Workflow automation
Structure intake, ownership and repeatable steps using the tools already in your business.
Explore workflow services →WORKFLOW AUTOMATION · SMALL BUSINESS & CONSULTING TEAMSYour team has
Your team has
better things
to do.
We turn the handoffs, requests and reports slowing your business down into workflows your team can actually run. Start with the tools you own. Prove it with one focused pilot.
$600 pilot · up to 6 delivery hours
$300 deposit after scope agreement · $300 on delivery
Founder-led · Citrix, NetScaler and Azure experience · StormWind Studios course author
XENLABZ / WORKFLOW DESIGNILLUSTRATIVE EXAMPLE
FROM SCATTERED TO STRUCTUREDThe Friday report.
The Friday report.
Without the Friday scramble.
Collect the updatesOne agreed input. One accountable owner.
INPUTSurface what needs attentionMissing details and blockers stay visible.
CHECKA person makes the callReview the draft before it goes anywhere.
REVIEWSAMPLE OUTPUTA decision-ready weekly briefTry this workflow
Your process. Your tools. A handover you can keep.
Which part slows your team down?
PRACTICAL IMPLEMENTATIONConnect the work.
Connect the work.
Clear the bottleneck.
From the first process sketch to tested setup and a useful operating guide. We help you make the next step work.
Reporting & handoffs
Bring scattered updates into a consistent brief with clear exceptions and next actions.
Try a reporting example →Architecture & enablement
Make better technology decisions, document how things work, and equip your team to run them.
Discuss a separate scope →TRY XENLABZ STUDIOFrom “now what?”
From “now what?”
to “here’s next.”
Choose a sticking point. See the kind of structure we help you put around it.
What lands on your desk
“The client is ready. I think we have everything. Who’s taking it from here?”
An email threadAn unclear handoff
Onboarding briefIllustrative output
A handoff someone can own.
Give the next person a clear starting point and make missing information visible.
- Next actionConfirm the kickoff
- OwnerClient coordinator
- Still neededNamed client contact
Fictional examples. Explore the workflow, review the output, and take a sample with you.
Something you can useThe work doesn’t
The work doesn’t
end with advice.
You leave with the process, the documentation and a team that knows what happens next.
Browse sample outputs →
Explore the actual sample documents →Start with one focused pilotOne workflow.
One workflow.
A working result.
The Workflow Automation Pilot
One agreed workflow. Up to six delivery hours. A written scope before you pay.
- Process brief and agreed success checks
- Focused setup using your existing tools
- Representative tests and operating instructions
- A walkthrough and seven days of in-scope corrections
$600 USD
$300 deposit after scope agreement.
$300 balance after agreed delivery.
Your deposit counts toward the $600 total. One-time engagement.
Book a Free Fit Review →What’s included and what’s separate?
One agreed workflow, representative tests, written instructions, a walkthrough, and seven days of in-scope corrections. Software costs are separate. Complex integrations, migrations, custom apps and ongoing support need a separate scope.
Terms and payment details →Already agreed your scope? Pay the existing $300 deposit →
Already have Copilot? We check what your existing tools can do first. The pilot pays for agreed setup, testing and handover. Read the FAQ →
See what you take away.
Open sample outputs →Browse example documents before we talk.
Estimate the effort behind a recurring task
Put a number on the problemWhat does the
What does the
repetition cost?
Use your own estimates to value the current effort. Then see how much improvement would be needed to cover a $600 pilot.
Starting values are illustrative. Use total team time and a rate appropriate to your business.
Show the calculation
Annual hours = weekly occurrences × minutes ÷ 60 × 52.
Annual effort value = annual hours × hourly rate.
Break-even hours = $600 ÷ hourly rate.
Required reduction in year one = $600 ÷ annual effort value × 100.
This assumes 52 working weeks. Extra software and ongoing costs are excluded.
Current effort, based on your inputs
$6,500 / year
86.7 team hours / year
To cover the pilot fee
8 hours
Required year-one reduction
9.2%
9.2% of the annual effort value.
These are arithmetic estimates of effort and the improvement needed to cover the pilot fee. They are not projected savings, cash returns, or a promise that the workflow can achieve that reduction.
Find out whether a pilot fits →The people behind the workGood at technology.
Good at technology.
Better at listening.
Architecture, strategy, design and coordination. Different perspectives, working on the same problem.
Experience you can check.
Enterprise architecture, product design and hands-on training inform how we work. Explore the team’s backgrounds and public professional profiles below.
Explore the team’s professional profiles and the sample work before you decide.
Steve Topazi
Founder & Solutions Architect
Jon Swarbrick
Technology Strategy & Architecture
Ivan Volodkin
Product Design & User Experience
Jessica Topazi
Client Experience & Operations
Before we talk.
Why pay if we already have Copilot or another AI tool?
You may not need to. We assess the process first. If built-in features cover it, we say so. A paid pilot covers agreed configuration, test cases, operating instructions, and a walkthrough. It is useful when your team needs help making a repeatable process work in practice.
What is included in $600?
One agreed workflow, up to six hours of delivery work including discovery, setup, testing, documentation, and one walkthrough. We confirm that the proposed task fits before accepting the pilot.
What is outside the pilot?
Custom application development, complex integrations, data migrations, autonomous outbound communications, regulated decision-making, and ongoing managed support. If your task needs more work, you get a separate scope before anything proceeds.
Do we need to buy new software?
Possibly, depending on your existing tools and requirements. We identify any additional subscriptions before you agree to proceed. You own your accounts and pay providers directly.
Is this a completely autonomous AI agent?
The pilot focuses on a useful, bounded workflow. Customer-facing drafts require human review. We agree any integrations and actions explicitly as part of the scope.
Can I book or pay now?
Yes—after we confirm fit and you accept the scope and customer terms in writing. The $600 pilot is paid in two parts: a $300 deposit before work starts and a $300 balance after delivery. Use the deposit checkout on the customer terms page only for an agreed pilot. This is a one-time payment, not a subscription.
Let’s find your
first useful win.
Book a Free Fit Review. Tell us what gets stuck and suggest a time to talk. We’ll review the fit and confirm the next step by email. No payment or obligation.
A small start.
A concrete next step.
Preview your full inquiry
Don't include passwords, confidential client records, or sensitive personal information.
Want to try your own text? Open the editable workflow tools →
Quick previewSee a messy handoff
See a messy handoff
become a clear next step.
Pick an example and see the result. Open the editor if you want to try your own redacted text.
Your input
Find the candidate actions
Keyword checks highlight possible actions and preserve their source lines.
Edit the example
Use fictional or redacted text. No accounts are connected, and nothing is sent.
Your result
A clearer review list.
Read the full result
Check suggested actions before using them.
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