Which tasks to automate first
The first tasks to hand over are the ones where a person only moves data from one service to another. They involve no decisions, and a mistake or a delay shows at once: the client got no reply, the invoice went out with a typo.
| Task | Sign it is time | What solves it |
|---|---|---|
| Leads from the site, the bot and messengers | A manager copies leads into a sheet or the CRM by hand, and some get lost | A flow: the lead lands in the CRM and the team chat at once |
| Team notifications | People learn about a new payment or booking when they open their email | A Telegram message the moment it happens |
| Invoices, acts and contracts | A document is built from a template by copying the details | The document is generated from the deal data and sent to the client |
| Data exchange between the CRM, sheets and accounting | The same figures live in two places and drift apart | A flow with data checks and an error log |
| Typical client questions | A manager answers the same questions many times a day | An AI assistant answers from the knowledge base and triages leads |
Five steps to the first automation
- Write down a week of routine: what the team does by hand, in which services, who does it and how often. This is the map that shows where the time goes.
- Pick one task: it repeats often, its rules hold without exceptions, and a mistake in it costs money or a client.
- Describe the process step by step: where the data comes from, where it has to go, what happens if a field is empty or a service does not answer, and who owns the result.
- Build the flow and test it on real data from your daily work. For the first days, compare the result with what the manual work produced.
- Switch on monitoring and name an owner. Once the flow runs without anyone stepping in, move to the next task on the list.
What is too early to automate
- A process that changes every week. Agree on how it works first, then hand it to automation.
- A rare task that takes little time. A flow for it will take long to pay off.
- Decisions that need a person's judgement: negotiations, a special price for a large client, disputed refunds.
- Work with messy data: duplicate clients, empty fields, different names for one product. Automation multiplies the mistakes, so the data is cleaned first.
Do you need a CRM first
If leads live in messengers, personal phones and scattered spreadsheets, automation has nothing to stand on: the data has no single home. Then the first step is a CRM, where every lead has a stage, an owner and a history.
The same CRM is needed later for end-to-end analytics: without it a lead cannot be tied to a payment.
How to choose between them is covered in amoCRM or Bitrix24. Rolling out amoCRM, Bitrix24 or HubSpot at HEXIS costs from $100 and takes 3–5 days. The “Site + bot + CRM” system joins the site, the bot and the CRM: from $350, 1–2 weeks.
Make, n8n or custom code
We choose the tool by load, budget and where the data may be stored. The flow diagram stays with you, and any specialist can work with it without us.
| Tool | When it fits | Where it runs |
|---|---|---|
| Make | A quick start, few operations, no server of your own | In Make's cloud |
| n8n | Many operations, or the data cannot go to someone else's cloud | On your server |
| Custom code | Complex logic, high load, special data-check requirements | On your hosting |
What it costs at HEXIS
The price follows the number of services and how complex the rules are. The exact sum is fixed in the contract together with the scope.
| Format | Price | Timeline | What it is |
|---|---|---|---|
| Single flow | from $100 | 1–3 days | Two or three services exchange data |
| Flow system | from $250 | 1–2 weeks | Up to 10 services, own server, monitoring |
| AI assistant | from $200 | 2–3 weeks | Answers from your knowledge base, lead triage |
How to get an exact quote
Fill in the brief: four short steps, about three minutes. Describe what the team does by hand today and in which services. Within a working day we send a flow diagram and an estimate with the price and the timeline.