AI and automation for small businesses
Your admin, done before you’re out of bed.
Here at Seamwork AI, we connect AI to the email, accounts and customer tools you already use.
Enquiries get a reply drafted, unpaid invoices get chased in your tone, and follow-ups go out on time - and you just approve them.
Reply faster than your competitors.
Enquiries get a reply drafted within minutes, even at 11pm.
Get paid sooner.
Unpaid invoices are chased for you, in your tone.
Finish work at a sensible hour.
The routine admin runs itself. You just approve it.
For businesses of two to ten people. Setups start at £2,500, and we quote every job individually - a free half-hour first, then one written number, and nothing to pay until you agree to it.
- Half now, half later
- Half to book, half once it is working, and nothing else to pay. Every job is staged that way whatever the number, and the number is agreed in writing before anything starts.
- Nothing locked in
- Support afterwards is month to month and cancelled whenever you like. No minimum term and no notice period.
Before and after
The same enquiry, landing at 11pm.
Before
An enquiry lands at 11pm. You see it at nine the next morning, between everything else. You type a reply, look up whether you have dealt with them before, save the attachment somewhere you will remember, and try to remember to chase them on Thursday.
After
A new enquiry arrives
An email lands in your inbox at 11pm. Nobody is awake, so the AI works through it.
- EmailThe AI reads the enquiry and works out what is actually being asked
- CRMChecks whether you have dealt with them before, and adds them to your list if not
- EmailDrafts a reply in your voice, with the right prices attached
- DriveFiles anything they sent where it belongs, named the way you name things
- CalendarSets a reminder to chase it on Thursday if they have not replied
You open your laptop at nine to a reply waiting for one word of approval.
The job you do for every enquiry, in the same order, every time.
Set up once and then left alone. Nothing to remember, nothing to start in the morning, nothing to run by hand.
Who it is for
What it could take off your plate.
Four kinds of business, and the jobs each one does the same way every time. If yours is not here, the shape is the same - bring your own week to the call.
- Enquiries from your website and inbox get a reply drafted with your prices, so a job is not lost because you were up a ladder.
- Quotes written up from your notes and put in front of you to check, so the paperwork is not waiting for Sunday night.
- Unpaid invoices chased politely, then firmly, in your words, so you are not the one making the awkward call.
- Clients chased for missing paperwork until it arrives, so deadlines are not spent sending reminders.
- Callbacks booked straight into the right diary, so reception is not playing phone tag.
- The questions that have the same answer every time get a reply drafted, so the team checks it rather than writes it.
- Viewing requests answered with the slots you have free, so the keen applicant hears back first.
- Applicants followed up after a viewing, so nobody goes quiet without a nudge.
- Certificate and renewal dates tracked and the reminders sent, so nothing lapses without anybody noticing.
- Client updates drafted from what is already in your project tool, so Friday’s update is a read-through, not a write-up.
- Time and costs pulled together at month end, so billing does not slip.
- New enquiries logged in your customer list with a reply drafted, so leads do not sit in an inbox.
What it plugs into
Joined up, so you never retype a customer’s details again.
Your email, your customer list and your accounts, connected. One instruction works across all of them, so a new customer is added, replied to and invoiced without you copying anything from one to the other. One connected tool is a convenience. Four is a member of staff.
- Google Drive
- Your documents, spreadsheets and files, read, written and filed where they belong - so you stop hunting for the latest version.
- Xero
- The books, so you can ask what is owed without opening them. Changing anything goes through the automation platform, which usually needs a paid plan for Xero.
- HubSpot
- Where the customers are. Enquiries, follow-ups and who has gone quiet, kept in one place - so nobody slips through.
- Microsoft 365Microsoft 365
- The other half of the country’s offices. Mail, files and calendars, the same way - so you do not have to switch to Google for any of this.
Below are the sort of things you could set up, and they are barely the start of what is possible. What makes them work in a real business is the connection underneath, and that is the part we set up for you. Giving your tools automation is powerful, and so is connecting them to AI. Connect a tool to both, and you begin to see the advantages.
Curious what you could ask it for?
You get a dashboard - a page you can keep open, showing where things actually stand - built from Xero and HubSpot.
Reading is the easy half - it reaches all of these directly. It is changing things that needs the automation platform, which is what the next one is about.
Add in some automation
Here is the shape of the kind of thing you could have running.
On its own, automation follows fixed rules: when this happens, do that. Put AI in the middle and each step can read, decide and write. An email isn’t just filed. It’s read, sorted by what it’s about, and answered in your tone. An invoice isn’t just saved. The figures are pulled out of it and entered for you. It works the other way round too: once your tools are connected, the AI you chat to can set the automations off, so one sentence starts a job that runs across several programs.
Claude carries the steps out in your apps through the automation platform. Nothing has to happen in another app first - you just ask.
Just ask
Chat to an AI that is connected to your programs.
The enquiries, follow-ups and bookings that fill your inbox.
Draft replies to everything that came in overnight, with the right price list attached.
GmailDrive
Find the customers who have not ordered in ninety days and write each of them a different follow-up.
HubSpotGmail
Book a call with anyone who replied yes, and keep Thursday afternoons free.
Google CalendarGmail
Summarise every conversation with this customer before I ring them back.
GmailHubSpotSlack
Invoicing, chasing and knowing where you actually stand.
Raise invoices for everything marked delivered this week.
XeroQuickBooks
Who is overdue, by how much, and how long do they usually take?
XeroGmail
Check this month’s payments against the accounts and flag anything that does not match.
StripeXero
Which product line actually made money last quarter, after refunds?
StripeGoogle Sheets
It does not just answer. It hands you the document somebody actually needs.
Produce that quote as a branded PDF and send it over with a covering note.
PDFGmail
Build a cash-flow model for the year with the formulas left in, so I can change the assumptions myself.
Excel
Turn last quarter into a deck I can actually present on Thursday morning.
PowerPoint
Draft the contract from our template with this client’s details already filled in.
WordGoogle Docs
Export everyone who has not ordered since June, ready for the mail-out.
CSVGoogle Sheets
Guardrails, not guesswork
None of it is improvised. Before anything runs we write a Skill - a template that fixes the rules it has to work inside: what it must always do, what it must never do, whose tone to write in, which templates to use, which figures it is allowed to touch and which it is not. It follows that every time. The answer you get on a Tuesday is the answer you get in six months, and when the rules change you change them in one place.
It does not replace one job. It takes part of everyone’s - marketing, sales, the books, the admin, the support inbox, and the thing still on your own desk at eleven at night.
What it costs
One written price, agreed before anything starts.
From £2,500, and quoted on its own
A setup for a typical small business starts at £2,500, and the number goes up from there when the work is worth more - which it usually is for a larger business, because the same hours handed back are worth more to them.
Our promise
If you get to the end of the first day and do not think it was worth it, keep everything we have built you and do not pay the second half.
Three of us, working seven days a week - so we can usually start within a fortnight rather than a quarter.
Say a setup gives you back two hours a week, and your own time is worth £40 an hour. That comes back every month, for as long as it keeps running - against a fee you pay once. Put your own numbers in.
£347 a month, every month it keeps running
- Set up on your own systems, not a demo account
- Worked examples using your own data
- How to use it, and the things not to trust it with
- Questions answered until you run out of them
- A short guide to using it day to day
Most of what we connect is software businesses are already on - Google Workspace, Microsoft 365, Slack, Dropbox, HubSpot, Xero and the like - all of which have ready-made ways in. Anything unusual, bespoke or built in-house, we quote after looking at it rather than guessing.
How we work the number out, and what moves it →Working together
We set it up, get it working, and stay on hand afterwards.
For a business of a few people that is usually a couple of days: finding what is genuinely worth automating, then setting it up and getting it working on your own systems. How much of your week is in scope, and how many systems have to be connected, decides the rest.
- 01
Before anything
A conversation, at no cost. You describe your week; we tell you honestly which parts of it are worth automating and which are not. If it is worth going further you get one written number afterwards, scoped against your business rather than picked off a list.
- 02
The work itself
We set it up on your own systems, with your own data, and test it against real examples until it does the job properly. You get it back working, not a to-do list.
- 03
Every month after
The first month of support is on us. After that, having somebody who knows your setup still reachable is month to month - and how much of that you want depends on how much you lean on it, so it is agreed as part of the quote rather than picked off a menu.
Proof
The proof you can see.
This website was created using the same tools we set up for you - the design, the words you are reading, and the way it publishes itself. A person described what was needed in plain English, and the AI did the work.
It shows what we can build, not a result for a client, and we will not dress it up as one. Ask us on the call and we will show you how it works.
Who you would be dealing with
Three of us, and you always know which one you are talking to.
Olly owns the business, and Lewis and Ryan work alongside him. That is the whole team - so the person who sits down with you is the person who built it, not whoever happened to pick up the phone.
OllyOwner
Olly owns the business. He is the one who answers the phone, the one who sits down with you on the day, and the one you ring afterwards when something changes. There is no account manager in between.
Olly also runs Swarm ICT, the IT support and website business Seamwork AI is part of.
07816 970 768Lewis and Ryan, who work alongside Olly.
LewisLead technical adviser
Lewis is the lead technical adviser. He runs the technical investigations and helps scope out project work, and he builds the deep technical glue that sits out of sight and holds the rest together. He works directly with Olly through development to get solutions implemented.
RyanImplementation adviser
Ryan is the implementation adviser. He helps clarify the spec put to the customer, and sits in on the consultation meetings with Olly. Ryan is the bridge between the technical implementation and what the customer asked for.
We can come to you here. Everywhere else, we work remotely.
- Wiltshire
- Olly and Lewis
- Based in Corsham
- Buckinghamshire
- Olly
- Based in Burnham
- West London
- Ryan
- Based in Ealing
- Everywhere else
- Any of us
- Remote support, anywhere in the UK
Seven days a week, early until late.
Straight answers
What everyone asks before they say yes.
- I have not got time to learn another thing.
- Then do not. The point of the day is that you finish it with the thing already working on your own systems, not with homework and a login you never use again.
- We are too small for this.
- The opposite. A large company has people to absorb the admin. You do not - which is exactly why getting those hours back is worth more to you than it is to them.
- Is my data safe?
- It reaches only what you grant it and nothing else, you can revoke that in a click, and your business data is not used to train anything.
- What if it gets it wrong?
- We put guardrails around it: the rules it has to work inside, written down once so it follows them every time. Until you trust it, it drafts and you approve - and we start with the work where a mistake is a mild embarrassment, never a disaster.
- What if our software does not connect?
- Most do - there are thousands of ready-made connections, the automation platforms reach thousands more, and the list keeps growing. If yours is not one of them, anything with an API (the standard doorway software uses to let other software in) can have one built, and a lot of systems can be worked through the files they already export. Occasionally the honest answer is that the software itself is what is holding you back, and we will say so rather than sell you around it. Either way you find that out on the first call, before you have paid anything.
- How does it actually connect to my software?
- Through an open standard called MCP. It lets a large language model - the AI itself - talk directly to software you already pay for, such as your email, your accounts and your files, through a real connection rather than copy and paste. You grant it what you choose and nothing else. Between the three of us there is more than thirty years of IT and over eight years of working with language models, so we know which bits matter and you do not have to.
- Will I need to pay for any other software?
- Usually a little. The AI model needs a paid plan, and anything that runs on its own rather than when you ask needs an automation platform watching for it. A chain of more than one step usually needs a paid plan there too; entry plans tend to run a single step on a timer rather than the moment it happens. We work out which platform suits you, set it up with you, and tell you what it costs before you commit to it.
The next step
The cost of waiting is not zero.
Somewhere in your market, a business the same size as yours has stopped writing follow-ups by hand. They are quoting faster than you, chasing money you are still chasing manually, and starting Monday already knowing where they stand. That gap does not stay the same size.
Half an hour on the phone. You describe your week, we tell you honestly which parts of it are worth automating and which are cheaper left alone. No pitch, and nothing to sign - you decide whether you want to take it further.
Or just ring us on 07816 970 768, or email hello@seamwork.co.uk.