Automation / AI & Workflow Automation
Stop doing the same job twice.
We automate the copying, chasing, sorting, updating and routing that quietly eats into the week. AI is one tool among several. For plenty of steps, a simple rule does the job better.
01A real example
The marketer gets to market.
The customer gets a faster response, and admin receives structured information, without the marketer carrying the lead between systems by hand.
Before9 steps, mostly by hand
- 01Customer DMs marketer
- 02Marketer notices message
- 03Replies
- 04Asks for details
- 05Receives information
- 06Copies details
- 07Sends information internally
- 08Tells admin
- 09Lead finally enters process
AfterAutomatic, start to finish
- DM
- Immediate response
- Customer directed into intake
- Information collected
- Lead created
- Source preserved
- Team notified
Every business has one.
02The problem
The work nobody was hired to do
It rarely looks like a big problem. Five minutes copying a lead into a spreadsheet. Ten minutes working out who should handle an enquiry. A reminder set by hand. Multiply it across a team and a year, and it's a role nobody advertised.
03How it works
An enquiry, automated
- 01Email arrives
- 02Relevant details extracted
- 03Right person or location identified
- 04Customer record created or updated
- 05Team member notified
- 06Follow-up triggered
Often, there’s no need to replace the software you already use. We build the automation around it where that makes sense.
04What it includes
Repetitive tasks we automate
Copying lead information
From emails, forms and messages into the right system.
Updating spreadsheets
Or replacing them with something that updates itself.
Repetitive follow-ups
Sent on time, every time, in your voice.
Document extraction
Pulling the details out of PDFs, forms and attachments.
Classification
Sorting enquiries by type, urgency or value.
Routing
Sending each job to the right person or branch.
Summarisation
Long threads and calls condensed into what matters.
Reminders
Triggered by what’s happening, not by someone’s memory.
Status updates
Customers and colleagues kept informed automatically.
05Rules first. AI where it earns its place.
Automation and AI are not the same thing.
Rule-based automation
When this happens, do that. Reliable, predictable and inexpensive to run.
- A form submission creates a CRM record
- A status change notifies the team
- An overdue invoice triggers a reminder
- A booking updates the calendar
AI-assisted automation
For the steps that need judgement or language handling.
- Reading an email and pulling out the details
- Classifying an enquiry by type or urgency
- Summarising a call or a long thread
- Drafting a reply for a person to approve
If a normal rule can do the job reliably, we don't add AI just to make the project sound clever.
Not sure what should be automated?
06Pricing
AI & Workflow Automation pricing
Custom Process Automation
Quoted after we map the process
For a process that’s simply taking too long. We map it, improve it, then automate what’s worth automating.
Pay for the build. Not forever.
What the price depends on
- For a specific bottleneck or repetitive process
- We map the current process first
- Priced individually, before development begins
Any automation-platform or model-usage costs are separate and explained upfront.
Some systems rely on third-party infrastructure, telephony, messaging platforms or AI model usage. Those costs are separate and explained upfront. Website hosting is included in the £600 website price.
The Setavo guarantee
£0That’s what you pay if we can’t deliver what we agreed.
We agree the outcome before development begins. If we cannot deliver the agreed solution and cannot put it right, there is no Setavo build fee.
We agree the outcome and the price before anything is built.
07Related work
Where we've done this
Trades
Keeping the CRM. Fixing what fed it.
- The problem
- The client already owned a generic CRM that did most of what they needed — but enquiries from social messaging weren’t feeding into it properly.
- What changed
- We kept the existing CRM, built the missing DM automations around it, and connected new social enquiries into it and into the sales process.
- The result
- Existing CRM. Better system. No unnecessary rebuild.
Property investment / Alderstones
Qualifying and matching property investors, without the manual sift
- The problem
- Every prospective investor had to be assessed by hand before the owner knew whether they were worth a conversation.
- What changed
- A system that qualifies investors and matches them to suitable properties. If an investor dislikes a match, they update their preferences and receive a different one.
- The result
- Built to remove the manual qualification and matching work from the owner’s week.
Questions people ask
What should we automate first?
Start with a task that happens often, follows the same steps each time, and is currently done by hand. Those are the safest and quickest wins. Anything that is still changing week to week should be simplified before it is automated.
What if I don’t like what you build?
We agree exactly what we’re building before we start. If you don’t like something, tell us and we’ll change it until it matches what we agreed. If we still can’t deliver what we agreed, you pay £0.
Do we need AI?
Often not. Most repetitive work is handled perfectly well by rules. AI earns its place where a step involves reading, judging or writing language, such as understanding what an email is asking for.
How is custom automation priced?
Individually, because every process is different. We map the process first and agree the outcome and price before development begins. Any third-party automation-platform or model-usage costs are explained upfront.
Are there processes you wouldn't automate?
Yes. Anything that depends on relationships or high-stakes judgement, and any process that's still being worked out. Automating those tends to make problems faster, not smaller.
Often connected to
Connections
Integrations
The tools you already own, connected so information stops getting stuck.
Systems
Custom CRM Development
Pipelines, follow-up and reporting shaped around how you actually sell.
Communication
DM Automation
Instagram, Facebook and WhatsApp enquiries turned into leads in your CRM.