Build & Adopt
Custom workflow automation connects the steps that collect information, prepare it and pass it to the next task. Xify combines AI interpretation and drafting with rule-based processing and human approval, shaped around your business.
Local shops · Online sellers · Content teams · Sales · Operations · Manufacturing
Possible starting points include marketing drafts, attendance records, order and settlement checks, content repurposing, sales follow-up and manufacturing quote preparation. We define the actual scope after checking data quality and the integration options in your existing tools.
THE WORK, IN DETAIL
01
We define the input and output of one task and build a focused prototype. We check missing fields, duplicates and unfamiliar formats alongside typical examples. Keeping source material available with the result helps the person reviewing it make an informed decision.
02
We assess integration options for email, spreadsheets, online stores, booking tools and CRM systems. Available APIs, access permissions and existing contracts shape the approach. Actions such as external messages or finalizing an amount include an approval step.
03
We document how to use the workflow, what to review and how to handle exceptions. We check the run schedule and usage costs, then adjust the process as your team uses it. Ongoing improvements can be covered by an agreed Care scope.
ILLUSTRATIVE SCENARIOS
CAFÉS & NEIGHBORHOOD SHOPS
You take the photo, then put off the post. Instagram, the blog and customer updates each need their own version.
Menu photo → Channel content → Publishing schedule
The owner checks prices, offer dates and tone before publishing.
RESTAURANTS & LOCAL EMPLOYERS
Shift changes in messages. Timesheets in spreadsheets. A missing clock-out. Payroll preparation starts with chasing the details.
Timesheets → Missing-entry review → Payroll preparation
Agreed calculation rules and the payroll system determine pay. A person approves payment.
SOLO SELLERS & ONLINE SHOPS
Every sales channel exports a different file. Refunds and returns make reconciling orders with payouts another monthly job.
Order exports → Matching → Discrepancy report
A person checks refunds, fees and settlement exceptions before confirming.
SOLO FOUNDERS & FREELANCERS
Turn meeting notes into requirements, proposal and quote drafts, and follow-up emails. A person checks prices and contract terms.
Meeting notes → Proposal draft → Follow-up
CREATORS & CONTENT TEAMS
Find key moments in long videos and transcripts. Prepare short-form candidates, captions, newsletters and post drafts for the creator to review.
Original recording → Selected moments → Channel edits
SMEs & SALES TEAMS
Capture customer needs and next actions from meeting notes. Connect them to the CRM and prepare follow-up messages and reminders.
Sales conversation → CRM update → Follow-up draft
MANUFACTURERS & PARTS SUPPLIERS
Extract part specifications, quantities and delivery dates from requests. Compare them with existing item records and flag missing conditions before drafting a quote or order.
RFQ → Specification checks → Quote and order drafts
APPOINTMENT BUSINESSES & STUDIOS
Collect bookings and change requests. Connect preparation and visit reminders to the booking tool, then prepare post-visit review requests.
Booking → Visit preparation → Follow-up
SMEs & OPERATIONS TEAMS
Extract vendors, dates and amounts from receipts and statements. Flag duplicates and missing items for a person to classify and confirm.
Receipts → Structured records → Review queue
BEFORE WE TALK
Start with an outline of the work. We will agree on the necessary scope before requesting materials or access.
Yes. We first look at where information comes from and who checks it. A file-based workflow can be a starting point; direct integration may be possible when the tools provide suitable APIs and permissions.
AI can help gather attendance records and identify missing entries. Payroll calculations follow agreed rules and the payroll system. A responsible person reviews the amounts before payment.
The number of connected tools, data preparation, exceptions and review requirements all affect the scope. We discuss one-time implementation costs separately from model and software fees and ongoing support.
LET’S FIND YOUR STARTING POINT
Tell us about your business, a repeated task and the tools you use.