Fixed price, fixed scope
One process, 4 to 6 weeks, one figure agreed before the start. No hourly billing and no additional invoices.
02
Process automation
Taking pilots
Automate therepetitive,focus onwhat matters
AutomateNow automates one real process with AI, built on the tools you already use. It runs as a fixed-price pilot: 4 to 6 weeks, one process, one figure agreed before the work starts.
In short
AI process automation assembled from tools that already exist and layered on top of your current systems, delivered as a fixed-price pilot for one process in 4 to 6 weeks.
Free consultation
Start with a conversation, not a contract.
Tell us what your company is struggling with. We talk the problem through, ask the questions that matter and help you work out which automation options could fit, and whether automation is worth it here at all. The first conversation is free, and it commits you to nothing.
Book a free consultationWhat is free
A first conversation of about 30 minutes. You describe the situation in your own words, we ask clarifying questions and outline the options we can see from what you tell us.
What is agreed separately
A proper study of the process: sessions with the people who run it day to day, access to the tools and numbers it lives in, and a written map of how it works now. That is its own piece of work, scoped and agreed with you, and it usually starts the pilot.
The problem
Routine work quietly consumes the hours of the people you can least afford to lose.
- Calls, bookings and routine questions fill a person's whole day
- Requests arriving at night or at the weekend wait until Monday
- A reply two days late, and the customer is already with a competitor
- A new hire needs weeks and a mentor to reach working speed
- How the process actually works lives in a few people's heads
- Forgotten requests and typos when data is moved by hand
How it works
We connect tools that already exist instead of writing software from scratch.
The automation is assembled on workflow platforms such as n8n and integrated into the systems you run today: email, calendar, telephony, CRM. Nothing is replaced, an AI layer is added on top. It handles the typical cases and passes anything unusual to a person with a ready summary. We start with a pilot: one process, a fixed price and a fixed timeframe, so you see the result before there is any talk of a larger contract.
Key features
What AutomateNow
does.
Process audit first
Before anything is built we map with your process owner what happens today, who is involved and where the time goes.
Built on your tools
Email, calendar, telephony and CRM stay where they are. The automation layers on top of them instead of replacing them.
Full action log
Every action is recorded: what came in, what was handled, what was passed to a person. Transparency instead of a black box.
Manager dashboard
Requests handled, hours saved, and every point where the automation handed a question over to a human.
Works in your language
Interfaces and AI assistants in Finnish, English, or whatever you need: Swedish, Estonian, Russian, Ukrainian.
What we have built
The reference we can show: one process, running with a client today.
AI secretary
A Windows app that goes to meetings instead of your memory. It notices that a call has started, in Discord, Zoom or anything else, and offers to record it. One click and you can forget the record button: your voice and the other voices are written on separate tracks, and when the call ends the recording stops and saves itself. The transcript is written while people are still talking, with the key points updating beside it. Recordings, transcripts and tasks stay on your own computer, and speech recognition runs fully locally with no audio sent anywhere.
- An important moment can be flagged mid-call with one keystroke, together with a screenshot of what was on screen
- Every line is marked with who was speaking and carries a timestamp: click it and the player is at exactly that moment
- When the call ends the meeting names itself, gets tags and lands in the right project, and an hour of talk folds into a short list of what mattered
- What was agreed becomes tasks by themselves: who, what, by when, on which project, each with the word-for-word quote and a button to hear it
- A task discussed across three meetings stays one task, and a review mode walks through the rest one by one: keep, drop, already done
- Ask the archive what was decided about the design in July and get the answer with links to the exact minute of the exact meeting
Example scenarios
Four processes that fit the shape of a pilot. These are examples of what automation looks like in practice, not work we have delivered.
Each one is a single process with a start and an end, not a plan to automate a company. If your own process has a similar shape, it fits too.
01
Example
Incoming customer requests
Teams where one shared inbox or web form is answered by several people
Requests arrive by email, through the website form and by phone at the same time. Nobody owns the queue, so the same question gets answered twice, and a request that needed one clarification sits untouched for two days.
Starts when
A request arrives by email or from the website form
Ends when
It is recorded, answered or handed to the right person, and the customer knows what happens next
Done by hand today
- Reading every message to work out what it is about
- Copying the details into a spreadsheet or CRM by hand
- Answering the same routine questions again
- Asking around to find out who takes it
What we automate
- Sorting incoming requests by type and urgency
- Answering the routine questions from your own material
- Creating the record in your CRM with the details already filled in
- Passing anything unusual to a person with a short summary
What the business gets
- Every request is recorded, so none of them sits unnoticed
- Routine questions get an answer the same day, including outside office hours
- Less duplicated work, because the queue has one state everyone sees
- The manager can see how many requests came in and what happened to each
02
Example
Handling job applications
Companies hiring continuously, where HR is one person or part of somebody's job
Applications pile up in a mailbox during the weeks when hiring is busiest. Screening happens in batches, good candidates wait, and the ones who are not a fit often hear nothing at all.
Starts when
An application arrives through the job advert
Ends when
The candidate is either booked into an interview slot or has received an answer
Done by hand today
- Opening every application and comparing it against the requirements
- Keeping a separate list of who is at which stage
- Writing the same first reply and the same rejection over and over
- Going back and forth over email to find an interview time
What we automate
- A first pass against criteria you agree in advance
- Replies to applicants, including the answer to those who are not a fit
- Interview scheduling against the interviewers' calendars
- Collecting the documents a new hire has to submit
What the business gets
- Applicants get an answer quickly, which is what they remember about you
- The hiring manager reviews a shortlist instead of an inbox
- Fewer candidates lost because a message was missed
- The state of every open role is visible in one place
03
Example
Onboarding a new employee
Teams where onboarding repeats often and how things work sits with a few experienced people
Every new hire is introduced to the company from memory, by whoever is free. The instructions are slightly different each time, access requests are remembered late, and an experienced colleague spends the first weeks answering questions instead of doing their own work.
Starts when
The contract is signed and the start date is known
Ends when
The new hire has the accesses and the material they need, and can get answers without a colleague sitting next to them
Done by hand today
- Explaining the same basics to each new person
- Remembering which accesses this role needs and asking around for them
- Digging out documents, links and instructions from chats and drives
- Answering the same questions in the first weeks
What we automate
- A checklist per role that opens the access requests by itself
- Handing over the materials and links in the right order
- An assistant built on your own documents that answers the recurring questions
- A view for the manager of what has been covered and what has not
What the business gets
- The same onboarding every time, instead of one that depends on who is free
- Less senior time spent repeating the basics
- How the work is done gets written down as a side effect and stays available
- The manager sees where new people get stuck, and can fix the material
04
Example
Supplier invoices and documents
Office and service companies where documents travel by email between people and the accounting system
Invoices and delivery documents arrive as attachments in personal mailboxes. Someone types the numbers into the accounting system, forwards the document for approval and remembers to chase it. When a payment is late, nobody can say where it stopped.
Starts when
A document arrives by email or from a supplier portal
Ends when
It is recorded in the accounting or project system and is with the right person for approval
Done by hand today
- Saving attachments and renaming them by hand
- Typing supplier, sum, due date and project code into the system
- Forwarding the document to whoever approves it
- Chasing approvals before the due date
What we automate
- Reading the fields out of the document and filling the record
- Filing it against the right supplier and project
- Sending it to the approver with a reminder before the due date
- Flagging anything that does not match, for a person to check
What the business gets
- Fewer typing errors in figures nobody double checks
- Documents stop living in one person's mailbox
- Approvals happen before the due date rather than after it
- It is possible to answer where any document currently sits
How we work
Four steps, and at every point you know what happens next.
-
01
Kick-off meeting
We walk through the process with your process owner, agree the acceptance criteria, write down the numbers as they stand today and arrange access to the tools where the process lives: email, calendar, telephony, CRM, limited to the minimum necessary. A data processing agreement is signed before the start and we provide the template.
-
02
Pilot on your existing tools
Fixed scope, fixed timeframe. We build the automation and integrate it into the systems you already run, with a working demo halfway through the pilot. Your effort stays small: one responsible contact and two meetings of 1 to 2 hours, the process audit and the acceptance.
-
03
Final report
A closing meeting of one hour on the results: the measured outcome, before and after numbers against the criteria set at the start, and recommendations on what is worth extending next.
-
04
After the pilot
An optional next step: custom development tailored to your case, or a support subscription. Both are separate agreements, decided once the pilot has produced its numbers.
Pilot options
Three shapes of pilot. Which one fits is decided at the kick-off meeting, once we have seen the process.
Basic
6 000 EUR
For one clearly defined process with a small number of connections.
- One process
- Up to 2 integrations
- For example the AI secretary: your meetings plus your task tracker
Extended
12 000 EUR
For a process with more moving parts, or two simpler ones at the same time.
- One complex or two simple processes
- Up to 4 integrations
- Manager dashboard
Complete
20 000 EUR
For covering several processes in one pilot and keeping support afterwards.
- Three processes: secretary, onboarding, HR
- Manager dashboard
- 3 months of support after the pilot
Fixed price, not hourly. Hourly billing turns the conversation into our rate and leaves you with an open-ended bill; a fixed price turns the conversation into the result. Third-party service licences and telephony are paid by you directly, and we help you pick the minimum set.
What the pilot covers
The boundary is written into the agreement, so nothing surprising turns up on the invoice.
What the pilot includes
- Process audit in week 0 to 1 with your process owner: what happens, who is involved, where time is lost. Output: a map of the process as it is and as it will be.
- Turnkey automation built on AI and integrated into the tools you already use: email, calendar, telephony, CRM.
- Work in your language: interfaces and AI assistants in Finnish, English, or whatever you need, including Swedish, Estonian, Russian and Ukrainian.
- A full log of everything the automation does: what came in, what was handled, what was passed to a human.
- A manager dashboard: requests handled, hours saved, and where the automation handed a question to a person.
- A handover session of 2 hours for the responsible employee, plus support for the whole pilot period.
- A final report: results, before and after measurements, and recommendations for extending.
What it does not include
- Automating a second or further process. That is the next contract.
- Custom software built from scratch. Custom development is possible as a continuation after a successful pilot, not inside it.
- Replacement of your existing systems. They stay, we build on top of them.
- Third-party service licences and telephony. You pay those directly and we help pick the minimum set.
- Support after the pilot ends, except in the Complete option. It is offered separately as a subscription.
What we measure
The metrics are agreed before the start, and the same numbers are read back at the closing meeting.
-
01
Hours of human time spent on the process per week, before and after
-
02
Share of requests handled without a person
-
03
Response time to a client request, from hours or days to seconds
-
04
Number of lost or forgotten requests
-
05
For onboarding: time until a new hire works independently, and the number of questions to colleagues
-
06
Cost of handling one request or one hire, per year
Who it's for
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