Free consultation
We spend 30 minutes learning how your team works, where things slow down, and which tools are involved. No preparation is required. If we do not see a worthwhile opportunity, we will tell you.
30 min · FreeAI workflow automationthat keeps work moving.
We connect your existing tools and use AI to handle repetitive work, follow-up, and handoffs—so leads, customer requests, and internal tasks don't stall when staff get busy.
Example automationRunning
Lead follow-up
From new inquiry to an assigned next step.
New inquiry receivedWebsite form · 10:42 AMComplete
2AI reviews and routes itHVAC estimate → SalesQueued
3Personal follow-up sentSMS delivered · 10:42 AMQueued
4CRM updatedOwner assigned · Next step queuedQueued
HELIOS1 / 3
The Helios method
First, we learn how the work gets done.Then we build, test, and keep improving.
Operational audit
We observe the work, talk to the people doing it, and review the systems involved. You receive a ranked list of what to automate, what it should improve, and what it will take to build.
Paid diagnosticImplementation & build
We agree on scope and price before work begins. We build the automation, test it with real scenarios, document it, and train the people using it.
Fixed scopeMaintain & improve
We monitor failures, handle software changes, and keep the workflow useful. We add more automation only when the next improvement is worth the cost.
OngoingWhat Helios can automate
Start with the work your team repeats.Then automate the parts that slow them down.
Lead capture & routing
Capture new inquiries, route them to the right person, and make sure the next step does not get lost.
Follow-up & reactivation
Keep estimates, open opportunities, and dormant customers from disappearing after the first conversation.
Scheduling & reminders
Coordinate appointments, send reminders, and handle routine follow-through without another daily checklist.
Customer communication
Draft and send useful updates by email or text, with staff approval wherever judgment still matters.
Intake & document flow
Collect forms and files, extract the useful details, and move them into the systems your team already uses.
CRM & system updates
Keep records current across tools without copying, pasting, or retyping the same information.
Team handoffs
Trigger tasks, approvals, and status updates when work moves from one person or department to another.
Reporting & summaries
Turn scattered activity into recurring reports that show what happened, what stalled, and what needs attention.
App-to-app integrations
Connect systems that were never designed to work together, using reliable fallbacks when an integration fails.
Tools & integrations
We work with the tools you already use.And connect what's missing.
Workflow orchestration
n8n
Runs connected workflows across your systems without charging for every task.
AI reasoning
Claude
Useful for classification, extraction, summarization, and drafting when rules are not enough.
AI models
OpenAI
Selected when its models or tools are the better fit for a specific workflow.
Email & messaging
Twilio
Provides reliable communication infrastructure for reminders, updates, and follow-up.
App connectors
Zapier + Make
Useful when an existing connector is the fastest reliable route to a working outcome.
The difficult gaps
Custom code
Python and TypeScript handle the edge cases that off-the-shelf tools cannot.
Systems we can connect
One connected workflow, built from the tools you already use.
HubSpotSalesforceGoHighLevelServiceTitanHousecall ProJobberGoogle WorkspaceMicrosoft 365QuickBooksSlackCalendlyAirtableDocuSignTypeform
Straight answers
Questions before we get started.
01What happens during the free consultation?+
We spend about 30 minutes learning how your team works, where things slow down, and which tools are involved. No preparation is required. If we do not see a worthwhile opportunity, we will tell you.
02What happens after the consultation?+
If there is something worth exploring, the next step is a paid operational audit. We examine the workflow, identify the best automation opportunities, and provide a recommended first build. You keep the findings whether or not you hire Helios to implement them.
03What kinds of work can Helios automate?+
Helios is best suited to repetitive work that moves between people and systems: lead follow-up, intake, reminders, document handling, CRM updates, internal handoffs, and recurring reports. We focus on work that can save time or prevent opportunities from getting lost.
04Do we have to replace our current software?+
Usually not. We build around the tools your team already uses and connect what is missing. The audit confirms what can be integrated reliably before anything is proposed.
05Does every automation use AI?+
No. Sometimes a straightforward system connection or business rule is the better solution. We use AI when the work requires judgment-like tasks such as classification, extraction, summarization, or drafting.
06What happens after the automation is built?+
We test it, document how it works, and show your team how to use it. If ongoing support is part of the engagement, we also monitor failures, handle software changes, and improve the workflow over time.
07How do you handle sensitive or business-critical work?+
We minimize the data involved, use approved systems, and include a clear human fallback. Medical, financial, safety, and other high-stakes decisions stay with people. We do not recommend starting with a workflow that cannot fail safely.