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04Case study

In production

Personal Automation Systems

Not a chatbot. A business owner's routine, automated.

Sector
Business owners · bespoke operational automation
Where
Italia

Custom workflow systems built around how a specific business owner actually works: information retrieval, repetitive administration, reminders, document flows, reporting and multi-step decisions with AI reasoning in the loop. Measured savings exceed 1,000 work hours per client per year.

Illustration of scheduled tasks, messages and automation branches

  1. 01 · Routine

    We start with the owner's actual week, not with a feature list.

  2. 02 · Workflows

    Retrieve, remind, decide, report, alert: each recurring step becomes a workflow with clear ownership.

  3. 03 · AI reasoning

    Where judgement is needed, AI prepares the decision; the person makes it.

  4. 04 · Hours

    Measured across implemented systems: more than 1,000 work hours saved per client per year.

01 · Problem

Owners of small and medium businesses lose their days to retrieval and repetition: finding the right document, chasing a status, re-typing the same data, remembering the deadline, producing the same report. A generic assistant does not know their business. Their routine does.

02 · System

Each system starts from a map of the owner's real routine. Every recurring step becomes a workflow: triggers, data sources, rules, AI reasoning where judgement is needed, and a clear hand-off to the person for decisions. Bots live where the owner already is — chat, email, calendar, the back office.

03 · Technology

Node.js and Python workers, browser automation for portals without APIs, LLM reasoning with strict schemas and approval steps, PostgreSQL for state and audit, and messaging integrations. Everything logged, every automated action reversible.

04 · Impact

Across implemented systems, measured savings exceed 1,000 work hours per client per year — time returned to decisions, customers and growth.

  • 1000+

    Hours saved per client per year

    measured across implemented automation systems

  • 5

    Workflow verbs

    retrieve · remind · decide · report · alert

  • 0

    Actions taken without a log

Capabilities

  • Information retrieval across systems
  • Repetitive administration
  • Reminders and deadline tracking
  • Decision support with AI reasoning
  • Document flows
  • Alerts and reporting
  • Multi-step business processes

Stack

  • Node.js
  • Python
  • Browser automation
  • LLM reasoning
  • PostgreSQL
  • Messaging APIs

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