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New lead
Before
- Form
- Copy into the CRM
- Reminder
- Reply
After
- Form
- CRM
- Assignment
- Notification
- Follow-up
AI & Automation
Less manual work, processes that work better
We design automation, integrations and AI systems around the real processes of your business: we remove the repetitive steps and make information, enquiries and daily operations simpler to handle.
Where the time goes
If a task is always done the same way, it can probably be automated
The cost is not only the time spent. Every manual copy adds waiting, room for error and dependence on somebody remembering the next step. And beside the repetitive tasks there are others that are not repetition at all: reading an enquiry, working out what it is about, looking for information that already exists somewhere.
The most common signs
Copying data
Information moved by hand between different tools, repeatedly and by several people.
Sending messages
Emails, confirmations and reminders prepared and handled one at a time.
Reading and sorting
Enquiries, emails and documents to be understood, classified and routed by hand every time.
Hunting for information
Answers that already exist, scattered across documents, systems, folders and conversations.
How we choose
Automation, AI, or both?
Not every process needs artificial intelligence. The right solution depends on what the system has to understand and what it simply has to execute.
Automation
When the process follows clear rules.
For example
- Syncing data between tools
- Updating the CRM
- Sending confirmations and reminders
- Generating documents
- Connecting different software
- Notifying the right person
AI
When information has to be interpreted, or answered more flexibly.
For example
- Understanding an enquiry
- Classifying content
- Extracting data from a document
- Using the company’s own documentation
- Answering recurring questions
- Summarising long material
AI + Automation
When understanding and acting are part of the same process.
How it works
- An enquiry arrives
- The AI understands and classifies it
- The rules check and decide
- The workflow updates the CRM
- The enquiry is assigned
- The follow-up starts
In practice almost no process sits entirely on one side. We start from what has to happen and choose the technology accordingly: where a rule is enough we do not add AI, because a rule is more predictable, cheaper and easier to keep an eye on.
Who it is for
When automation and AI genuinely free up operational capacity
They make sense where there is a recurring process, enough volume, and a result that can be checked without taking control away from people.
Admin and operations
For data, documents and recurring steps that take time every week.
Sales teams
To collect enquiries, understand them, assign them and keep the CRM up to date.
Customer care and support
For recurring questions, enquiries to be routed and updates that follow recognisable rules.
Businesses running several tools
To sync systems that work as islands today and require manual copying.
Not everything manual should be automated
If a process changes every time, happens rarely or takes a complex human decision, automating it can add more rigidity than value, and handing it to AI adds a margin of error nobody has time to check. First we measure the frequency, the exceptions and what the step actually costs.
What we can build
From single steps to systems that understand and act
We start from the tasks that weigh most and build rules, checks and connections around the tools you already have. The aim is to reduce manual work and make information usable, not to add another system to watch.
Workflows and integrations
CRM, email, calendar, business systems and APIs connected into sequences that advance on their own.
Data synchronisation
Consistent updates across CRM, spreadsheets, business systems and databases, with no copies in between.
Messages and reminders
Emails, confirmations and notifications triggered by the right moment and by the data already there.
Documents and reports
Data turned into files and summaries ready to check, file or send.
AI assistants
They help customers or the team using the company’s own information, and hand over to a person when needed.
Company knowledge base
Answers are looked up in the sources you have authorised, never invented from nothing.
Enquiry qualification
An enquiry is understood, completed with the missing details and routed into the right flow.
Reading documents and text
Information extracted, classified and organised from documents, emails or forms.
AI agents with authorised tools
Systems that can act only through the tools you have approved, within defined rules.
15 days of post-launch support included
After activation we stay available to check the system works on real data, to deal with any faults in what was built and to clarify how to keep an eye on it.
New features, or work outside the agreed scope, are assessed separately.
No project contains everything: we start from what weighs most. Every system keeps limited access, control points, exception handling and documentation a person can read. When an enquiry falls outside the intended scope it is collected and passed to a person rather than handled badly.
Is there a step you repeat every day, or information you hunt for every time?
Describe it as it happens today: the frequency, the tools, the people involved and the exceptions are enough to start assessing it.
How we work
From the real process to a reliable system
The system is designed around the rules that already exist, including the cases where it has to stop, ask for a check or hand over.
Discover the Hextern methodMapping
We understand the current process, the data, the people involved and the exceptions.
Priorities
We identify where the work weighs most and where an intervention produces the greatest value.
Choosing the solution
We decide what can follow rules, where AI is genuinely needed and what is better left to a person.
Design
We define triggers, data, integrations, limits, checks and what happens when something does not add up.
Testing and activation
We check real cases, exceptions and possible errors, then put the system into production.
Evolution
We measure the usage, correct what needs correcting and extend the system when it makes sense.
From manual to automatic
The same process, with fewer steps done by hand
Automation does not erase the process: it removes the copies, the reminders and the repetitive updates, leaving people the checks and the decisions that matter.
02
Documents
Before
- Gather data
- Copy
- Document
- Send by hand
After
- Data
- Generation
- Check
- Send
03
Reports
Before
- Platforms
- Exports
- Spreadsheet
- Update
After
- Collection
- Aggregation
- Report
Choosing
From a single automation to a system that understands
We start from the smallest scope capable of producing a concrete benefit. The solutions can then connect without rethinking everything from scratch.
A single automation
One precise flow, one task fewer.
To remove a well-defined repetitive step and see the effect on the daily work straight away.
Suits you when
One process, few exceptions, clear rules
An automation system
Several flows working together.
To coordinate different stages of the same process and keep several tools up to date without manual copies.
Suits you when
Several teams, several tools, shared data
AI components
When something has to be understood, not just executed.
Understanding enquiries, reading documents, answering from the company’s own documentation, assistants connected to the processes.
It is not an alternative to the two options above: it is added to one of them, at the points in the process where a rule is not enough.
Timings and investment
Start from the process that gives the most time back
The cost depends on the number of tools, the rules, the exceptions and the checks required. A single automation lets you start with a contained scope; a system, or an AI component, needs coordinated design.
Build investment
- Single automationIndicative time · 1-2 weeks
- fromStandard price
€900Promotional price €450-50% Launch - Automation systemIndicative time · 2-6 weeks
- fromStandard price
€2,500Promotional price €1,250-50% Launch
More elaborate solutions
AI systems, agents and custom logic
Roadmap defined per project
On quotation
When the system has to interpret information, use company sources or act through authorised tools, we estimate the work in phases and define the checks and responsibilities before implementing it.
Mapping, implementation, testing of the agreed cases, documentation of the system and 15 days of post-launch support included in the project.
The indicative time also depends on access being available, on the quality of the APIs and on the checks required from external suppliers.
The final proposal describes the flows, the tools, the limits and the error cases before anything starts. The start date is agreed separately.
Once the 15 days of included post-launch support end, you can hand Hextern the monitoring, maintenance and ongoing support of the systems in production. The dedicated plans start at €99 per month.
Any third-party services, APIs, licences and usage-based costs are agreed separately.
Frequently asked
Frequently asked questions about AI and automation
Answers to the doubts that matter before handing part of the work to a system.
An automation executes: it follows precise rules, always the same way, and it is predictable by construction. An AI system interprets: it understands an enquiry, classifies content, extracts information from a document. They often work together: the AI works out what has arrived, the automation moves the process along.
No, and in many cases it is not worth it. Where a process follows clear rules, a rule is more reliable, cheaper and easier to check. We propose AI only where something has to be understood or interpreted, and where error and supervision are manageable.
We connect CRMs, email, calendars, business systems, e-commerce, spreadsheets and services with APIs. The first step is checking whether your current tools can exchange data reliably: we propose a replacement only when the technical limits make the connection fragile or disproportionate.
Yes, and it works on sources you decide: documents, procedures, price lists, pages of the site or data from a business system. The assistant looks for the answer in that material before formulating it, so it answers on what the company actually states rather than on generic information. We agree together which sources are included and which stay out.
The system is designed to stop rather than improvise. When an enquiry falls outside the intended scope, it collects the context (who wrote, what they need, what has already been said) and passes it to a person, who picks it up from there without making the customer repeat everything.
Only through the tools you authorise, one by one, and only for the actions provided for: reading a value, creating a record, preparing a document, booking an appointment. It has no indiscriminate access to company systems, and sensitive or irreversible operations stay behind a human confirmation.
Yes, and it is often the best way to start. We isolate the most repetitive step, test it in the real work and only assess extending it once we have confirmed it is useful.
We assess which data moves, where it is stored and which credentials are needed, applying limited access and configurations appropriate to the systems involved. For AI components we define explicitly which information may be used and which may not, and we clarify the responsibilities of external suppliers.
The first step
Let’s find what could work better in your process
Tell us about a task that repeats, information you hunt for every time, or an enquiry that passes through too many hands. We start from the process, not the technology: we will tell you what is worth automating, where AI adds something and what is better left alone.
- A 30-minute call
- Free and with no commitment
- Straight to the technical lead
