Example 01
I
Inquiry triage and follow-up
Sales faster first reply
AI Workflows / Follow-ups · Handoffs · Onboarding
AI workflows for the work your team has to chase.
Follow-ups, status checks, missing information and handoffs, carried through by a workflow, with your people reviewing the decisions that need their judgment. Built by a senior studio in Reston, VA for businesses across the US.
AI workflow automation
Follow-up automation
Client onboarding
Inquiry triage
Human review points
Runs in your tools
// 01
what we build
Workflows that carry a task through its steps, not another inbox.
An AI workflow does more than answer a question. It takes a task through several steps: a new inquiry is read, organized, routed to the right person and prepared for follow-up, without someone coordinating every handoff by hand.
We build these workflows inside the tools your team already uses: the inbox, the CRM, the forms on your website, the spreadsheet that became a system. The AI reads, drafts, classifies and reminds. Your people decide where a decision needs their judgment.
The first project is deliberately small: one process, one measurable outcome. Faster follow-up. Smoother onboarding. Fewer details falling through the cracks. Then the next process.
01
Inquiry triage and routing
02
Follow-up and reminder workflows
03
Client onboarding workflows
04
Missing-information chasers
05
Proposal-to-onboarding handoffs
06
Status updates to clients and staff
07
Document and form intake processing
08
CRM and inbox integration
09
Calendar and scheduling steps
10
Review points and approvals
11
Logs and exception reports
12
Documentation and handover
// 02
why the first one is small
The useful part is the process, not the model.
Most businesses do not need an AI strategy. They need the Tuesday problem solved: the inquiry that waited two days, the onboarding form that came back half empty, the status question somebody had to go and ask.
A workflow that handles one of those well is worth more than a chatbot that handles everything badly. It is also easier to trust, because you can see every step and change any of them.
That is why we start with a review of one process rather than a proposal for your whole business. The review is thirty minutes. If the process is not a good fit, we say so.
// 03
first projects
Four workflows that make a good first project.
These are the shapes we see most often in small and mid-sized businesses. Each has a clear before and after, a payoff you can measure, and a scope we quote before work starts.
Example 02
O
Proposal to onboarding handoff
Operations fewer dropped details
Example 03
M
The missing-information chaser
Admin less chasing
Example 04
S
Status updates without the asking
Client service fewer check-in emails
Each example runs in weeks, not months. Ask for a quote. The review call tells you which one you are looking at, and whether a plain automation without AI would do the job for less.
// 04
how rtw works
Review one process. Build it in weeks. Support it after.
We start with the process, not the technology: where it stalls, who decides, what the tools hold, and what must stay with a person.
workflow.flow
06 stages
REVIEW
30-minute call, one process
SCOPE
steps, review points, quote
BUILD
AI steps, connections, logs
TEST
real cases, your team watching
LAUNCH
live, exceptions routed to people
SUPPORT
monitoring, changes, next process
01
Process review
A 30-minute call about one process. You describe how it runs today; we tell you what a workflow could carry and what should stay with your team.
02
Scope and quote
A short written scope: the steps, the tools involved, the review points, what counts as done, a fixed quote and a timeline.
03
Build and connect
We build the workflow and connect it to your inbox, CRM, forms or sheets. Every AI step has a limit and a log.
04
Test with real cases
Your team runs the workflow on real inquiries for a week or two, with us watching the exceptions.
05
Launch
The workflow goes live with people in the loop where you said they should be. You own the system and its documentation.
06
Support and the next process
We keep it running under a support plan, adjust it as your process changes, and look at the next bottleneck when you are ready.
// 05
why rtw
AI workflows from a studio that builds systems, not demos.
One process at a time
We scope the smallest workflow with a measurable payoff and build that first. The second one is easier because the first one works.
Human review built in
Every workflow has review points your team sets. The AI drafts, classifies and reminds; people approve what needs judgment.
Inside your tools
The workflow runs where the work already happens: inbox, CRM, forms, calendar, spreadsheets. No new system to learn.
Senior engineers, Reston VA
The people on the review call are the people who build it. Since 2012, for USA TODAY, Century 21 New Millennium and businesses across the DC metro.
Supported after launch
We build systems we are willing to support. A workflow is not finished when it goes live; it is finished when it has run for a month.
client voices
What clients say.
// 06
features
What an AI workflow can carry.
AI workflow automation
Business process automation
Follow-up automation
Inquiry triage and routing
Client onboarding automation
Missing-information requests
Status updates and reminders
Proposal and contract handoffs
Email and inbox workflows
CRM updates and data entry
Form intake processing
Document classification and extraction
Calendar and scheduling steps
Slack, Teams and email notifications
Google Sheets and Excel steps
Approval and review points
Exception routing to a person
Logs, audit trail and reports
WordPress and web form integration
Documentation and handover
// 07
services checklist
A practical checklist of what RTW can help with.
Review / discovery
Scope / plan
Build / engineering
Test / quality
Launch / handover
Support / post-launch
// 08
fit
Good fit when one process keeps costing you the same hour every week.
RTW is a good fit when a process runs often, stalls in the same place, and the information lives in tools we can connect: email, a CRM, web forms, calendars, spreadsheets, WordPress.
It is not a good fit when the process changes every time it runs, or when the goal is to remove people from decisions that need them. We will say that on the review call.
common situations
- Inquiries wait a day or more for a first reply
- Onboarding information arrives incomplete and someone chases it
- Status questions interrupt the people doing the work
- Handoffs between sales, operations and admin drop details
- The same data is typed into two or three systems
- You tried a no-code automation and it broke or never got finished
- You want a first AI project with a payoff you can measure
// 09
straight answers
Straight answers to the questions we usually hear first.
OBJ 01
We are not an AI company. Is this for us?
It is for businesses that chase work. The AI reads, drafts and reminds. Your team keeps deciding. The first project is small enough to judge on its own result.
OBJ 02
Can't we do this with Zapier or Make ourselves?
Sometimes, and we will say so. A plain automation is cheaper when the steps never need reading or judgment. When the inputs are messy (emails, forms, documents) an AI step is what makes the automation hold.
OBJ 03
What if the AI makes a mistake?
Every workflow has review points and an exception path to a person. The AI never sends, pays or deletes without a limit you set. Logs show what it did and why.
OBJ 04
Who owns the system afterwards?
You do. The workflow, its documentation and the accounts it runs on are yours. Support is a plan, not a lock-in.
OBJ 05
How much does the first project cost?
Ask for a quote. A first workflow runs in weeks. The scope document names the quote before any build starts.
// 10
common questions
Questions from the intake conversations.
01 What is AI workflow automation?
A workflow is a sequence of steps a system carries out on its own: reading an inquiry, organizing it, routing it, drafting the follow-up, reminding the right person. AI workflow automation adds the steps that need reading or judgment, such as classifying a messy email or pulling details out of a document, with people reviewing where it matters. For a goal where the next step depends on what it finds, see AI Agents.
02 What kinds of processes make a good first project?
Inquiry triage and follow-up, client onboarding, missing-information requests, proposal-to-onboarding handoffs and status updates. Each runs often, stalls in a known place and has a payoff you can measure in response time or hours saved.
03 Which tools can the workflow connect to?
Email (Google Workspace, Microsoft 365), CRMs (HubSpot, Pipedrive, Salesforce and others with an API), web forms (Gravity Forms, Typeform), calendars, Google Sheets and Excel, Slack and Teams, WordPress, and the custom systems we build. See our AI integrations service for connecting AI to an existing system.
04 Does my team need to learn a new tool?
No. The workflow runs inside the tools you already use and shows up as drafts, tasks, reminders and reports. The people who review decisions see them where they already work.
05 How long does a first workflow take?
Weeks, not months. A typical first project is scoped in one call, built in two to four weeks and tested with your team for one or two more.
06 How much does it cost?
Ask for a quote. We review one process and put a fixed quote in the scope document before we build. Support after launch is a monthly plan under Application Support.
07 Where does the AI run and what does it see?
On the model provider we agree on (Anthropic, OpenAI or Google), with your data sent only for the step that needs it and not used to train anyone's model. We document what each step sees.
08 What happens when the workflow is unsure?
It stops and routes the case to a person with what it knows so far. Nothing is sent, paid or deleted without a limit you set.
09 Do you work with businesses outside Reston and the DC area?
Yes. The review call, the build and the support all run remotely for clients across the United States. Clients in Reston, VA and the DC metro can meet us by appointment.
10 What if we need the workflow changed later?
That is what the support plan is for: monitoring, fixes and changes as your process changes, with a named engineer who knows the system.
// ready when you are
Bring us one process. We'll tell you what a workflow can carry.
A 30-minute review of the process that costs you the most chasing: where it stalls, what a workflow could do, what stays with your team, and a quote for the first project.