AI steps in your processes
We set up AI workflow automation within limits you define
Before launch, you know what AI handles, what a person checks and where the data is processed. IntegroFlow’s AI automation services for small and mid-sized businesses help you automate a workflow with AI, one step at a time. An AI step is one step inside a process where AI reads, sorts, extracts or drafts, then the process carries on by its own rules. Our team sets each one up. Handing a whole process to AI, or replacing an employee with it, is not our offer.
Two filters
AI business process automation, or a simple rule?
Emails and data entry fill your team’s week, and offers of AI business automation keep coming. Business automation with AI starts with one question: which step?
| In this step | A rule is enough | You need an AI step |
|---|---|---|
| Input | Same fields in the same place, or a data file | Free text, or documents that differ in layout |
| Decision | “If this, then that” | What the text means: request type, urgency |
| Data | Already in a system | Only inside emails, scans or attachments |
Read it by step. In AI process automation, one process can hold both. If every step lands in the rule column, you need ordinary automation with no AI. In the free assessment, we check whether an AI step fits and tell you if a process doesn’t need one.
When a chat subscription is enough
| A chat subscription may be enough when | What changes when |
|---|---|
| A person starts the task in chat and reads the result | The step runs inside the process on its own: input from several systems, result passed on |
| The data isn’t sensitive | Customer data is involved, and you need to know where it’s processed |
| A mistake is easy to spot | Nobody has decided what to check or where unsure results go |
| Someone will maintain the setup | The work must carry on after a tool changes |
See who should build it: you, your team or outside help. Looking at an AI automation agency for businesses, or comparing AI automation agencies with an in-house hire? Setup moves to them, but your side still checks results in daily work.
What’s included
What our AI automation services cover
These AI automation services for businesses come down to four types of step in AI automation workflows.
Classification of incoming requests
AI sorts requests by type and urgency and, when the wording decides it, by next stop.
Extraction from emails and documents
We set AI to read documents automatically and pull fields such as contacts or an invoice total.
Drafts for your team
A member of staff gets a first reply to edit.
Agent scenarios with checks
An AI agent acts and flags what it’s unsure of, within the limits below.
Inside a process, an AI step doesn’t write to your customers on its own, even on a minor question. Answers to your customers’ repeat questions are a separate service.
What happens to each result
| AI step result | What happens next |
|---|---|
| On the checklist written before work starts | A person checks it, even if the agent is sure |
| Flagged by the agent | A person checks it |
| The agent isn’t sure, by its own judgment | It goes for review |
| Serious | It goes to a person for review |
| Minor | It may go into the system automatically, adding new data, but not to your customers |
Human review doesn’t cover everything. That’s deliberate: improving workflow efficiency with AI automation fails if the work gets done twice. Both sides check: ours during launch and setup, yours in daily work. Our team writes the checklist and walks you through the details. You see it and define the limits before launch.
What an AI step doesn’t do
In the automated workflows we build, an AI step doesn’t do these on its own, and the list isn’t complete:
- operations with money
- replies to messages with sensitive data (what counts as sensitive is defined at the start of each project)
- changing or deleting a record in a CRM or accounting system
Where the data is processed on an AI step
On an AI step, data is processed on your server and in the AI model provider’s cloud. The automation with the AI step is stored on your server. The provider account is yours, and you pay the provider for AI usage directly. A no-cloud option exists and is discussed separately. Whether a model provider may use your data for training depends on its terms and your account settings, so we don’t promise it either way. The wider question is where automation data lives and what GDPR asks of it.
Only automations with an AI step sit on your server. Ordinary automations run on our standard setup.
How it goes live
We find the step, map the process, set it up, launch and support it. The launch runs in parallel with your current process: a test stage, manual mode during the test, rollback at any moment. You see results next to the manual work. Here is how an automation project runs, from the free assessment to launch.
AI for business automation
One project, and what went wrong first
Appliance repair company, 18 people
In one of our projects, requests came through five channels. We built one queue first, then added AI to identify the request type, appliance, area and urgency, extract contact details and draft follow-ups. Price, warranty, technician and visit time stay with the dispatcher. AI doesn’t diagnose or promise an arrival time without a person confirming it. The start brought duplicates, false urgency and overconfident drafts, so we switched off automatic sending. A dispatcher checks each reply, and a manual review queue takes duplicates and unclear requests. For the whole project, queue and AI together, lost or forgotten requests fell from 6–8 to 0–1 a week. That compares six weeks before launch with six after stabilizing.
Wholesale distributor
In another project, AI field extraction came after the invoice route, and low-confidence reads and mismatches stayed with a person.
Private outpatient clinic
In a third project, AI classified incoming replies and unsure ones went to a manual queue, with medical decisions and clinical triage outside the automation.
We have more projects like these.
Starting point
Where standalone automation starts
One-off setup
from €900
Monthly support
from €120/mo
Both are lower limits for standalone automation, without a website. You pay the model provider for AI usage directly, and it isn’t part of IntegroFlow’s monthly fee. The price depends on the process and how precisely it’s described. A written proposal fixes it for the agreed scope. See what standalone automation’s price starts from.
Questions
Questions about AI workflow automation
The checklist still applies: your side reviews anything on it in daily work, however sure the agent is. A minor unflagged result may go into the system, but the AI step doesn’t write to your customers itself. That’s why you define the limits before launch, and the test stage runs in parallel.
You do, before launch. Our team prepares the checklist and shows you the details, and you set the boundaries.
It can. Your side does it in daily work, but on the checklist and flagged results, not everything. Payback is something we calculate in the free assessment — for your numbers.
Data on an AI step is processed on your server and in the model provider’s cloud. The automation with the AI step is stored on your server, the provider account is yours, and a no-cloud option exists, discussed separately. This describes the setup, with no legal assessment.
Both. Setup is one-off. For two weeks after launch we monitor and fix failures for free, then monthly support is a separate option. You pay the model provider for AI usage directly, outside that fee.
Every automation project has a failure alert and a run log. After the two free weeks, fixes move to monthly support. Scenarios, access and documentation stay with you for the work you’ve paid for, and another contractor can support them.
Your team puts in about 20–45 hours in total for one end-to-end process: interviews, rules, access, exception checks and sign-off. The timeline is fixed in writing before work starts.
Not in its limits. An agent in agentic AI workflow automation carries out actions and flags what it’s unsure of. It doesn’t handle money operations, reply to messages with sensitive data, write to your customers, or change or delete records, and that list isn’t complete.
Free assessment
Send us one process
Bring one process and what repeats in it. We check whether an AI step fits and tell you if it isn’t needed.
No obligation. Your first conversation is with Dmitry, our founder and web developer.