentation, architecture diagrams, and any custom code — with no vendor lock-in to Platform. We do a full handover session and train your team on how to manage and extend the system.
Pricing & Contracts6 Questions
Project fees range from $5,000 for a focused single workflow to $75,000+ for enterprise multi-system deployments. The most common engagement size is $15,000–$35,000. Ongoing managed operations retainers range from $1,500–$8,000/month depending on system complexity.
Fixed-price project engagements for all defined scope, which means no surprise invoices. We scope carefully during the Discovery phase and price against that scope. Ongoing retainers are flat monthly fees.
For project engagements: 50% upfront, 50% on completion and sign-off. For enterprise projects over $50,000: a milestone-based schedule (typically 40/30/30). We accept bank transfer, credit card, and USDC/USDT.
No lock-in for project engagements — they end when the deliverable is accepted. Managed operations retainers have a 3-month minimum to allow us to ramp up properly, then go month-to-month with 30 days' notice to cancel.
The average client reaches full payback within 3 months and 3.2× ROI within 90 days. We'll model this for you specifically during the discovery call — with your own numbers, not a generic estimate.
Yes — we offer a Proof of Value Sprint: a 2-week, fixed-scope engagement at $4,500 that delivers one production-ready workflow. About 85% of clients who complete a sprint move forward with a full engagement.
Technology & Stack7 Questions
Our primary orchestration layer is n8n (self-hosted for data control) or Make for teams that need faster iteration. For AI: GPT-4o, Claude 3.5, Gemini, and fine-tuned open-weight models. For vector search: Pinecone or Qdrant. For databases: Postgres, Supabase, Redis. For voice: ElevenLabs + Whisper.
It depends on the task. GPT-4o excels at general reasoning and long-context tasks. Claude 3.5 leads on structured data extraction and precise instruction-following. For high-volume, cost-sensitive classification, fine-tuned Mistral or Llama models reduce costs by 60–80% with minimal accuracy loss.
Almost certainly yes. We support 500+ integrations natively — if your tool has an API (or even just a webhook), we can connect to it. We've integrated with HubSpot, Salesforce, Pipedrive, Slack, Gmail, Notion, Airtable, Shopify, Stripe, Zendesk, and hundreds more.
Your choice. We default to deploying on our managed infrastructure (included in retainer cost), which we monitor 24/7. For clients with strict data residency requirements, we can deploy to your own cloud environment (AWS, GCP, Azure) or on-premise.
Every workflow we build has error handling at every node. Failures trigger automatic retry logic, and unresolvable errors route to a human-review queue rather than silently failing. We monitor all production workflows 24/7 and receive alerts before you do.
Yes. Our production systems collectively process 12M+ events per month. Individual client workflows have processed 500,000+ tasks in a single day without degradation. Scalability is designed in from the start.
Both. We use n8n and Make as visual orchestration layers because they're maintainable, transparent, and don't require a developer to understand what a workflow is doing. Where those tools have limits, we write Python or Node.js code.
Security & Compliance5 Questions
All credentials are stored in HashiCorp Vault — an enterprise-grade secrets manager — encrypted at rest with AES-256. Keys are never stored in code, config files, or version control. Access is role-based and logged.
Yes to GDPR — we have a full Data Processing Agreement (DPA) available and operate as a data processor under GDPR. For HIPAA, we build HIPAA-aware architectures (Business Associate Agreements available, PHI handling controls, audit logging).
No. We configure all AI API integrations to opt out of training data usage — OpenAI's API does not use API data for training by default, and Anthropic follows the same principle. We also apply a PII redaction layer before data is sent to any external AI API.
We have a documented incident response plan with a 72-hour breach notification commitment (meeting GDPR Art. 33 requirements). All production systems are monitored for anomalous activity 24/7. We conduct quarterly penetration tests by an independent security firm.
Yes, for any substantive engagement. Mutual NDAs are standard — we protect your information and you protect ours. We can execute your company's NDA or provide our own. NDAs are typically signed before the discovery workshop.
Results & ROI5 Questions
We guarantee delivery of the agreed scope, functioning in production, to the documented acceptance criteria. We don't guarantee specific business outcomes — no one can ethically do that. What we do is model expected ROI with your data before the project starts.
Yes — our Case Studies page has documented results across multiple industries. We can also share sanitised examples relevant to your use case during the strategy call. For clients who prefer full privacy, we have reference clients who've agreed to speak directly with prospective clients.
We define success metrics during the Architecture Design phase — typically tasks processed per day, error rate, time saved, cost per task, and system uptime. These are tracked in a live dashboard you have permanent access to.
All projects include a 30-day warranty period during which we fix any performance issues at no additional cost. For retainer clients, continuous improvement is part of the engagement: we review performance monthly and push updates to address any degradation.
Yes. We have a small group of clients who've agreed to take reference calls. We'll match you to a client in a similar industry or with a similar use case. Just ask during your strategy call.
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