The boring work your team does every day. Automated.
Your team is busy. Too much of that busy is copy-paste.We find where the hours go, hand you a costed plan in 10 days, and build only what pays for itself.
$1,099 fixed price · 10 business days · You own everything we build
Trusted by leading teams at
- Vaunt
- Dyania
- Atento
- Boomerang
- LessonFlix
- Agrify
- Hempitecture
- Volato
- Robin
- AOI Capital
Promata launched in 2025. The team behind it has been building production software for US and Canadian companies since 2020. These are companies whose systems we built.
If a person does it every day, and a machine would do it better, it's on our list.
You don't need to know what AI can do. You need to recognise your own week. Here is what we find inside almost every company we open up.
Typing what’s already typed
Orders, invoices, and forms arrive already written. Then somebody types them into your system a second time. The customer did the data entry. You’re paying to do it again.
The report that eats a Thursday
Export, paste, reconcile, format, send. Every week. For numbers already sitting in three systems that could have assembled it overnight.
Chasing
Where’s the approval. Did the client reply. Has it shipped. Half your team’s job has quietly become following up on the other half.
The spreadsheet that secretly runs the company
Undocumented, unbacked-up, and fully understood by one person who is currently on leave. Every company has one. Most have four.
Answering the same twelve questions
By email, by phone, by chat, internally and externally, all day. The answers haven’t changed in two years. The asking hasn’t stopped either.
Being the integration between systems
Your CRM, accounting, ops tool, and inbox don’t talk to each other. So a person copies between them. That person is the API.
None of this is a technology problem. It's a measurement problem. Nobody has ever counted what it costs, so nobody has ever fixed it. Counting it is the first thing we do.
We have never met an industry
without a copy-paste problem.
The vocabulary changes. The pattern doesn't: something arrives, someone re-types it, someone chases it, someone reports on it.
Not on the list? Say so on the call. Across a hundred-plus projects, “our business is different” has usually been true about the vocabulary and wrong about the workflow. When it isn't, we say so.
We didn't start with clients. We started with ourselves.
Before we sold this to anyone, we ran it on ourselves. We mapped every workflow, ranked every manual task by what it cost us, and automated in that order.
Manual work fell from 87 hours a week to 35. Same output, same headcount, nobody laid off.
That experiment became the Execution Blueprint™. We're not selling a theory. We're selling the thing that worked on us first, in the same order it worked.
Know exactly what to build.
Then build it.
Two engagements, both fixed scope and fixed price. Stop after the first and you still leave with a plan any competent team could execute, including one that isn't us.
Execution Blueprint™
Know exactly what to build before you build anything.
- Operations MapYour workflows documented end to end, and where the hours actually go.
- Opportunity ScorecardEvery automation candidate ranked by impact, effort, and value.
- ROI RoadmapWhat to build first, what it costs, what it returns. Board-ready.
Yours to keep — execute with us or without us
AI Build
Once the roadmap is clear, execution becomes straightforward.
- Built around your workflowNo migrations. We work inside the tools you already run.
- Shipped graduallyShadow mode, then human-in-the-loop, then live.
- Measured monthlyOne number in writing: hours of manual work returned.
Every build scoped & priced before we start
Veterinary ops. Now handled by AI.
Appointment requests, follow-ups, and routine questions arrived around the clock. An AI front desk now handles them all — humans step in only where judgment matters.
A clear process. Tangible deliverables.
Drawn to scale. Ten days to the plan, about four weeks to the first system running in production.
Discover
Deep dive into your operation, with the people doing the work.
Operations interviewsDiagnose
Find where work stalls, and count what it costs.
Operations MapPrioritize
Rank every opportunity by impact, effort, and value.
Opportunity ScorecardRoadmap
A costed plan with timelines and next steps.
The BlueprintExecute
Shadow mode, human-in-the-loop, live, monitored.
Systems in productionYou have four options. Here they are,
including the ones that aren't us.
Automation is not the only way to solve the problem you have. Before you talk to us, it's worth knowing where each option actually wins.
| Criterion | Hire another person | Off-the-shelf software | Big consultancy | Promata |
|---|---|---|---|---|
| Time to relief | 8–12 weeks to hire and train | 2–6 months to configure | 3–6 months to strategy | 10 days to plan, ~4 weeks to live |
| Year one cost | $55K–$85K, recurring | $20K–$100K plus licences, forever | $150K+ for a document | $1,099, then $4,500–$9,500, one time |
| Fits how you work | Yes | You adapt to it | In theory | Built around your workflow |
| What you own | Nothing | A licence | Slides | Source code, docs, credentials |
| Volume doubles | Hire again | Pay per seat again | New engagement | The system absorbs it |
| Who’s accountable | Your ops manager | A support ticket | The partner who sold it | The engineers who built it |
The three promises we're built on.
You've been burned by an agency before. We designed that risk out.
Fixed prices. Always.
The Blueprint is $1,099. Every build is priced before we write a line of code. If we misjudge the effort, that’s our cost, not your invoice.
Hours are the metric that pays.
We report other numbers too. Only one gets reported monthly, in writing: hours of manual work returned to your team. If it dips, we fix it at our cost.
You own everything.
Roadmap, code, documentation. Yours. Execute with us or without us. We win by being worth keeping, not by locking you in.
The people who lived it.
We sign NDAs before we see a single record and we keep them, which means most of our best proof arrives without a logo attached. We'll connect you with the people who said these on request.
The Blueprint gave us clarity we didn’t think was possible in ten days. It’s now the plan the board reviews every quarter.
They understood our operation better than our own process documentation did.
The rollout was the least dramatic system change we have ever done. That’s the highest compliment I can give.
Manual work doesn't stay the same size.
It grows with revenue. Every new client, product line, and region adds keystrokes, and the only lever most companies have is another hire. The work compounds quietly, which is why nobody notices until the ops team is twelve people and nobody can explain what half of them do.
The plan costs $1,099 once. Not knowing costs you every week you don't.
Manual hours per week10
Loaded cost per hour$45
Weeks per year52
One workflow, one year$23,400
Estimated — how we measureThat's one workflow. Most companies we open up have between six and fifteen.
The questions everyone has.
How much does AI automation cost for a small or mid-sized business?
For a company of 10 to 500 people, a scoped roadmap runs $1,099 fixed. Individual automations land between $4,500–$9,500, scoped from the roadmap before anything is built. A well-chosen first automation may remove 10 or more hours of manual work a week, which would pay the build back in months at almost any loaded labour rate. Your actual baseline gets measured during the Blueprint, not estimated in a sales conversation. Beware anyone quoting before they have seen your workflow.
How long does it take to implement AI automation?
Ten business days to a costed plan. About four weeks from build kickoff to the first system running in production: connected in week one, running in parallel with your team in week two, posting with human approval in week three, fully live in week four. Deliberately gradual, because trust in an automated system is built rather than announced.
What’s the difference between AI automation and RPA?
RPA follows fixed rules and clicks through screens exactly as instructed. It breaks when a form field moves or a document arrives in a new format. AI automation reads and interprets: it can handle a scanned fax, an email written badly, or a PDF it has never seen before, and it knows when it is not confident enough and should ask a human. Most real operations need both.
Do we need our data cleaned up first?
No. That request is usually how automation projects die before they start. We work with your operation as it exists, including the messy formats, the inconsistent naming, and the spreadsheet with four tabs nobody understands. Validation is part of the build, not a prerequisite for it.
What if our processes aren’t documented?
Almost none are, and the documented ones are usually wrong. Documenting how work actually flows is part of the Blueprint, not something you do before it. Clients routinely tell us the operations map alone was worth the fee.
Will our team lose their jobs to this?
We automate tasks, not roles. In every engagement we have run, the people whose work was automated moved to work that needed a human: exceptions, relationships, and the projects that had been postponed for years. In our own company, cutting manual work from 87 hours a week to 35 involved zero layoffs.
We’re not a technical company. Is that a problem?
It is the norm. You explain how your business runs, in plain language. We handle every technical decision from there. No IT team required and no committee. On software: we do not recommend buying anything new until we have shown you why it is necessary and what it replaces. Where a build needs a paid service — a model, hosting, an OCR engine — it is costed in the roadmap before you approve it.
How do you actually measure “hours returned”?
Before any build, we baseline how long the manual process takes, timed with the people doing it. After go-live, the system logs what it handles, and we report the difference monthly. Every figure we publish is labelled with how we arrived at it — the method is published in full at /how-we-measure.
Bring us your hardest operational challenge. We'll show you what's possible.
One call. Ten days. A plan your board can approve, and it's yours either way.
10 business days · Fixed price · You own everything we build