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AI Systems
Your tools finally speak to each other.
Otomatic builds connected AI systems for service businesses. We join the CRM, inbox, calendar, forms, spreadsheets, task and payment tools already running the business, then build reporting, knowledge bases and lean internal tools around the workflow.
Free 30 minutes. Written roadmap within 24 hours.
The business grew. The tools never got connected.
The same data, typed four times
Client details get re-keyed into the CRM, the calendar, the spreadsheet and the email thread, and drift apart the moment one copy changes.
Nobody trusts the numbers
Reporting is rebuilt by hand at month end, so the figures arrive late and the version on screen is already out of date.
Handovers live in someone's head
What happens next depends on a person remembering. When they are away, the work stops.
Answers are scattered
Process notes, SOPs and past proposals sit across inboxes, drives and people, so the same question gets answered from scratch.
Subscriptions pile up
Several tools are paid for to patch one messy process, and none of them removed the manual step in the middle.
Growth adds admin, not margin
Every new client adds coordination work, because the operating layer never got built.
What we build
One operating layer, built around how you already work.
Connected systems
CRM, inbox, calendar, forms, spreadsheets, task systems and payment tools joined into working operational flows, with one source of truth per piece of data.
Integrations and data sync
API connections and sync between the systems you already run, so a change in one place is a change everywhere.
Reporting pipelines
Reporting and KPI summaries assembled automatically and current the moment you open them.
Knowledge bases
One system that answers from your own documents, SOPs and past proposals, so the same question stops being researched twice.
Lean internal tools
Where several subscriptions patch one messy process, a focused internal tool or dashboard can replace the gap. We build it only when it simplifies a documented problem.
Internal AI assistants
Custom GPTs and Claude Projects scoped to your team's real work, with clear rules on what they may and may not touch.
Document processing
Extraction and processing that turns unstructured files into data the rest of the system can use.
Approval and escalation paths
Decision points where a person stays the quality gate, written into the build rather than assumed.
We map the workflow before recommending anything.
The Systems Audit traces the repeated work, the handovers and the data first. Then we build the smallest system that removes the manual step, connected to the tools that already earn their place.
- Workflow before tools
- One source of truth
- Human approval points
- You own the system
A practical stack connected around your current workflow.
We choose from the same proven stack around the workflow, then connect only what the build actually needs.
- Make.com
- Claude
- OpenAI
- Gmail
- Google Sheets
- Microsoft 365
- HubSpot
- Zoho
- GoHighLevel
- Notion
- Xero
- Tally
- Brevo
- Next.js
- React
- Tailwind
- Vercel
- Firebase
- Python
- Apify
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
Who this is for
Otomatic Digital, led start to finish by its founder.
Natan Trolka, founder of Otomatic Digital, owns your build end to end: scope, spec, and delivery. The person on the audit call is the person who writes the roadmap and ships the system, so what you get is an operating layer you can govern and change.
We'd steer you elsewhere if…
- The underlying process is still being figured out
- You want a person replaced rather than freed up
- There is no repeatable workflow to build around yet
You're a strong fit if…
- The work happens every week, not once a quarter.
- The outcome is clear and someone owns it.
- Someone senior can approve the workflow before it goes live.
What you leave with
- Every workflow, integration and internal tool we build, in your own accounts
- Documentation and a recorded walkthrough
- The written roadmap, yours to keep or take elsewhere
- 30 days of monitoring after handover
Before you book the audit.
Ask us directlyRead how this is built before you buy it.
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.
How an AI system actually works, explained without the jargon
Trigger, data, decision, action, exception. Five parts explain almost every business AI system, and knowing them changes what you ask for.
What is an AI agency, and what does one in Dublin actually do?
The same label covers three different businesses. What an AI agency builds, how it differs from a freelancer, and what Dublin changes.
Explore other services.
Start here
See what your systems could stop doing by hand.
Free 30 minutes. Written roadmap within 24 hours.