Works with your existing stack
Models you own
Live in 5 business days
Month-to-month
HOW IT WORKS
How does an automation get built and go live?
Most ArdentFlow automations are live in five business days. We start with one workflow, not a platform rollout. Day one is a working session to map the steps and decide what the agent handles versus what stays with a person. We build against your real data, run it alongside your current process until the output matches, then hand it over documented. You approve before anything touches production.
Step 01 — Map one workflow
A 60-minute session on a single process. We document every step, every system it touches, and every decision a person currently makes. You keep the process map whether or not you build with us.
Step 02 — Build against your real data
We build on your actual invoices, records, and tickets — not a sanitized demo set. Real data is where the edge cases live, and edge cases are what break automations after launch.
Step 03 — Run it in parallel
The automation runs alongside your existing process while you compare outputs. We tune the confidence threshold with you: what the agent handles, what it escalates. It goes live when it’s matching, not on a launch date.
Step 04 — Hand over, then expand
You get documentation, access, and ownership. Most clients start with one workflow and add the next once the first has proven itself.
No discovery phase, no six-week onboarding. One workflow, five days, then you decide whether to do another.
THE PROBLEM
What does manual handoff work actually cost?
It costs a salary you never decided to spend.
The invoice arrives as a PDF and someone types it into the accounting system. The lead comes in and someone copies it into the CRM. The quote gets approved and someone remembers to open the project. None of these take long on their own, which is exactly why nobody measures them — and why they quietly add up to a full-time role spread across four people.
Automation software was supposed to fix this. It fixed the easy half: moving data that’s already structured. It can’t read a PDF, decide which cost code applies, or notice that one line item is wrong. So the tool handles the copying and a person still handles the thinking.
That thinking step is the whole job. It’s what we automate.
INTEGRATIONS
What does AI automation connect to?
ArdentFlow’s automation connects to the systems you already run — your accounting software for invoices, your CRM for records, your project tools for handoffs. Nothing gets replaced.
Accounting and finance
QuickBooks, Xero, Bill.com, NetSuite. Invoice capture, coding, PO matching, approval routing.
CRM and sales
HubSpot, Salesforce, Pipedrive, Zoho. Record creation, enrichment, stage updates, handoff triggers.
Operations and project
Procore, Buildertrend, Monday, Asana, Jira. Project creation, task routing, status sync, scheduled reporting.
Running something else? If it has an API, we connect to it. If it doesn’t, we’ll tell you on the first call.
SIMPLE PRICING
How much does AI automation cost?
A one-time build fee per workflow, then a monthly run cost. Month-to-month — no annual contract. Pricing depends on how many systems the workflow touches and how much it runs, so we quote it after the mapping call.
Single Workflow
One automated workflow, built end to end
Connects up to 2 systems
Exception routing to a person
Documentation and handover
Live in 5 business days
Operations Bundle
Up to 3 workflows
Connects up to 5 systems
Shared logic across workflows
Monthly tuning session
Priority build queue
Managed Automation
Unlimited workflows within scope
Full stack integration
Ongoing optimization
Dedicated build contact
Quarterly process review
Automation audit — a single session mapping every manual handoff in one department, delivered as a written process map. Yours whether or not you build with us.
SEE YOUR SAVINGS
Find out what manual hours are really costing you.
Add up the hours your team spends moving information between systems each week, and see what that works out to per year. Most owners are surprised by the second number.
BUILT FOR YOUR WORKFLOW
What can AI automation run inside your business?
Six departments where the same problem shows up: someone reading something and typing it somewhere else.
Finance and accounting
QuickBooks · Xero · Bill.com
An invoice arrives as a PDF. The agent reads it, pulls the PO number, codes the line items, matches them against the order, syncs the bill into QuickBooks, and routes it for approval — flagging only the exceptions your controller needs to see.
Sales and CRM
HubSpot · Salesforce · Pipedrive
A lead comes in by form, email, or referral. The agent reads it, enriches it, creates the CRM record with the right properties, scores it against your criteria, and routes it to the right rep with the context already attached.
Marketing
HubSpot · Mailchimp · Google Ads
The agent assembles campaign performance from every channel on schedule, writes the summary, and delivers it. It also handles list hygiene, lead-source attribution, and turning one piece of content into the five formats you actually publish.
HR and onboarding
BambooHR · Gusto · Rippling
A new hire is accepted. The agent generates the paperwork, creates the accounts, assigns the onboarding checklist, and chases the documents that come back incomplete — so HR reviews status instead of sending reminders.
Payroll and timesheets
Gusto · ADP · Paychex
The agent reconciles timesheets against schedules and job codes, flags the entries that don’t add up, and prepares the payroll run for approval. Your bookkeeper reviews the exceptions rather than every line.
Project management
Procore · Buildertrend · Monday · Asana
A quote gets approved. The agent creates the project, populates tasks from the template, assigns the owners, syncs the schedule, and notifies the team — so nothing waits on someone remembering to open it.
Also automating today
Purchase order matching
Contract intake and review
Vendor onboarding
Compliance document tracking
Expense report coding
Inbound email triage
Don’t see your process? If a new hire could learn it from documentation, an agent can run it — talk to us.
BEFORE YOU BUY ANYTHING
Should you hire someone, buy a tool, or build an agent?
Three ways to handle the work between your systems. Each one wins at something. Here’s the honest version, including where we lose.
Hire a person
Rules tool (Zapier, Make, n8n)
AI agent (what we build)
Handles structured data between apps
Yes, slowly
Best option — cheap, instant, reliable
Yes, but overkill
Reads a PDF, email, or handwriting
Yes
No
Yes
Makes a judgment call
Yes
No — only pre-written rules
Yes, within limits you set
Handles a case nobody anticipated
Best option — a person adapts
No, it breaks
No — escalates to a person
Works nights, weekends, holidays
No
Yes
Yes
Who fixes it when it breaks
They fix it, if they’re still here
You do, or you hire someone
We do — included, in writing
What you own at the end
Knowledge in one person’s head
Your rules, inside their platform
Models and logic on your infrastructure
THE HONEST READ
When a rules tool is the right answer
If your workflow is a clean trigger moving structured data — form fills a spreadsheet, payment posts to Slack — buy Zapier and stop reading. It costs a few hundred dollars a year and it will not break. We would be a worse choice, and more expensive, for that job. Rules tools break down when the input stops being predictable or the logic needs more than a couple of conditions.
When a person is the right answer
If the work changes every time it runs, or arrives a few times a month, a person is cheaper and better. Agents learn patterns. No pattern, no agent. If a new hire couldn’t learn your process from written instructions, neither can we.
When an agent is the right answer
High volume, repeatable logic, unstructured input. The invoice that has to be read before it can be coded. The email that has to be understood before it can be routed. That’s the gap: rules tools can’t read, and people are too expensive to read all day.
What most of our clients actually run
All three. A rules engine moves the structured stuff, an agent reads and decides on the messy stuff, and a person handles exceptions. We’re not replacing your stack — we’re filling the hole in the middle of it.
THE PART NOBODY PUTS ON A WEBSITE
What happens when it breaks?
It will. A vendor changes an invoice template, an API version deprecates, someone adds a field. Every automation drifts.
Maintenance is a line item in our agreement, not a favor. When it breaks, we fix it. That’s the difference between buying an automation and owning a system nobody is responsible for — which is the actual risk in this category, and the reason a lot of automation projects quietly stop being used six months in.
Ask any vendor you’re evaluating, including us, one question:
When this breaks in month seven, who fixes it and is that in writing?
NOT A FIT
We’ll tell you on the first conversation if you’re one of these:
— The process changes every time it runs and has no repeatable logic
— Volume is a handful of items a month — the manual way is cheaper
— The work needs a licensed professional’s sign-off on every case
— You want a tool to run yourself — that’s Zapier, and it’s a good answer
Saying so costs us less than a failed build costs both of us.
FAQ
Common questions, straight answers.
What’s the difference between AI automation and tools like Zapier or Make?
Zapier and Make move data between apps based on rules you define, and they’re very good at it. AI automation adds the step they can’t do: reading unstructured input — a PDF, an email, a voicemail — and making a judgment about it. Most builds use both: AI for the reading and deciding, a rules engine for the moving.
Do I need to replace my current software?
No. We connect to what you already run. The automation sits between your systems rather than on top of them. If your tools have an API — HubSpot, QuickBooks, Procore, and most others do — we integrate with them.
How accurate is it, and what happens when it’s wrong?
Every automation has a defined escalation path: cases the agent isn’t confident about go to a person instead of through. We tune that threshold with you while it runs in parallel with your current process. The goal isn’t zero human involvement — it’s a person reviewing exceptions instead of processing everything.
What does “models you own” mean?
The automation runs on open-source models on infrastructure you control, rather than a closed vendor API you rent. The logic, prompts, and integrations are yours and documented. If you stop working with us, it keeps running.
How long until it’s live?
Five business days for most single-workflow builds — from the mapping session to running in production.
How does the build actually work?
One 60-minute session to map the process and decide what the agent handles versus what stays with a person. We build against your real data, then run it alongside your current process until the output matches. It goes live when it’s correct, not on a launch date.
What if my process is unusual?
Most are. What matters isn’t whether it’s common but whether it’s repeatable. If a new hire could learn it from written instructions, an agent can run it. We’ll know inside one conversation.
What if automation isn’t the right answer for us?
We’ll say so. If your volume is low or the process changes every time it runs, doing it manually is cheaper and we’d rather tell you than sell you a build that fails.
Stop paying people to move information between systems.
Book a 15-minute call. We’ll pick the process costing you the most manual hours and tell you straight whether automation is worth it. No deck, no discovery phase.
Schedule a Call →
Prefer to talk now? Call (346) 680-1440 — answered 24/7.
Houston-based · Working nationwide · Live in 5 business days · Month-to-month