Systems
AI automation services for small businesses, step by step
For a small business, AI automation services come down to one job: the messages and calls you cannot pick up get answered, booked and followed up without you. This is how we do it, written for owners rather than developers.
A patient calls a dental clinic while the dentist is mid-procedure, gets voicemail and rings the next clinic. A salon sees an Instagram message during a cut and replies an hour later, after the customer has booked somewhere else. A heating engineer on a roof misses a call, and the job goes to whoever answered. The booking was lost to timing, not to price.
We build the systems that close that gap. They run under the name Rhomn Systems, and this guide covers who they suit, what they do, how we build one, what it costs and when we would tell you not to bother.
Who we build for
Small teams with a real diary and more enquiries than free hands. Most of our systems go to four kinds of business.
Two builds are written up in full: Rhomn Systems and Hotel AI, the guest inbox we built for hotels.
What it does, in the order your customer meets it
Every system runs the same four steps. Here is one enquiry going through all of them.
- 01Answer
- 02Book
- 03Remind
- 04Review
Where it plugs in
The system sits between the places customers reach you and the tools you already work in. You keep your tools. We connect to them.
- Telegram
- Phone calls
- Website form
- Meta ads
- Answers
- Qualifies the lead
- Sends a quote
- Books
- Reminds
- Collects documents
- Chases payment
- Screens applicants
- Asks for a review
- Your calendar
- Your invoicing
- Your customer list
- A spreadsheet
- Google reviews
- A message to you
How we build it
- 1A thirty-minute meetingWe ask where customers fall through today: the calls you miss, the messages that wait overnight, the no-shows. If a system will not pay for itself, we say so in that meeting.
- 2A written mapBefore anything is built we write down every path an enquiry can take, what the system may answer alone and what has to reach a person. The finished system is checked against that map.
- 3Built around you, one channel firstWe build it on your prices, hours, diary and tone, connect one channel and run it on real messages before adding the next. The first part is usually live in about two weeks.
- 4We keep running itWe read the conversations, fix what goes wrong and update it when your prices or hours change. Ongoing tuning is a separate monthly arrangement.
What you need to give us
About an hour of your time, usually one conversation and a photo of your price list. From that we need your services and prices, your opening hours, and the questions customers ask most. The full list is in what to prepare before automating.
How it avoids saying the wrong thing
It answers only from what you gave it. Anything unusual goes to a person, with the customer’s details already gathered. You can read every conversation it has.
Nothing in your current setup has to change for it to work, and if you want it gone, it can be switched off in a day.
When it is not worth it
Automation is the wrong purchase in three cases.
- You are not missing enquiries. If every message already gets an answer within the hour, there is little to recover.
- Every price is bespoke. If each quote needs a site visit or your own judgement, the system can collect the details but cannot close the booking.
- You get a few enquiries a week. Free WhatsApp Business quick replies and a complete Google Business Profile will do the job.
We wrote more on this in when not to automate.
What it costs
Our AI systems start from 2,000 euros. That covers one system working from your own information, one channel and the booking connection. The price rises with the number of tools it has to talk to, how strict the rules need to be, and whether it answers voice calls. You leave the first meeting with a scope, a price and a start date.
Questions owners ask
Do I have to change the booking system I use?
No. It writes into the calendar or booking tool you already use.
How long until it is running?
The first channel is usually live in about two weeks.
What happens when it does not know the answer?
It passes the conversation to you or your team with the details already collected, so nobody asks the customer twice.
Can I read what it says to customers?
Yes. Every conversation is there for you to read.
Can I turn it off?
Yes. It can be switched off in a day, and your tools stay as they were.
