The volume is there
Dozens of quotes, invoices or requests every week. One hour saved repeats itself, so the setup pays for itself fast.
Systems & AI agents · design, install, train
Custom AI systems and agents: I build them, you own them
The tasks that come back every week run without you, on your own accounts. You approve what commits the business, the system does the rest.
When it fits
When to have it built rather than learn to build it
Training is the right format when you want the skill in house. Custom work takes over when volume, time or complexity leave you no room.
Your tools do not talk to each other
Inbox on one side, CRM on the other, accounting somewhere else. Copying between tools is exactly what a machine does better.
You need your evenings
You could learn. Not right now. I build the system, your team learns to run it.
Examples
Systems already running in my own business
My video production company and my software Imotrack run on these systems. What I sell, I use every day.
Sales
Quotes drafted, follow-ups tracked
A client asks for a price.
The quote is ready when you open your inbox.
Five days with no answer: the follow-up leaves without you thinking about it.
Admin
Invoices sorted and checked
A supplier invoice arrives.
Amount, VAT, supplier: extracted and filed.
Anomalies come to you, the rest goes through.
Meetings
Notes and action items assigned
The meeting is recorded.
Decisions and tasks come out, with names on them.
The notes are waiting in your tool.
More cases are covered in the guide AI agent examples for small business.
Process
How a project runs
01 · Scoping
Rules get written before any code
The process as it actually happens, your decision rules, the edge cases, and what must stay reviewed by a human.
02 · Build
I build the system on your accounts
Your tools, your access, your environment. You watch it take shape and test on real cases as we go.
03 · Go live
We start gently
First alongside your current method, long enough to compare results. Only once it is clean do we switch.
04 · Handover
Your team takes over
Training, documentation, control points. You know what to watch, what to fix, and who to call when a case falls outside.
Maintenance optional
Your tools change, so do your rules. A monthly follow-up is possible, never required: the system keeps running without it.
Ownership
Who owns the system?
Your accounts, your access
- everything is installed on accounts in your name
- nothing is hosted by me
- you can shut it all down without telling me
A system someone else can pick up
- every step documented in plain English
- decision rules written down, so they can be changed
- another provider can take over without starting again
You see what it consumes
- the cost of each automation is readable
- subscriptions are in your name, never marked up
- guardrails prevent runaway usage
Limits
What I do not automate
Anything that commits the business unreviewed
A price, a reply to an unhappy client, a payment. The system prepares, a person approves. Always.
A process nobody can describe
When the rules change depending on who handles the file, they have to be written first. Automating vagueness produces vagueness faster.
Anything that costs more than it returns
A task done twice a year does not justify a system. I say so before the quote, not after.
FAQ
Common questions about custom systems
How long before it runs?
A first useful system takes a few weeks. A full plan coming out of an audit is usually deployed over 4 to 8 weeks.
Which tools do you use?
Usually Claude to read and draft, n8n to orchestrate, and your existing tools for the rest. The choice happens during scoping, never before.
Where does my data go?
The systems run on your accounts, with your subscriptions. During scoping we decide what can be sent to a model and what stays with you.
Am I locked in with you?
No. Documentation handed over, teams trained, accounts in your name. Maintenance is an option, not a condition.
Do I need an audit first?
Not mandatory, but useful as soon as several projects compete. The AI audit exists to set the order.
How much does a custom system cost?
Quoted after scoping, broken down piece by piece. It depends on the number of processes, the tools to connect and the level of control you want.
Getting started
Book a free call
Thirty minutes to describe your heaviest process. I tell you whether it can be automated, how, and what it takes.
Book a free callOr in writing: theo@my-agent.io