Mac Sweeny
Quick answer
Automation connects steps in a workflow. AI can help interpret variable text or draft an output inside that workflow. Start by defining the inputs, the decision rules and the point where a person reviews the work. A scheduled reminder may not need AI at all.
A workflow needs more than a trigger
This is an illustrative flow. The review step matters as much as the automation.
- 01
Something happens
An enquiry arrives, a record changes or a deadline approaches.
- 02
Prepare the next step
Collect the right inputs and draft or route the work.
- 03
Check and act
A named person reviews exceptions and approves consequential actions.
Make failures visible and keep a way to stop the workflow.
Put it to work · Added 7 September 2026
Does this need AI, a rule, or a person?
Use rules for predictable steps, AI for interpreting variable material, and a person for decisions that need judgement. Define the input, approval and failure path before asking for an automation quote.
I’d write down the ordinary case and the awkward case side by side. That gives you a useful brief for comparing an existing feature, a simple automation and a separately scoped build.
| Situation | First option to assess | Evidence needed before it acts |
|---|---|---|
| A quote has waited seven days without a reply | A scheduled rule in the existing job system | Current quote status, latest reply and approved contact rules |
| A site note describes a changed scope in different words | AI drafts a structured summary for review | The original note beside each proposed field; missing facts flagged |
| Two records might refer to the same customer | Known identifiers first; uncertain matches go to a person | A confirmed customer record before any update |
| A customer disputes a price or the scope is unclear | A person decides the next step | The relevant correspondence and agreed scope |
Your next step. Include a duplicate check, an exception queue, a named owner and a way to pause the workflow. Trial drafts before enabling external actions. Compare setup, subscriptions, review and maintenance as separate costs.
Download the worksheet (CSV)What is AI automation, and what do automation agencies do?
An automation provider may connect your inbox, job system and reporting tools. The scope can range from configuring an existing feature to building custom software. The tool name alone does not tell you what is included, what can fail or who maintains it.
I’d start by walking through one real task. Where does it begin? What information is needed? Who decides it is finished? Then I’d look at the awkward cases: a duplicate enquiry, an incomplete job note or a customer who has already replied. Those details belong in the brief.
Compare an existing feature, a rule-based connection and an AI-assisted process against the same outcome. Include setup, subscriptions, review and ongoing maintenance. A faster draft is only useful if the final checked result takes less effort or improves the work in another measurable way.
What to settle before getting a build quote
A clear workflow
Name its trigger, required inputs, output and owner. Record what happens when a required field is missing. Ask the provider to show a normal case and a failed case using examples you are permitted to share.
A comparison you can check
Ask what can be done in software you already use. If a build is proposed, ask which requirement makes it necessary. Compare the options against your staff’s time, the quality of the result and the effort of maintaining it.
A practical handover
Agree who owns the accounts, who can change the workflow and how failures become visible. Ask how to pause it and keep working manually. Confirm scope, hours and ongoing responsibilities in the relevant agreement before development starts.
AI Consulting is A$1,195 per month + GST, with a call each fortnight, clarity on what to build in Claude or ChatGPT and practical guidance on how to do it. No lock-in. Custom development is A$150/hour + GST, with a separate project scope, estimated hours and terms before work starts.
Common questions
Do you build the automations?
Consulting covers advice and planning. Custom development is A$150/hour + GST, with a separate project scope, estimated hours and terms before work starts. Development is a separate engagement with agreed scope and terms.
Which automation tools do you recommend?
Choose against the actual workflow, required integrations, staff skills and maintenance responsibilities. Check each tool’s current documentation and test both an ordinary case and an exception before selecting it.
How do I choose an AI automation agency?
Ask for named workflows, inputs, outputs, review points and exclusions. Confirm setup and ongoing costs, account access, maintenance responsibility and what happens when a connection fails. Compare proposals against the same written brief.
What does the advice cost?
AI Consulting is A$1,195 per month + GST, with a call each fortnight, clarity on what to build in Claude or ChatGPT and practical guidance on how to do it. No lock-in. Custom development is A$150/hour + GST, with a separate project scope, estimated hours and terms before work starts.
Official resources
Explore the tools and check current details with the people who make them.
