Your business wears many hats. Your systems should work together.
AI-assisted conversations and workflows, built around how your business actually runs.
01Arrive
Give each enquiry a clear starting point.
Calls, texts, chats and web forms arrive at different times and in different places. We set up one consistent first step for each: a reply, the right questions, and a record your team can see.
Hi, do you do weekend appointments? Need something looked at before Monday.
Thanks for getting in touch. We have Saturday morning openings. What's the address, and is it urgent?
02Understand
Answer from what your business has approved.
The assistant works from information you sign off: services, service area, hours, booking rules, and the questions it should never answer alone. Anything outside that list goes to a person.
- Service area
- Checked against your approved list
- Weekend hours
- Taken from your published hours
- Price question
- Sent to you, not guessed
03Decide
Choose the help that fits the problem.
Most projects start with one of three building blocks. Start with the one closest to the work that keeps slipping.
Messaging & follow-up
Reply to texts, web chat and form enquiries, ask the next useful question, and follow up when a lead goes quiet.
Try the messaging demoVoice conversations
Answer calls nobody can pick up, capture what the caller needs, and pass the details on. Transfers and phone booking are set up where your phone and calendar tools support them.
Try the voice demoConnected workflows & human handoff
Connect the steps after the conversation: update the contact record, book into your calendar, and alert the right person with a short summary.
See how handover works
04Act
Follow through on the steps you approved.
Once the next step is clear, the workflow carries it out. Each action is one you chose during setup, in the order you chose.
- Offer two available times
- Confirm the booking and send the details
- Add the conversation to the contact record
05Hand over
A person stays in charge.
You decide where automation stops. Pricing questions, complaints, unclear requests and anything sensitive can go straight to you or your team, with a summary so nobody starts from zero.
Automation can misread a message. We test against realistic scenarios before launch and keep a person on every escalation path.
Handed to owner
Customer asks for a quote covering two locations.
How a project works
Four stages, each with something you review before the next one starts.
Map the workflow
We walk through how enquiries arrive today, where they stall, and what a good outcome looks like for you and the customer.
Agree the scope
You approve what the assistant can say and do, the tools it connects to, and when it hands over. Costs are scoped before any build starts.
Build and test
We build from your approved information and test with sample conversations, including awkward ones, before anything reaches a customer.
Launch and review
We launch in stages, read real conversations with you, and adjust the rules where they need it.
Is this a good fit?
A good fit if
- You run a service business and enquiries arrive by phone, text, chat or web forms.
- Leads slip because nobody can reply while the work is being done.
- You can describe your services, hours and booking rules.
- You want a person to stay responsible for sensitive conversations.
Not the right fit yet if
- You want a system that makes decisions with no human review.
- You need a certified compliance product. We don't provide certification.
- You don't yet have a consistent way to book or deliver the work.
Who you work with
Manyhats Automations is run by Paul Rammeloo. Questions about a workflow can go straight to Paul.
Conversations shown on this page are illustrative and use invented sample data.
Questions people ask first
What can be automated?
Repetitive conversation steps work best: first replies, common questions, collecting details, offering booking times, reminders, follow-ups, and passing a summary to your team. Judgement calls, negotiations and sensitive conversations should stay with a person.
When does a person take over?
Wherever you decide. Common handover points are pricing, complaints, unclear requests, urgent problems and anything outside your approved information. The person receives the conversation and a short summary.
Will it work with the tools I already use?
Often, but it depends on the tool. Many CRMs, calendars and phone systems offer integrations; some don't, or limit what can be connected. We check your specific tools during scoping and tell you what will and won't connect before anything is built.
What do I need to have ready?
A clear description of your services, service area, hours and booking rules; answers to the questions customers ask most; and a decision about who handles handovers. Access to the tools being connected is arranged during setup.
How are costs worked out?
Costs are scoped to your workflow before any build starts. A project usually involves setup work plus ongoing costs from the services it runs on, such as messaging, phone minutes, AI model usage and software subscriptions. You see the breakdown before you commit.
How is it tested before customers see it?
We run the workflow against sample conversations, including unusual and difficult ones, check every handover path, and review the results with you before launch. After launch we review real conversations together.
What happens if a connected service is down?
No connected system is available all the time, so we plan for it during setup. A failed step should be flagged for a person rather than fail silently, and the customer should get a holding reply where the channel allows it.
How can I try it?
Use the existing demos for messaging, voice or live chat. Each demo asks for your details and consent to receive texts so it can contact you, and the request goes to Manyhats Automations.
Useful guides
Plain-language guides for planning your first workflow.
Where to start with AI automation in a service business
Map one workflow, score each step for effort, risk and value, and start small.
From first enquiry to booked appointment: the workflow, step by step
An annotated workflow with failure states and a handoff checklist.
How to test an AI agent before customers use it
An acceptance-test checklist with labelled sample records.
Start with the work that keeps getting in the way.
Try a demo to see the conversation side, or book a time to walk through one workflow that keeps slipping.