AI automation for small business that your team actually uses.
We automate one costly workflow at a time: lead follow-up, proposals, onboarding, document intake, reporting. Your team reviews what matters, and we measure the before and after.
Thirty workflows, one at a time.
Pick the one that hurts. Each page explains the approach, the tools, what stays human and how we measure it.
Lead response automation
Reply to new enquiries in minutes, with a person on anything that matters
See approach →Lead qualification and routing
Send the right enquiry to the right person with the right context
See approach →Proposal and quote automation
Turn a sales call into a reviewed proposal the same day
See approach →Client onboarding automation
Make the first 30 days feel organized for the client and the team
See approach →AI intake and call answering
Capture after-hours and overflow calls without losing the details
See approach →Scheduling and reminders
Fewer no-shows and less back-and-forth to book time
See approach →CRM setup and cleanup
One trusted list of customers, opportunities and next steps
See approach →KPI and pipeline dashboards
See the numbers that matter without building a spreadsheet every Monday
See approach →Software stack audit
Decide what to keep, what to connect and what to stop paying for
See approach →Document intake and data extraction
Stop retyping information from PDFs, forms and emails
See approach →Invoicing and collections follow-up
Get paid faster with consistent, polite follow-up
See approach →Internal knowledge assistant
Let your team find answers in your own documents
See approach →When not to automate.
A workflow that happens twice a month, changes every time or needs judgment at every step rarely pays back. We would rather fix the process, change a setting or leave it alone.
- We start with tools you already pay for
- We estimate payback before we build
- We tell you when the answer is "do not build"
Common questions
How is this different from an AI automation agency?
Agencies typically sell builds, often per system. We lead the decision first: which workflow, which tool, what to measure. Then we deliver and support adoption. Sometimes the answer is a setting in software you already own.
Which automation tools do you use?
Whatever fits: native features in your CRM or practice software, Zapier, Make, n8n, Microsoft Power Automate, or a small custom build when that is justified. We are not tied to any vendor.
How much does AI automation cost for a small business?
Tool subscriptions often run tens to a few hundred dollars a month. The bigger cost is design and adoption. InTheory Lead + delivery is $5,000 a month for one scoped workflow, measured against a baseline.
What if the automation breaks?
We design for failure: alerts when something stops, clear owners, and a manual fallback. Support arrangements after day 90 are agreed in writing.
Related: Zapier vs Make vs n8n · AI automation for small business guide · Integrations
Bring one expensive workflow. Leave with a clear next step.
In 30 minutes we look at one recurring workflow, what it costs you today and whether there is a credible case to improve it. If there is not, we will say so.
30 minutes with Phil or Martin. No technical brief, no pitch deck. Phil or Martin replies personally, usually within one business day.