Rebuild Your Sales and Marketing Workflow with Custom AI Automation
An AI automation consultancy rebuilds your processes by replacing manual tasks and fragile tools with custom-coded systems. We connect your CRM, email, and ad platforms into a single, automated sales and marketing workflow.
The project scope depends on the number of systems to integrate and the complexity of your business logic. A company with a single, well-defined lead funnel in a modern CRM is a quick build. A business using three disconnected legacy platforms requires a more detailed discovery and data mapping phase first.
We recently rebuilt the lead qualification process for a 7-person B2B software company. Their team was spending 10 hours a week manually checking new signups against an internal disqualification list. The new system does this in 150 milliseconds, and the entire build took 2 weeks.
What Problem Does This Solve?
Most teams start with HubSpot Workflows or Zapier. These are great for simple A-to-B connections, but they fail when business logic gets complex. Zapier's per-task pricing becomes prohibitively expensive for high-volume triggers. A 5-step process that runs for every new lead costs 5 tasks; at 200 leads a day, that is a 30,000-task monthly plan for a single automation.
A regional insurance agency with 6 adjusters tried to automate their lead assignment using a visual builder. A new web lead needed to be checked against an external territory database, validated against a list of covered claim types, and then assigned to the right adjuster's queue in a legacy claims platform. This multi-step API and logic sequence created a fragile chain. When the territory API had a 2-second timeout, the process would fail silently, losing the lead entirely.
These platforms treat every step as an isolated action. They lack proper error handling, retry logic, and the ability to manage state across multiple API calls. This forces you to build defensive, overly complex branching paths that are impossible to debug and expensive to run. The core problem is using a tool designed for simple triggers to run a mission-critical business process.
How Does It Work?
We begin by mapping your entire lead-to-close process. Using your HubSpot or Salesforce instance as the source of truth, we document every data point, decision branch, and manual intervention. For a recruiting firm, we used the Claude API to analyze 200 of their conversation transcripts, identifying the 15 key questions their top recruiters always ask. This analysis directly informed the logic of the new qualification system.
We build the core logic as a Python service using FastAPI. The complex routing that required 12 nested conditional branches becomes a 20-line state machine in code. An external data lookup, like checking a lead against a suppression list in a Supabase database, becomes a direct SQL query that returns in under 50ms. We use the httpx library for asynchronous, parallel calls to enrichment APIs, drastically reducing total processing time.
The FastAPI application is deployed as a serverless function on AWS Lambda, triggered by an API Gateway endpoint. When a new lead is submitted, the function executes the entire validation, enrichment, and routing process in under 800 milliseconds. This architecture scales to handle tens of thousands of leads per month, with typical hosting costs under $30. For one client, this system processes 400-500 leads per day.
All operations are logged with detailed context using structlog. If an API call to your CRM fails after 3 automated retries, the failed event and its complete data payload are sent to a dead-letter queue and a Slack alert is triggered. This creates a fully auditable trail and ensures no lead is ever lost due to a temporary third-party service outage.
What Are the Key Benefits?
Go Live in 3 Weeks, Not 3 Quarters
A focused, scoped build gets your first critical process automated in 15 business days. You see results immediately, without a lengthy implementation cycle.
Escape Per-Task and Per-Seat Pricing
We deliver a fixed-price build with minimal, flat monthly hosting costs. Your bill does not increase when you hire more reps or your lead volume grows.
You Own the Source Code
We deliver the complete Python source code to your company's GitHub repository. You have full ownership and control, with no vendor lock-in.
Alerts on Failure, Not Silent Errors
The system monitors itself. Instead of discovering a broken process days later, you get an immediate Slack alert with the exact error and data payload.
Connects Any API, Not Just Pre-Built Apps
We write custom integrations using Python and httpx. This allows us to connect to any system with an API, including legacy platforms and industry-specific tools.
What Does the Process Look Like?
Process Audit (Week 1)
You provide read-only access to your CRM and other tools. We map the entire process, identify every manual step, and deliver a technical specification document.
Core System Build (Week 2)
We write the Python code for the automation logic and deploy the cloud infrastructure. You receive a full code review and access to a staging environment for testing.
Integration & Deployment (Week 3)
We connect the system to your live platforms and run a batch of 100 historical records to validate every step. You receive the final code in your GitHub repository.
Monitoring & Handoff (Weeks 4-6)
We monitor the live system for two weeks to ensure stability and handle edge cases. You receive a runbook detailing the architecture, monitoring, and maintenance.
Frequently Asked Questions
- How is a project scoped and priced?
- Scope is determined by the number of systems we need to integrate and the complexity of the business logic. A process connecting two modern APIs is simpler than one involving a legacy system with no official API. We provide a fixed-price quote after a discovery call. A typical build takes 2-4 weeks from kickoff to deployment.
- What happens when an external API like our CRM is down?
- The system is built for resilience. API calls include automatic retry logic with exponential backoff for up to 60 seconds. If a call consistently fails, the event is moved to a dead-letter queue for later reprocessing, and an alert is sent. This prevents data loss during temporary outages of third-party services.
- How is this different from hiring an operations freelancer to manage our tools?
- A freelancer operates within the limitations of your existing software. We build a new, permanent asset that you own. The freelancer optimizes clicks inside a user interface; we write production code that often replaces that interface entirely. This provides a more durable and efficient solution that is not subject to the vendor's feature changes.
- Can this system automate processes beyond sales and marketing?
- Yes. The core architecture using FastAPI on AWS Lambda is designed for any event-driven process. We have used the same pattern to automate customer onboarding sequences, support ticket triage from helpdesks, and financial data reconciliation between payment processors and accounting software. The fundamental components are reusable.
- What kind of access do you need to our systems?
- We exclusively use dedicated API keys or service accounts with the minimum required permissions for the project. We never use shared user logins. All credentials and secrets are stored securely in AWS Secrets Manager, not in the code repository, ensuring your data access remains secure and auditable.
- What happens if our business process changes in six months?
- You own the code, so you are free to have anyone modify it. Since it is standard Python and FastAPI, any competent developer can understand and extend the system. For clients on our flat-rate monthly maintenance plan, we can scope and implement process changes, such as adding a new routing rule or integrating an additional tool.
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