AI Workflow Automation That Moves the Work for You
KUYA Solutions LLC, founded by Slade Jones, builds and runs workflow automation for small businesses: the triggers, integrations, and scheduled jobs that move a lead, booking, or record from one tool to the next without anyone retyping it. Where a step needs reading or writing, we add an AI step inside the flow. Every build starts from a 60-minute MapFlow session ($497) at /book.
What workflow automation is
Rules that run the same process the same way, every time.
Workflow automation turns a repeatable process into a set of rules: a trigger (a form is submitted, a booking is made, a status changes), the steps that follow (create the record, send the confirmation, assign the task), and a check that alerts a person when something doesn't fit. AI workflow automation adds a model to one or more of those steps, for example reading an inbound email to decide which queue it belongs in, or drafting a reply that a person approves. The process is still defined by rules, so it stays predictable and easy to audit.
Workflow automation, AI workflows, or MapFlow?
Three related services, three different jobs.
| Service | What it is | Choose it when |
|---|---|---|
| Workflow automation (this page) | Building and running automated processes: triggers, integrations, scheduled jobs, and ongoing maintenance | You already know which process wastes time and want it to run on its own |
| AI workflows | AI strategy and AI agents: assistants that draft, summarize, classify, and answer within limits you set | You want AI doing reading- and writing-heavy work, or need help deciding where AI belongs |
| MapFlow | The $497, 60-minute Workflow Mapping Session that starts either service | You're not sure yet what to automate, delegate, or keep |
Who it fits
Businesses where the same handoff happens over and over every week.
It fits teams that copy details from forms into a CRM, send the same confirmation by hand, chase the same missing documents, or build the same weekly report from three spreadsheets. If a task has a clear starting event and the steps rarely change, it's a good candidate. If every instance needs a judgment call, it belongs with a person, and automation should only prepare the work for them.
What we build
Processes we automate end to end.
Lead to booked appointment
A web form, chat, or missed call creates the lead in your CRM, sends an instant reply with a booking link, assigns an owner, and schedules a follow-up if nobody books. KUYA's Missed-Call Text-Back, Website Chat + Lead Forms, and Online Booking packages cover the common versions.
Booking to reminder to review
A confirmed booking triggers the confirmation, a day-before reminder, and a review request after the visit, with any unhappy reply flagged for a person to handle.
Intake to organized records
Intake forms, emailed documents, and signed agreements are filed to the right client folder and logged in the CRM, and missing items trigger a polite reminder until they arrive.
Internal handoffs and reporting
Status changes create tasks for the next person, overdue items raise an alert, and a scheduled summary pulls the week's numbers from your tools into one message or sheet.
Want more ideas? Browse 15 workflow automation examples, each with the trigger, the steps, and the human check.
Tools
Built in the stack you already pay for.
We start with what you already run: your CRM, Google Workspace, Slack, calendars, booking and form tools, plus automation platforms such as Zapier or Make where a connector is missing. For HighLevel users, KUYA also offers sub-account buildout and HighLevel-certified VAs. Everything we build is yours to keep, with no lock-in.
Built to keep running
What you get at handover
Every automation we build is handed over with the pieces that keep it working after launch:
- A one-page write-up of the trigger, each step, and the tools involved.
- Test runs on real records, including messy and duplicate ones.
- A failure alert to a named person, so it never breaks silently.
- A human checkpoint anywhere a mistake would reach a customer.
- A short change log, so the next edit doesn't break the last one.
How a build runs
Map → Build → Run
Each automation goes through the same three steps, one process at a time.
- 1
Map
MapFlow traces the process from its trigger to its last step and ranks which automation will give back the most time first.
- 2
Build
We configure the trigger and steps in the tools you already use, one process at a time.
- 3
Run
After launch we watch the exceptions, tune the rules, and hand over the documentation. Ongoing changes can be handled by an AI Specialist seat.
Pricing
What does workflow automation cost?
Workflow automation is priced per process, not as an open-ended retainer. The one fixed price is MapFlow: $497 for 60 minutes. Common automations are also sold as packages with a published setup fee and monthly rate, including Online Booking, Missed-Call Text-Back, Smart Follow-Up / CRM, and Review Engine; see /pricing. For continuous build and maintenance work, the AI Specialist seat (40 hrs/wk) is $3,297 per month plus a one-time setup fee.
How it fits with our other services
Automations, people, and AI together.
Automations handle the predictable steps. When a step needs a conversation, a VA VA from VA staffing takes it. When a step needs AI reading or writing at scale, AI workflows covers the design of those agents.
FAQ
Common questions about workflow automation.
- What's the difference between workflow automation and AI?
- Workflow automation is deterministic: when X happens, do Y: move a record, send a reminder, update a field. AI handles fuzzy steps: drafting a reply, summarizing a thread, deciding which queue a message belongs in. We use both where each fits.
- Which tools do you connect?
- Whatever your process already runs on: CRM, Google Workspace, Slack, calendars, booking and form tools, and HighLevel. Zapier or Make fill the gaps when two tools don't connect directly. New software is only suggested when it removes steps.
- How long does automation take to set up?
- Timing depends on how many tools are involved and how quickly access is granted. We build one process at a time, starting with the one MapFlow ranks highest, so something useful goes live before the larger backlog is done.
- How much does it cost?
- MapFlow is a fixed $497 for 60 minutes. Packaged automations have published setup and monthly rates on the pricing page, and custom processes are quoted from the map. An AI Specialist seat covers ongoing build and maintenance.
- Does automation replace my VA?
- No. It removes the copying, reminding, and filing around the seat, which frees your VA for the calls, exceptions, and follow-up that need a person.
- Where are you based?
- KUYA Solutions LLC has Houston-Galveston roots and builds automations remotely for small businesses across the US, on Central Time business hours.
Let's map the workflow that runs your business without you.
A focused 1:1 session to identify what to delegate, automate, and systemize, so growth stops depending on your hours.