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Module · Autopilot

The customer gets an answer. You get your evening back.

An inquiry turns into an offer and a reminder before you get a chance to open your inbox. You step into the conversation only when there is something to talk about.

Order Automation +48 696 969 273 biuro@provisualdynamics.pl

What this actually is

Autopilot is a set of connections between your website, your inbox, your calendar and your invoicing program, thanks to which repeatable tasks happen without you. An inquiry from the form gets its confirmation and offer by itself, a chosen slot lands in the calendar by itself, and a customer who has gone quiet gets a reminder after a few days by itself. It is not an automation that pretends to be a person in a conversation: the conversation and the decisions stay on your side, what disappears is retyping data and keeping track of dates.

How it works, step by step

We pick one task

The one eating the most time: sending quotes, booking slots or chasing documents. Rolling out everything at once ends with a system nobody in the company understands.

We connect what you already use

Email, calendar, invoicing, payments, stock, spreadsheets and messengers. We do not move your company onto a new system, because moving the data into another program costs more than the rollout itself.

A month on real traffic

The scenario runs on your actual enquiries, we fix what did not hold up, and only then add the next one. That is also when you can see how many hours a week genuinely came back.

The best inquiries get lost in silence

Inquiries come in the evening, on the weekend, in the middle of another job. Before you reply, the customer has already written to the competition, and some of those contacts are gone for good, because nobody came back to them. The best opportunities slip away not because you are worse, but because someone answered faster.

An inquiry that arrives at night does not wait until morning

Every inquiry gets an answer right away, at any hour, including when you are at another customer’s site or taking time off. The offer goes out in seconds, the reminder comes back to the customer on its own, and you take over the conversation only when the customer is ready to buy. You win back the time that goes today into retyping and chasing, and you stop losing customers to response time.

The same job, twice

Five steps or two. The rest happens on its own.

An example every company that issues invoices knows. On the left what is done by hand today, on the right the same thing once it runs itself.

Today, by hand25 minutes

Client sends an enquiry by email
An employee reads it and looks up the client record
Retypes the items into a spreadsheet
Issues the invoice in the accounting software
Replies to the client and files the document

Every retyping from one place to another is a chance to get the amount, the tax number or the quantity wrong. At twenty jobs a day, somebody in the company does nothing else.

Once it runs itself2 seconds

Client sends an enquiry by email
The system reads the details, issues the invoice, updates stock and replies to the client

The data travels once and on its own, so there is nowhere to garble it. A person gets a notification and steps in only when the case is unusual.

The drawing shows one specific job. In your company the steps will differ, but the principle holds: the system takes over what repeats, and a person stays with what needs a decision.

Run it on your own numbers

What this manual work costs you today

Three sliders, your data. We cite no outside studies here, we multiply what you enter.

Jobs of this kind per month80

10400+

How long one job takes today15 min

3 min60 min

Cost of an hour of work70 zł/h

40 zł200 zł

Hours recovered per month17 h

What that time is worth per month1 213 zł

Per year14 556 zł

At these numbers the setup pays for itself in 6 months, counting the monitoring subscription in.

Order automation

The only assumption of ours in this calculation: after setup, 2 minutes of human review remain per job. The rest is your own figures multiplied together. The time recovered is about 2,2 working days a month.

Our systems

We start with ourselves.

This site runs on the systems we build for clients. The enquiry you can send right now will not land on anyone's notepad.

An enquiry nobody retypes

The form validates the data, filters spam without puzzles for the user and in the same second sends the enquiry to the inbox and into the system. Nobody copies it by hand and nothing gets lost in a mailbox.

Client portal

Project status, files, notes and invoices in one place, with separate views for us and for the client. Instead of asking how it is going, there is a link that answers on its own.

Payment and invoice in one move

The client enters a tax number, the company details load from the register, they pay online and the invoice is issued and sent by itself. No evening spent updating a spreadsheet.

Reminders and follow ups

An enquiry with no answer comes back to us as a reminder, the client gets a confirmation and a summary of what was agreed. What usually slips through the cracks looks after itself.

A report nobody assembles by hand

Every month data from Search Console, Plausible and uptime monitoring is collected, assembled into one document and sent out by email. Clients on a care plan get the same mechanism.

And how it looks in an ordinary company.

The same building blocks, arranged around one way of working. Three steps are enough to see where the manual work disappears.

Car workshop

The client picks a service and a slot on the site
They get a confirmation with the price and the time
A reminder arrives the day before, and after the service an invitation for next year's check

Fewer calls during working hours and fewer empty bays after no shows.

Clinic and salon

Online booking with free slots visible
Confirmation by email and text right after booking
A reminder a day ahead, with one click to reschedule

The calendar fills up without picking up the phone in front of a client.

Online shop

The client leaves a basket without ordering
An hour later they get an email with what is still in it
A day later a second email with a code, if they still have not bought

Some abandoned baskets come back on their own, without a discount campaign for everyone.

Building and fit out

The form asks about scope, area, timing and budget
The enquiry lands on the list already sorted and described
After three days with no reply the client gets a reminder

You quote what makes sense instead of calling everyone back in turn.

Wholesale

A stock and price enquiry from the form or from email
An automatic reply with stock levels and lead time
On a larger order the enquiry goes straight to a salesperson

Simple questions answer themselves, the salesperson only gets the ones worth a call.

Accounting office

The client gets a monthly reminder about documents
They upload files through a link, without creating an account
Missing items go back to them automatically

No more chasing every client separately in the last week of the month.

Exactly what you get

One ready scenario, meaning a written sequence of steps that happen on their own: from the inquiry, through the offer, to the reminder

An automatic offer or quote sent in under 60 seconds of a submission

Three reminders spread over 7 days if the customer goes quiet

A notification of every new inquiry to your email and phone

Booking appointments from an online calendar, without emails back and forth

One place in your browser where you see the history of every inquiry and the stage each customer is at

How it works in practice

A renovation crew that is on site until five

Enquiries arrive at hours when nobody picks up, because the whole crew is in hard hats. The client gets a confirmation, a scope and a rough date straight away, and in the evening you see a ready list of people worth calling back.

A wedding photographer at peak season

A couple asks about a free date on Friday evening and that same evening writes to several other photographers. The reply with the packages goes out in a minute, and when the couple goes quiet for a few days, a reminder reaches them before they pick someone else.

A reception desk drowning in bookings

Half the day goes on answering calls and moving appointments, and some slots stay empty anyway. Clients pick a time from the calendar themselves, get a confirmation and a reminder the day before, so fewer people simply do not show up.

When this is the right choice

Enquiries come in evenings and weekends, when you are working elsewhere or with your family.
You know the client picks whoever answers first, and often that is not you.
Nobody in the company makes sure to come back to someone who went quiet after the first message.
Every day you send the same quote, the same scope and the same date options, only with a different name at the top.

Before you order

Three things that are rarely in anyone's offer, yet decide whether the work goes well: what you need to have, when we talk you out of it, and what the contract rests on.

What we need from you

Access to the inbox, the calendar and the software you invoice from.
A description of the one task that eats the most time, and how it works today, step by step.
Ready-made wording or your consent for us to write it: the confirmation, the quote and the reminder.
A decision on where the automation ends and a human conversation begins.

When we do not recommend this

You get a handful of enquiries a month and each one is different. There is nothing for automation to repeat.
The process changes every week. It is worth settling it first and writing it into a system second.
You want the automation to run the whole conversation with the client. We do not do that, because clients spot it from the first sentence.

The terms we work on

The rollout is invoiced once the first scenario is live, the subscription monthly in advance.
The scenario is written down before anything is connected: what the automation does and what stays with you.
Every scenario has a stop condition and a way out to a human. That is not an optional extra.
The accounts and the data stay yours. After we stop working together the automation keeps running.
We take the minimum access to your systems needed to do the work, and hand it back when we are done.

What to demand from an automation rollout

Where automation genuinely saves time, and where it does more damage than good.

What can be automated

Enquiry confirmations, booking slots, reminders before an appointment, sending the offer, a nudge after a few days of silence, issuing invoices, routing requests to the right person and monthly document requests. Anything that repeats the same way every time.

Which tools connect easily and which do not

This decides the price of a rollout more than the number of steps in the scenario does. Programs connect easily when their maker prepared them to work with others and when they report by themselves that something happened, for example that a payment came in: email, calendars, popular invoicing programs, online payment systems, spreadsheets and messengers. Programs connect badly or not at all when they run only on the computer in the office, when they are industry software their maker never intended to connect with anything, and when they are sites you can reach only by logging in and clicking. A workaround is possible, but it costs many times more and breaks with every update, so when quoting we say plainly which side your system falls on.

How to work out whether it pays for itself

With two numbers, both from your own company. The first is the hours somebody spends every week retyping and chasing, multiplied by what that person's hour costs. The second, usually larger, is the enquiries lost to response time: count how many a month sit unanswered for more than a day, and multiply by your margin on one job. If the total does not exceed the cost of upkeep over a quarter, we will say plainly that it can wait.

Where automation breaks more than it fixes

In four places. A customer who has already replied keeps getting reminders, because nobody set the condition that the reminders end once they answer. Two people book the same slot, because the calendar updates late. An automated message lands in a situation where it reads out of place, right after a complaint for instance. And there is no way out to a person when the matter falls outside the scenario. The first three can be foreseen at the design stage; the fourth is only learned once customers say so.

What has to stay with a human

Everything that calls for judgement or carries risk. Quoting an unusual job, talking to a client who is hesitating, giving ground on price, apologising after a mistake, and deciding whether to take a job on at all. Automation handles what is predictable and confirmable. We agree the line during the rollout and write it into the scenario, because companies that pushed it too far ended up with service their clients recognised from the first sentence.

Common questions

How much does this cost, and what does the price depend on?

The rollout starts at 3,900 PLN, upkeep at 440 PLN a month. The price is decided by the number of systems that have to be connected to each other, not by the number of messages the automation sends. Confirming an inquiry and passing the request on is the simplest version; a calendar together with payments and invoicing is several times more work. We give you the figure for your case once you describe the one task you want off your plate.

What am I paying that monthly subscription for?

For keeping the connections working. Email, a calendar or an invoicing program can change their settings without warning, and automation left without care runs beautifully for a year and then quietly stops, usually at the worst possible moment. Monitoring catches a broken connection, the alert comes to us and not to you, and we are the ones who repair it. If a scenario needs an extra paid program, we say so when quoting, together with its cost, so that nothing shows up on the invoice later.

Will I have to change the program I issue my invoices in?

No. We connect to what you already use: email, calendar, invoicing, payments, spreadsheets and messengers. Moving a company onto a new program costs more than the rollout itself and rarely makes sense. The only case where we raise it is a program that runs on a single computer in the office, or one its maker never intended to work with anything else. Then we say so plainly when quoting, instead of promising a workaround that breaks with every update.

Will the customer be able to tell that an automation replied?

They should not, because we write the messages in your language, not in the language of a form. The automation sends predictable things: a confirmation, an offer, a reminder about the date. Everything that calls for judging the situation goes to you, so the customer never gets stuck trading sentences with a machine. The automation does not hold conversations and does not pretend to be a person, because customers recognise that from the first sentence.

And if the automation sends something wrong? Who answers for that?

You approve the messages that go out to customers before anything is switched on, so nothing leaves in your name without your knowledge. Every scenario has a stop condition: once the customer replies, the reminders end and the matter waits for you. Before we connect anything, we put in writing what the automation does and what stays with you, so there is something to go back to. If a scenario behaves differently than we agreed, we are the ones who fix it, within the subscription.

What if I want to answer the customer myself?

Then you answer. You get a notification about every new inquiry by email and on your phone, and you can step into the conversation at any moment. Once you take a case over, the reminders to that person stop. The automation only makes sure that no contact is left without an answer while you are at a customer’s site or on the road.

When will this start working?

We usually launch the first scenario within a few working days of agreeing what it should do. We start with one task, the one that eats the most time, because rolling out everything at once ends with a system nobody in the company understands. For the first month the scenario runs on your real inquiries and we fix whatever did not hold up. Only then do we add the next one.

Where does my customers’ data end up?

In the tools you already use: your inbox, your calendar, your invoicing program. We do not set up a separate database on the side and we do not copy the data over to ourselves. During the rollout we write down where each request goes, who has access to it and how long it is kept, so it can be copied straight into your privacy policy. We take access to your systems only to the extent the work requires, and we hand it back when the cooperation ends.

If we part ways one day, am I left with nothing?

You are left with working automation. The accounts are set up in your company’s name, the data is yours, and the scenario is described in writing, so the next person can see what is connected and where. After the cooperation ends everything keeps running, only without monitoring and repairs from us. Our access to your systems goes back to you at that point.

Prices, without asking about your budget first

Setup, one off

from3 900 zł

Monitoring and fixes

from440 zł/ mies.

These are starting figures. The final quote depends on scope, on how much material has to be prepared and on the deadline. We give it after a conversation, together with the deadline and the number of revision rounds in writing.

Let's set up your autopilot

Tell us how customers reach you today, and we'll propose the first scenario that handles them for you.

+48 696 969 273 biuro@provisualdynamics.pl