Lead and enquiry management
Route enquiries, log them in the CRM and send the agreed follow up.
AI automation agency | Australia
AI automation agency, stop doing it manually
AI automation replaces the repetitive manual work that fills a team's week with workflows built in tools like n8n, Make and Power Automate. VibeZero builds and runs those workflows for Australian SMBs. McKinsey estimates around 60% of jobs include tasks that can be automated with current technology. We build those workflows in n8n and take the repetitive admin off Australian SMB teams' plates.
- Best fit
- Repeatable work with a clear trigger and owner
- Main deliverable
- Tested workflows, run logs and handover notes
- Client input
- Process owner, system access and representative data
- Commercial model
- Fixed scope build or an agreed maintenance arrangement
Delivery ownership
- Scope
- Deliver
- Review
- Handover
The accountable team stays involved from scope through handover. Specialist capability is added where the work needs it, with responsibilities agreed before work starts.
The problem
Manual work that shouldn't need a person
Your team copies data between systems, sends follow up emails, generates reports, updates spreadsheets from form submissions, moves files around and chases approvals, and none of that needs a person; it needs an automation.
For workflow automation Perth businesses can rely on, our team uses n8n, Make and Power Automate, plus custom integrations, whatever fits your systems and budget. For Microsoft heavy environments, our Power Automate consulting covers flow design, licensing and governance in one place.
Representative workflow
A useful automation has an owner, an exception path and a record
The workflow map records more than the happy path. It identifies the source of truth, the person who approves consequential actions and what happens when a connector or input fails.
This sample is illustrative. The actual workflow and acceptance checks are agreed during scope.
Scope
Workflows, data and reporting we automate
The best candidates have a clear trigger, repeatable rules and someone who owns the outcome.
Enquiries and customers
Move people from enquiry to an owned next step without relying on an inbox memory.
Client onboarding
Create documents, welcome messages, system access and tasks from an approved trigger.Social media and marketing
Schedule content, repurpose approved material and route captured leads.
Finance and administration
Replace recurring preparation and chasing with a workflow that leaves a record.
Invoice and payment processing
Generate invoices, send reminders and support reconciliation within agreed rules.Report generation
Prepare, format and deliver scheduled reports to the right people.Document workflows
Run approvals, version steps and automated filing with a visible paper trail.
Systems and operations
Keep connected systems aligned and route operational exceptions to the right owner.
Data synchronisation
Keep CRM, accounting and project management records aligned around an agreed source of truth.IT and operations
Route alerts, check backups and support custom onboarding workflows, including mining site processes.
If this is the work in front of you, send us the context. We will tell you whether this service is the right starting point before anything is scoped.
By platform
Automation by platform
Already on a specific system? Start where you are.
Method
How automation consulting works
We do not build automations and walk away. Your team understands them and can maintain them.
Map
Map the workflow
Every step, every handoff, every workaround your team has developed. We document it all.Design
Design the automation
We design the automated version, covering what triggers it, what it does and where data flows.Build
Build and test
Built with your real data. Tested end to end before it touches production.Enable
Train and document
Your team knows how it works. Everything is documented so you are not dependent on us.
Automation or agent
Start with rules, add AI only when the work needs judgement
A predictable workflow is usually safer and cheaper as conventional automation. AI belongs in the narrow parts where the input varies and a person can review the outcome.
Known rules
Workflow automation
Use a defined trigger, clear conditions and predictable actions. This is the default for finance, routing, reporting and approvals.
Variable input
AI assisted step
Use AI to classify, summarise or draft within agreed limits. A person keeps consequential approval and the workflow records failures.
Pricing
Single workflow, package or managed support
Every engagement is scoped and quoted before work begins. Platform licences and usage stay visible alongside the delivery fee.
Single workflow
Suitable for straightforward automations with 2 to 3 tool integrations. Scoped and quoted up front.
- 2 to 3 tool integrations
- Scoped up front
- Delivered in under a week
Automation Package
For businesses wanting to automate multiple processes at once. 3 to 5 workflows priced as a package for better value.
- 3 to 5 workflows
- Package pricing
- Coordinated rollout
- Team training included
Monthly Retainer
Ongoing monitoring, maintenance and new workflow builds as needs evolve. Scaled to your requirements.
- Ongoing monitoring
- Maintenance included
- New builds as needed
- Priority support
Platform licences, premium connectors and usage charges are identified during scope and kept separate unless the proposal states otherwise. Use the AI savings calculator to record a first estimate, then replace it with your measured baseline before treating it as a business case.
Practical details
Questions about Automation
Commercial terms, delivery, ownership and fit, answered before a proposal is written.
An AI automation agency builds and runs the automated workflows that remove repetitive manual work from a business, using tools like n8n, Make, Power Automate and custom AI agents. VibeZero does this for Australian SMBs, mapping the process, building the automation, testing it on your real data, and training your team so you are not left dependent on us.
Start with the workflow
Bring us the manual work and its current owner
Fixed scope, quoted before we start.Enquiries get a reply within one business day.