Frequently Asked Questions

You're ready if you have repetitive tasks eating up staff time, inconsistent customer response times, or processes that require copying data between systems. Common signs include: staff spending more than 5 hours weekly on data entry, missed calls or delayed email responses, difficulty scaling operations without hiring, or reliance on spreadsheets to track important workflows. During our free workflow audit, we assess your current operations and identify the highest-impact automation opportunities specific to your situation.

For the initial consultation, just bring an understanding of your biggest operational pain points and time drains. No technical preparation needed. If we move forward, we'll need access to the systems you want to integrate (email, CRM, phone system, etc.), examples of your current workflows or processes, and a point of contact who understands your day-to-day operations. We handle all the technical complexity - you just need to help us understand how your organization actually works.

The free 20-minute workflow audit is a discovery call where we identify your top 3 automation opportunities and provide a rough ROI estimate. You'll leave with actionable insights you can use regardless of whether you hire us. A paid engagement is when we actually build, implement, and deploy your automation solution. This includes system integration, testing, staff training, and ongoing optimization. Think of the audit as the diagnosis; the engagement is the treatment.

Our voice agents handle inbound and outbound calls with natural conversation abilities. Inbound capabilities include: answering FAQs, scheduling appointments, routing calls to the right department, taking messages with accurate transcription, and providing business hours/location info. Outbound capabilities include: appointment reminders, follow-up calls, satisfaction surveys, and payment reminders. The agents integrate with your calendar, CRM, and other systems so they can actually take action - not just collect information. They work 24/7, speak multiple languages, and escalate to humans when conversations require personal attention.

Traditional SEO optimizes for Google's keyword-based algorithm. AI search optimization prepares your content to be understood, cited, and recommended by AI assistants like ChatGPT, Claude, Perplexity, and Google's AI Overview. This involves structured data markup that AI can parse, conversational content that answers questions directly, entity relationships that establish your expertise, and technical files (llms.txt) that help AI understand your business. With 40% of searches now involving AI, appearing in AI recommendations is becoming as important as ranking on page one.

Yes - integration is core to what we do. We work with most modern business tools including: CRMs (Salesforce, HubSpot, Zoho, Monday), communication platforms (Slack, Teams, Gmail, Outlook), scheduling tools (Calendly, Acuity, Google Calendar), payment systems (Stripe, Square, QuickBooks), phone systems (RingCentral, Twilio, Vonage), and databases (Airtable, Notion, custom databases). If your software has an API or integrates with Zapier, we can likely connect it. For legacy systems without APIs, we can often build custom connectors or use RPA (robotic process automation) to bridge the gap.

We automate end-to-end business processes, not just individual tasks. Common examples include: lead capture to CRM entry to follow-up email sequences, invoice generation to payment tracking to reminder escalation, volunteer application to background check to onboarding, customer inquiry to ticket creation to resolution tracking, and donation receipt to thank-you email to annual giving report. The key is connecting your disconnected tools so data flows automatically and nothing falls through the cracks.

Week 1-2: Discovery - we map your current workflows, identify integration points, and define success metrics. Week 2-3: Design - we create the automation architecture and get your approval on the approach. Week 3-5: Build - we develop, integrate, and internally test your solution. Week 5-6: Deploy - we launch in a controlled environment, train your team, and monitor closely. Week 6+: Optimize - we track performance, gather feedback, and refine based on real-world usage. Throughout, you have a dedicated point of contact and weekly progress updates.

We designed our process to minimize your time investment while ensuring the solution actually fits your needs. Expect: 2-3 hours during discovery (interviews, system access), 1 hour for design review and approval, 2-3 hours for testing and feedback, and 1-2 hours for training. Total: roughly 6-9 hours spread over 4-6 weeks. We handle all the technical work. Your job is to help us understand your business and validate that what we build actually solves your problems.

All our projects include a 30-day optimization period after launch. If something isn't working right, we fix it at no additional cost. We also build solutions iteratively with checkpoints - you see progress throughout, not just at the end. This catches misalignments early. For voice agents specifically, we include conversation review and script refinement as callers reveal edge cases we didn't anticipate. Our goal is a solution you're genuinely happy with, not just technically complete.

We offer project-based pricing so you know the total cost upfront - no hourly billing surprises. Starter projects (single automation or basic voice agent) typically range $2,500-5,000. Standard projects (multi-system integration or advanced voice agent) range $5,000-15,000. Enterprise projects (organization-wide automation or custom AI development) are $15,000+. After the initial build, ongoing support is optional and ranges from $500-2,000/month depending on complexity and usage volume. We provide detailed quotes after the free workflow audit.

Most clients see positive ROI within 2-4 months. The calculation depends on your current costs: if you're paying staff $25/hour for tasks that automation eliminates, and we save 20 hours weekly, that's $2,000/month in labor savings alone. Voice agents answering after-hours calls capture leads that would otherwise go to competitors - even 2-3 new clients monthly often justifies the investment. We help you build a specific ROI model during the audit based on your actual numbers, not hypotheticals.

Yes. For projects over $5,000, we offer 50/30/20 payment terms: 50% to start, 30% at midpoint, and 20% upon completion. For nonprofits, we can often extend this further or structure payments around grant cycles. We also accept payment via credit card if you need to spread costs that way. Our goal is to make automation accessible - we'd rather find a payment structure that works than have budget be the barrier to improving your operations.

Microsoft offers eligible 501(c)(3) organizations up to $3,500/year in free Azure cloud credits through their nonprofit program. This covers hosting for AI voice agents, automation infrastructure, and data storage - essentially making your ongoing operational costs near-zero. We help you verify eligibility, complete the application (takes about 2 weeks for approval), set up the Azure environment correctly, and architect solutions to maximize credit usage. The credits renew annually as long as you maintain nonprofit status.

We understand nonprofit constraints: tight budgets, grant-funded timelines, volunteer coordination, donor management, and board oversight requirements. Our solutions account for high staff turnover (documentation and training are thorough), seasonal fluctuations (systems scale up for campaigns), and compliance needs (data handling for donor information). We also help you frame automation investments in grant proposals and board presentations. Many of our team members have nonprofit backgrounds, so we speak your language.

Absolutely - this is one of the highest-impact areas for nonprofits. We can automate: program data collection from multiple sources into unified dashboards, outcome tracking tied to grant requirements, financial report generation matching funder templates, deadline reminders and submission workflows, and audit trail documentation. Instead of scrambling at reporting time, data flows continuously into report-ready formats. Some clients have cut grant reporting time by 60-70%.

Security is built into every solution. All data is encrypted in transit (TLS 1.3) and at rest (AES-256). We follow the principle of least privilege - systems only access the data they need. For voice agents, call recordings are stored securely and can be auto-deleted after a configurable period. We're happy to sign BAAs for HIPAA-covered entities and can implement additional controls for sensitive industries. We also provide documentation of our security practices for your compliance reviews or board requirements.

You own your data, period. If our engagement ends, we provide a complete export of any data we hold, assist with transition to another provider if needed, and delete our copies within 30 days of your request. Automations we build run on your infrastructure or cloud accounts you control - we don't hold your systems hostage. We also provide documentation so your team (or another vendor) can maintain solutions independently if desired.

No. We build solutions that non-technical staff can operate and adjust. Voice agent scripts can be updated through a simple interface. Workflow automations include monitoring dashboards that alert you to issues. For changes beyond day-to-day adjustments, our support plans cover modifications as your needs evolve. That said, if you have technical staff who want to learn, we're happy to do knowledge transfer and documentation so they can maintain solutions in-house.

Every project includes 30 days of post-launch support covering bug fixes, minor adjustments, and questions. Beyond that, we offer monthly support plans ranging from monitoring-only ($500/month) to full managed service with proactive optimization ($2,000/month). Support includes: system monitoring and uptime alerts, monthly performance reviews, priority response to issues (4-hour SLA on critical), and a bank of hours for modifications. Many clients start with higher support and reduce as their team gains confidence.

Business needs evolve, and your automation should too. Minor changes (updating scripts, adding fields, adjusting triggers) are typically included in support plans. Larger changes (new integrations, additional automations, major workflow redesigns) are scoped as small projects with clear pricing. We proactively flag when your usage patterns suggest optimization opportunities. Our goal is a long-term partnership where your systems continuously improve, not a one-time project that gradually becomes outdated.

Yes, and we often recommend this approach. Starting with a single high-impact automation lets you see results quickly, build internal confidence in AI solutions, and learn what matters most for your organization. We architect solutions with expansion in mind, so adding capabilities later doesn't require rebuilding from scratch. Many of our best client relationships started with a $3,000 pilot project and grew into organization-wide automation programs over 12-18 months.