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AI workflows

AI that does the dull work, then waits for a person.

The useful things AI does for a business are not dramatic. It reads supplier invoices and statements so nobody retypes them, sorts what comes in so the urgent things surface, and drafts replies for someone to check. Anything that moves money or reaches a customer still waits for a person.

A person approves
anything that moves money or reaches a customer
Your own records
answers come from your data, with sources
Every action logged
so you can see what happened

What you get

What it does

Most of it works from day one, without years of data. Predicting things, like which customers will stop buying, needs history. Reading, sorting and drafting do not.

Reading documents so nobody retypes them

Supplier invoices, receipts, IDs and bank or M-PESA statements read into your system. Anything the AI is unsure of is flagged for a person instead of guessed.

Sorting what comes in

Emails, WhatsApp messages and enquiries sorted by what they are about and how urgent they are, so the one that matters is not buried under forty that do not.

Drafting replies for a person to send

Replies, reminders and follow-ups drafted from your own records and prices, ready for someone to check and send rather than write from scratch.

An assistant that answers from your records

Staff or customers ask in plain words and get an answer from your own documents and data, with the source shown so it can be checked.

Help matching payments

A payment that does not match an invoice cleanly gets a suggested match and the reason for it, so the person reconciling decides in seconds instead of searching.

Messages that send themselves

WhatsApp and SMS updates sent when something happens - invoice raised, payment received, order on the way - with delivery tracked and an easy way to opt out.

Is this right for you

Right for you if

  • Someone on your team spends hours a week retyping documents
  • Messages and enquiries arrive faster than anyone can sort them
  • Your team answers the same questions from the same documents every day

Not the right buy if

  • You want AI to make decisions about money or customers on its own. We will not build that.
  • The work changes every time and follows no clear rules. A person is still the cheaper option.

How it runs

What happens, step by step

The price is fixed in writing before any work starts, and never paid in full upfront.

01 Pick the task We start from one piece of work your team repeats every week, and what it costs you in hours today.
02 Scope it on paper What the AI reads, what it produces, what a person approves, and what happens when it is unsure, written down with a fixed price before anything is built.
03 Built into the tools you use It runs inside the system, inbox or WhatsApp number your team already works in, not in another app they have to remember to open.
04 Checked after launch Its suggestions and the corrections people make to them are logged, so you can see whether it is still earning its place.

Where to start

Pick the way in that fits where you are

Each of these has its own page, with what it covers, how long it takes and how it is priced.

Discovery Know which work you want off your team's plate, but not yet how? Discovery turns it into a fixed scope and price. Build AI is part of a larger system? It goes into the build where it earns its place, and nowhere else. Review Built an app with an AI tool and not sure it is safe for real customers? That is a review, not an AI project. Care Live and working? Care watches it, along with the system it runs in.
See a realistic range for your project

Built your app with an AI tool?

Checking whether something built with an AI coding tool is safe to put real customers and real money on is a review, not an AI project. It has a fixed price and a verdict in three days.

Production readiness review

Where we already do this

Running in our own software

We learned what breaks on products we run ourselves, at our own expense, before charging anyone for it.

Aria The chat on this site answers from our own pages and articles rather than general knowledge, says so when it does not know, and points you to a person. BillGrid Drafts invoices and reminders, reads statements and meter photos, and flags anything unusual. Nothing goes out until a person approves it.

Read before you call

WhatsApp Business in Kenya 2026: Complete Setup, Pricing, and Automation Guide WhatsApp Business Platform, the 2025 conversation pricing model, Embedded Signup, AI triage, and what setup actually involves for Kenyan businesses. Build vs Buy Operations Software in 2026: An AI-Era Guide for Kenyan SMBs How to decide whether to buy SaaS, configure a platform, AI-build, or commission custom software - with the new economics AI introduced in 2025-2026.

Before you commit

What people ask about AI workflows

What can AI actually do for a business like mine?
The useful things are dull ones. Reading supplier invoices, IDs, and statements so nobody retypes them. Sorting incoming messages so the urgent ones surface. Drafting replies for a person to check. Helping match payments to invoices. If someone is promising more than that, be careful.

Do I need a lot of data before AI is worth doing?
Not for most of it. Reading documents, sorting messages, and drafting replies work from day one. Predicting things - which customers will stop buying, what stock to order - does need history, usually a year or more of clean records.

Will AI make decisions about my money on its own?
No. Anything that moves money, changes a price, or sends something to a customer waits for a person to approve it. AI does the reading, sorting, and drafting; the decision stays with your team, and every action is logged so you can see what happened.

Can it work from our own information rather than general knowledge?
Yes, and it should. We point it at your own records, documents, and prices, and it answers from those. It also shows where an answer came from, so somebody can check it rather than taking its word.

Can customers get automatic WhatsApp or SMS updates?
Yes. Messages that send themselves when something happens - invoice raised, payment received, order on the way, fees due - so nobody is typing the same thing forty times. Delivery is tracked, and people can opt out.

What is the difference between WhatsApp and SMS for reaching customers?
WhatsApp is cheaper per message, handles pictures and documents, and people reply to it. SMS reaches every phone with no app and no data, which still matters. Most businesses want both: WhatsApp first, SMS for anything that absolutely must arrive.

Every question we get asked is on one page, if you would rather read the lot.

Also built by us

Payments - Every payment recorded once, against the right invoice. M-PESA, card and bank, recorded once and reconciled. eTIMS - eTIMS inside the system you already invoice from. KRA eTIMS inside the system you invoice from.

Talk to us about AI workflows

The call is free, and ends with a straight answer on whether this fits, how long it would take, and what it would roughly cost.

  • Free 30-minute call
  • Fit, timeline and budget range
  • A straight answer if you do not need us

Or reach us directly

Weekdays, and we answer the same day.