Task mapping with an estimate of time saved
We chart how the task is done today, measure how much time it takes and estimate what automation will save, before we build anything.
Automation and AI
Automation and AI agents to take repetitive work off your team.
We map a task that keeps coming back, measure how much time it takes and automate it with the tools you already use. AI comes in where it truly helps, with a person checking what's critical.
- Works with your current tools
- Human review where it matters
- GDPR-compliant data handling
Signs it's time
Good people on your team doing a machine's job.
Copying, pasting, answering the same question, checking the spreadsheet. When that takes hours every week, it's a task to automate.
Emails and orders
Someone spends the morning reading emails and orders to sort out who handles what.
The same questions
The same questions arrive on WhatsApp every day, and someone answers them one by one.
Retyped documents
Data from invoices, contracts and PDFs is typed by hand into the system or a spreadsheet.
Manual reports
The weekly report is put together by hand, copying numbers from one system to another.
Rules or AI
Simple automation or an AI agent?
Not every task needs AI. We use the simplest option that works, and combine both when needed.
Simple automation
When the path is always the same.
If the task follows fixed rules, simple automation does the job: it's cheaper, predictable and never misreads anything.
- Data between systems
- Scheduled reports
- Alerts and reminders
- Automatic records
AI agent
When the task needs reading and context.
Free text, documents and case-by-case decisions call for AI. The agent reads, classifies and replies, and a person checks what's critical.
- Email triage
- WhatsApp support
- Reading PDFs and invoices
- Summaries and classification
What you get
One less task for your team, measured and running.
Automation with the tools you already use
Email, WhatsApp, spreadsheets and your system start exchanging data on their own. You don't have to switch tools.
Human review at critical points
Where a mistake is costly, the AI suggests and a person approves. Everything else runs on its own.
Data handled under GDPR
The automation uses only the data it needs, with access limited to the people who need it.
Tell us which task eats your team's time
The first conversation is free, with no commitment.
How it works
One task at a time, measured from start to finish.
We start with the task that weighs the most and only move to the next once the first one is running.
- 01
Pick the task
A free conversation to find the task that takes up most of your team's time.
- 02
Map and measure
We chart today's flow, measure how much time it takes and estimate what automation will save. This is the first stage of the project.
- 03
Automate
We build the automation on top of your tools, with a person reviewing wherever a mistake is costly.
- 04
Monitor and adjust
We check that it works as planned and fix what the AI gets wrong.
- 05
Next task, if you want
With the first one running, we move on to the next task to automate.
No lock-in
The automation is yours.
You're never tied to us. What we build is handed over to you, and ongoing support is optional.
We recommend ongoing support, because AI models and tools change and the automation needs tuning. But the choice is yours.
Flows and code
The automation's flows and code are yours. We hand over a full copy whenever you ask.
AI and tool accounts
The AI API and tool accounts are in your company's name. You pay for usage directly to the provider, with no middleman.
Data
Your data stays yours and is handled under GDPR.
Switching providers
If you ever want to continue with another team, we hand everything over to them.
Fit
Who it's for, and who it isn't for.
It makes sense when
- the task repeats every week or every day;
- it takes up hours of someone's time;
- the texts or documents follow a pattern, even with variations.
It may not be the right choice when
- the task happens only a few times a year;
- the process changes every week and isn't defined yet;
- the decision is critical and nobody could check the result.
If what's missing is a system with its own screens and data, rather than a flow between tools, custom software is the way to go. See our custom software
FAQ
What people usually ask before starting.
Which tasks are worth automating first?
The ones that happen often, take up someone's time and follow a pattern, even with variations. In the first conversation, we help you pick the one with the best return.
Can AI make mistakes? How do you prevent problems?
It can, which is why the design includes human review wherever a mistake is costly: the AI suggests and someone on your team approves. With ongoing support, we check the results and fix what the AI gets wrong.
Is my data safe?
Yes. The automation uses only the data it needs, with restricted access, and handling follows GDPR. When the task involves sensitive data, we agree with you on what can go through the AI.
Do I need to change the tools I use?
No. The automation connects to what you already use: email, WhatsApp, spreadsheets and your system. If a tool doesn't allow integration, we tell you during the mapping.
How much does it cost to automate a task?
It depends on the task: how many tools are involved, the volume and whether it needs AI. The first conversation is free. The mapping, the first stage of the project, measures the task and gives you the estimate of cost and time saved.
How much does it cost to keep an AI automation running?
AI API and tool usage is paid directly to the provider, on your company's account, and varies with volume. We estimate that cost during the mapping. Ongoing support from Herkul is optional.
Which tools do you use?
n8n for the flows, our own code when the task calls for it, and AI models from providers such as OpenAI and Anthropic, chosen case by case. What matters is that it works with what you already have.
Next step
Tell us which task eats your team's time.
We look at the task and tell you honestly whether it's worth automating, and whether AI is really needed. The first conversation is free.
Rather talk now? Message us on WhatsApp