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AI systems for service businesses that rely on too much manual work.
We connect your tools, remove the repeat work, and make sure every enquiry gets a next step.
Free 30 minutes. Written roadmap within 24 hours.
- 4-5 hrs
- saved every week
- Stuntworxelite
- ~4 weeks
- from zero to fully live
- ARCoach
- 30 days
- monitoring included
- every build
- Founder-led
- Workflow before tools
- Fixed scope and price
- 30 days of monitoring
- Refund or free rework
The business grew. The systems did not.
The operation runs on people, inboxes, spreadsheets and memory. It costs a day a week that nobody has.
Enquiries go unanswered
An after-hours call, form or WhatsApp waits until morning. By then they have rung the firm down the road.
Your tools do not speak
The same details get typed into the CRM, the calendar and the spreadsheet, then drift apart.
Follow-up depends on memory
Whether a client hears back depends on someone remembering. Busy weeks are when it slips.
Admin repeats every week
Onboarding, documents, reminders, invoicing, status updates. The same manual steps, every week.
Reporting is rebuilt by hand
Numbers pulled into a spreadsheet by hand, late, and out of date when they land.
Everything runs through one person
One person holds the handoffs in their head. When they are out, the work stops.
We map the workflow before recommending anything.
The Systems Audit traces the repeated work, the handovers and the decision points as they run today. Then we build the smallest system that removes the manual step, or say in the first call that a system is the wrong answer.
What we build
Five services, one starting point.
Each starts with the Systems Audit, so the build fits how the business actually runs.
From the first call to a system that runs.
Four steps from audit to handover, with the roadmap written before any build starts.
Otomatic Systems Audit
A free 30-minute conversation. We map the work as it runs now: who touches it, where the data moves, and what breaks when someone is away.
Audit call notes
- 04:12Enquiries wait until morning
- 11:38Same details typed into three tools
- 22:05Friday report rebuilt by hand
Roadmap
A written roadmap within 24 hours. The highest-value systems to build, in order, with the dependencies and scope boundaries named. Yours to keep whether you hire us or not.
Systems roadmap
- 1Enquiry routingBuild first
- 2CRM syncNext
- 3Weekly reportLater
Build
A fixed-scope production system, tested against the real workflow before it goes live.
Scenario in build
- Trigger
- Route
- Draft
- Record
Tested on the real workflow
Handover and monitoring
Documentation, handover material, a walkthrough and 30 days of monitoring, included in every build. Ongoing Care is optional and project-priced.
30 days monitored
Proof, before the pitch
Real builds, named clients, and figures the client confirmed.
What clients say
Before we worked together, I had zero experience with tech... After our consultations, you built absolutely everything from scratch, exactly the way I wanted.
Adrian RadejFounder, ARCoachAI training was practical and specific to our workflows. Every person left using the tools with more confidence and fewer risks.
Karina G.Director, Extraordinary MindsetSaving time on roster management and eliminating 4 to 5 admin hours every week has made a real difference to how we operate. The systems just work.
Axel N.Operations Manager, StuntworxeliteWe had zero online presence and no way of capturing leads. Now people find me, message me out of nowhere, and I can focus on the people who need me instead of the tech.
Dorota M.Owner, Butterfly Care & Support
Who does the workMore about Otomatic
The person who maps your week writes the roadmap and ships the build.
The Systems Audit is with Natan Trolka, the founder. The person who hears the problem scopes the fix and builds it.
Run from Dublin for owner-led service businesses across Ireland and the UK. Fixed scope, a written roadmap, and a system you own at the end.
Where the repeat work hides.
- 01
Recruitment
Candidate and client communication, CRM hygiene, screening support, scheduling, and the handovers between consultants that run on memory.
- 02
Property
Estate, letting and management firms. Portal enquiries, viewing bookings, qualification, tenancy documents and maintenance routing.
- 03
Marketing agencies
Digital, PPC, SEO and social agencies. Client reporting, onboarding, proposals, lead routing and internal tools.
- 04
Mortgage brokers
Document collection, client chasing, reminders and case-status updates, so files move without someone remembering to push them.
- 05
Local services and trades
Appointment-led businesses where the phone is the pipeline, including dental front desks. Missed-call capture, enquiry response, quote follow-up and booking.
- 06
Wellness and coaching
Coaches, therapists and counsellors. Enquiry response, session booking, reminders, rebooking and between-session check-ins.
Read how the systems work before you buy one.
All articlesSeven questions to ask before you hire anyone to build AI for you
Seven questions that separate a supplier who has done this before from one who wants to. Ask them before anyone shows you a demo.
Why AI matters when you are scaling, and when it does not
Growth exposes the processes held together by memory and goodwill. Which parts of scaling AI genuinely helps, and where it makes things worse.
Done-for-you AI: what you hand over, and what stays yours
Done-for-you sounds like handing the problem over. Four things have to stay with you, and they decide whether the system runs or stalls.
The things owners ask before the audit.
Ask us directlyStart here
Find out what your business repeats, and what it costs you.
Book the Systems Audit. Thirty minutes, then a written roadmap within 24 hours.