AI operations automation
AI automation for operations that handles the routine and flags the rest
Operations teams lose days to re-typing documents, chasing approvals and reconciling systems. We automate the routine cases end to end and send only the unclear ones to a person, with a log of every step.
Free 30-min call. No pitch, no slides.
A single focused flow starts in the low four figures.
Built for 60+ companies. See the client list.
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Quick answer
AY Automate builds AI automation for operations teams: reading and matching documents, routing approvals, updating systems and producing reports, with exception handling and audit logs. A single focused flow starts in the low four figures.
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What it is
What operations automation covers
Most operations work follows a pattern. Something arrives, someone reads it, checks it against another record, decides and updates a system. The reading and matching parts are what AI does well now. The deciding stays with a person when the stakes or the ambiguity are high.
We build the flow so the model handles what is clear and a person handles what is not, with a one-click way to resolve exceptions. Over time the share handled without a person goes up, and the log shows exactly why.
Where a process is a mess, we fix the process before automating it. Automating a broken step just makes the mistake faster.
Fit check
Is this the right fit?
Where this wins
Document-heavy back offices
Delivery notes, invoices, forms and emails read, matched and filed automatically.
Teams reconciling data across systems
Records compared and updated with mismatches flagged for review.
Managers building reports by hand
Recurring reports assembled from source systems on schedule.
When NOT to use this
- The process changes every week. Stabilize it first, then automate.
- You need a legal or medical decision made automatically. We automate tracking and preparation, and a qualified person decides.
- Volume is very low. A checklist may do the job better and cost less.
How it works
How an operations project runs
We measure the current process first, so the result can be compared with a real starting point.
- 01
Process observation
Week 1Watch the work, count volumes and time, and collect real documents and exceptions.
DeliverableProcess map and baseline
- 02
Design the flow
Week 1 to 2Define what the AI handles, what a person handles and what gets logged.
DeliverableFlow design with exception rules
- 03
Build and test on real documents
Week 2 to 5Run the flow on historical documents and measure the matches and misses.
DeliverableTest results
- 04
Parallel run
Week 5 to 7Run alongside the manual process until the results agree.
DeliverableParallel run report
- 05
Cut over and monitor
Switch to the automated flow with alerts and a runbook.
DeliverableLive flow and monitoring
Typical timeline
A focused operations flow, scoped after the audit call
Stack we build with
n8n · TypeScript · Python · Claude · OpenAI · PostgreSQL · Supabase · Webhooks
See what could be automated in your operations?
Describe one process. We tell you which steps AI can handle and which should stay manual.
Use cases
What operations teams automate first
Delivery notes and invoices
Read, matched and filed, with unclear cases flagged for a person.
Compliance paperwork
Electronic invoicing and VAT paperwork automated end to end.
Owner visibility
One operating view replacing spreadsheets that only one person understood.
First 30 days
What your first 30 days look like
A measured baseline and a flow tested on your real documents.
Week 1
Process map and baseline
Volumes, time per item and the top exception types, measured on the current process.
Week 2
Flow design
What the AI handles, what goes to a person and the rules for both.
Week 3 to 4
Test on real documents
The flow run on historical items, with matches and misses reported.
Day 30
Parallel run plan
How and when the automated flow runs beside the manual one.
Scope
Scope and exclusions
In scope
- Document reading, extraction and matching
- Exception queues with one-click resolution
- Approval routing and system updates with logging
- Recurring operational reports
- Monitoring, alerts and maintenance
Not in scope
- Automated decisions with legal, medical or financial liability and no human sign-off
- Replacing your ERP or core operations system
- Process redesign for processes that are not yet stable
- Guaranteed straight-through rates before we have seen your documents
Results
Results from operations work
Achieved results only. Clients that have not agreed to be named are described instead.
Incoming delivery notes and invoices are read and matched automatically. Only the unclear cases reach a person, and the review team went from re-typing everything to spot-checking exceptions.
Electronic invoicing and subcontractor VAT compliance automated end to end, and an AI that answers far more inbound calls and leads than the team could handle manually.
A matching engine that pairs students to universities, an AI writing tool for CVs and cover letters, and an operating system that gives the CEO visibility without living in spreadsheets.
Pricing
How this is priced
We do not sell fixed packages sight unseen. The number depends on how many systems the work touches, and the audit call tells you that number before you commit to anything.
Single workflow
Low four figures
One focused workflow set up in hours, with error handling, retries and monitoring built in from day one.
Full system
Scoped after an audit call
AI steps, monitoring and integrations across several systems, typically four to eight weeks. No template price, because scope drives the cost.
Embedded engineer
From $3K/month
A dedicated engineer building and maintaining the work inside your team, instead of a scoped project.
Next step
Take the routine off your operations team
Book a free audit call and leave with a process map and a scoped first flow.
Book a free audit callFree 30-min call. No pitch, no slides.
Free automation audit
Find what to automate first, and how AI sees you
We read your homepage, detect your tools, and check your Google rankings and AI Overview. You get a score out of 100. Add a work email to unlock automation opportunities matched to your stack.
Use Claude Code, Cursor or Codex? Paste this into your agent
Fetch https://www.ayautomate.com/SKILL.md and follow it: read my repo or website, pick the 2 to 3 manual loops worth automating first, and give me the booking link.
Show us the process that eats your week
A 30 minute call. Describe the process and volume, and we tell you what can be automated and what should stay with a person.
Book a 30min Free Strategy Call
In this call, we'll walk through your project scope, timeline, and goals - so we can both check if we're a fit. No obligation, no slide deck, just a working session.
Don't want a call? Email walid@ayautomate.com
“The team is super fast - sometimes we had to slow them down. We managed to scale the company without investing into hiring.”
Elie Salame
COO, Adstronaut.io
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FAQ
AI automation for operations questions
What is AI operations automation?+
AI operations automation uses language models for the reading and matching steps in back-office work, such as checking an invoice against a delivery note or routing an approval, while a person handles the unclear cases. It is different from AIOps, which applies AI to IT monitoring and incident response. This page covers business operations: documents, approvals, reconciliation and reporting.
How accurate is document reading?+
It depends on your documents, so we test on a sample of your real ones before committing. Unclear cases go to a person with a one-click way to resolve them, so accuracy problems become exceptions, not errors in your systems.
What happens when the AI is not sure?+
The item goes to an exception queue for a person. Every decision, automated or manual, is logged.
Do we need to change our systems?+
No. We connect to what you run through APIs, exports or database access. If a system offers none of those, we say so before building.
What does it cost?+
A single focused flow starts in the low four figures. Multi-system builds are scoped after an audit call. Use the automation payback calculator to estimate payback time.
Can you keep it running after launch?+
Yes, through the automation maintenance plan, or your team can run it from our runbook.