Operational Workflow Automation for Service Businesses.
Helping recruitment agencies, accounting firms, law firms, insurance brokers, and other service businesses eliminate repetitive operational work with custom AI workflows.
Built using OpenAI · Make.com · HubSpot · Bullhorn · Salesforce
Industries We Help
Every service business has its own version of the same problem: too much time spent on work that follows the same steps every time. Here's what that looks like across the industries we build for.
Overloaded consultants, cold candidates
- CV screening
- Candidate follow-up
- CRM automation
Manual admin around every client
- Client onboarding
- Invoice workflows
- Document collection
Renewals and claims that don't chase themselves
- Policy renewals
- Claims workflows
- Customer follow-up
Intake and documents eating billable time
- Client intake
- Matter updates
- Document generation
Tenants, viewings, and maintenance requests
- Tenant onboarding
- Viewing scheduling
- Maintenance requests
Reporting and proposals on repeat
- Proposal generation
- Campaign reporting
- Lead qualification
Patient admin that slows down care
- Patient enquiry handling
- Appointment booking
- Administrative workflow automation
Any operational team spending hours on repeat tasks
- Inbound enquiry handling
- Client & case management
- Automated reporting
Capabilities that apply
to every industry
Whichever industry you're in, the underlying systems are the same. Here's what we build, organised by function — not by client type.
AI Workflow Automation
Information moves between your tools by itself — no one has to touch a keyboard.
CRM Automation
Every call, email, and status change logged automatically. Your CRM stays accurate without manual entry.
Client Onboarding
New clients set up, documented, and welcomed without a single manual step.
Document Processing
Contracts, forms, and files read, sorted, and filed automatically.
Email Automation
Inboxes triaged and drafted automatically — nothing sits unread for days.
Reporting Automation
Reports build themselves from the same data, on the same schedule, every time.
AI Assistants
A private assistant trained on your processes, answering the questions your team keeps asking.
Proposal Automation
Client details in, a branded proposal out — ready to send in minutes.
Internal AI Agents
Send a voice note or message — the agent books meetings, creates tasks, and manages your calendar.
Operations Dashboards
Pipeline status, active projects, and follow-ups visible in one live view.
Every system above is custom-built around your existing tools, workflows, and team. We connect to your CRM, your inbox, your calendar, and your communication channels — so the automation fits seamlessly into how you already work. Book a discovery call to see exactly what we would build for your operation.
What this looks like in practice
Four examples of the kind of system we build — spanning recruitment, marketing, accounting, and property.
CV Screening Agent
Every CV scored against role requirements automatically. Recruiters only see qualified candidates.
LinkedIn Outreach Engine
A 30-day multi-touch campaign that stops automatically on a negative signal and alerts you when someone's ready to talk.
Smart Invoicing System
Set the billing structure once. Invoices, client emails, and reminders go out without anyone remembering to chase them.
Automated Proposals
Lead data pulled from your CRM, a branded proposal generated, and onboarding fired the moment it's signed.
Manual work is silently
draining your business
Every hour your team spends on repetitive tasks is an hour not invested in revenue, relationships or growth.
Missed enquiries
Leads that arrive after hours, on weekends, or while your team is busy go unanswered — and go to a competitor.
Time-wasting prospects
Your best people spending hours on calls and meetings with leads who were never going to buy.
Manual CRM logging
Hours wasted copying data between systems every day — with human error built in at every step.
Repetitive admin
Your most talented people performing the same low-value tasks every week when they could be closing deals.
Built for service businesses with repetitive, high-volume operational processes.
- Recruitment agencies with growing candidate pipelines and overloaded consultants
- Accounting firms and insurance brokers with manual, CRM-heavy admin
- Law firms and other service businesses with repetitive client workflows
- Any operational team spending hours on tasks a system could handle
Discover. Plan. Build.
Integrate. Train. Manage.
Six things, in that order. Any agency that skips steps is guessing. We do not guess.
We understand your bottleneck
A free 30-minute call to understand your workflow problems, existing tools, and where the biggest time is being lost. No obligation.
We map the exact build
A short paid scoping phase, from £500. We map your workflow in detail, define technical scope, and hand you a fixed cost and timeline before anything is built. If you go ahead with the project, this fee is deducted from your build cost.
We build your system
We construct your custom automation using Make.com, OpenAI, and the tools that fit your exact setup. Fixed scope. Fixed price. No surprises.
We connect it to your tools
We wire the system into your CRM, inbox, calendar, and website. It fits into how you already work — no new software to learn.
We hand it over properly
Your team gets a short walkthrough and a clear document explaining how to monitor the system. You are never dependent on us to operate it.
We keep it running
Monthly retainer clients get ongoing monitoring, updates, and one new automation added every month. Optional.
What sets us apart
We don't sell software licences. We build custom systems that solve your specific problem.
Custom-built solutions
Every system is built specifically for your business — not a template adapted to fit.
Named tools. No lock-in.
We build on Make.com, OpenAI, and Anthropic — integrated with Microsoft 365, Google Workspace, HubSpot, Salesforce, Bullhorn, Xero, QuickBooks, Slack, Teams, and Stripe. You own every account and every system. Take it elsewhere if you ever leave.
Honest limits
We will tell you if AI is not the right solution for a specific task. We would rather lose a project than build something that does not earn its money back for you.
Clear project scope
Everything agreed in writing before we take a penny. Planning, build, integration, training, and management priced separately. No ambiguity, no surprises.
Platforms we commonly integrate with
Built around secure integrations, controlled access, and GDPR-conscious workflows. Every credential is scoped to what the system actually needs — nothing more.
Built to deliver.
Not to impress.
Vion Automation was founded on a single conviction — that intelligent automation shouldn't require a six-figure in-house hire or a six-month procurement process to access. We build production-grade AI systems that solve real operational problems, delivered in weeks, with every deliverable agreed in writing before work begins.
We work with a small number of clients at a time. That is deliberate. Every system we deploy gets our full attention — from architecture through to handover.
To make enterprise-grade AI automation accessible to every ambitious business — not just those with the budget to hire a team. We exist to close the gap between where businesses are today and where intelligent automation can take them.
Our commitment to you
- Free discovery call, no obligation
- Scope agreed in writing before any build work starts
- 50% deposit only — remainder on delivery
- Two rounds of revisions included
- Two week support window after delivery
- Direct communication throughout
- Full documentation handed over
What is admin actually
costing you?
Adjust the values to match your business. This calculator provides an estimate of the annual cost of repetitive administrative work based on your own inputs. It is designed to start a conversation, not replace a detailed operational review.
This estimate only reflects staff time. It does not include:
- Slower response times
- Delayed customer service
- Manual errors
- Lost productivity
- Missed business opportunities
- Inconsistent processes
This is an illustrative estimate based on the values you enter. Every business operates differently. A discovery call allows us to calculate the real operational impact and identify where automation could deliver the greatest return.
See Where Automation Could Save Time
Book an Operational ReviewIllustrative only, based on the figures you enter above. Actual time and cost savings depend on your specific workflows and are assessed properly during the paid Automation Planning phase, not promised in advance.
See where automation
would help most
Answer three questions about how your team works today. This isn't a price calculator — it's a starting point for the discovery call.
- Faster client onboarding
- Fewer manual handoffs
- Consistent onboarding experience
Let's talk about
your challenges
Book a complimentary 30 minute discovery call. We'll map your manual bottlenecks and explain exactly how we can help.
Location
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Stop losing leads.
Start closing them.
Book a complimentary 30-minute discovery call. We will map your exact bottlenecks and show you what we would build — at no cost and no obligation.