Max Västhav · Work directly with an expert
AI automation for businesses
How many hours a week go into reading PDFs, moving information between email and systems or sorting incoming requests? I help you find the work that can be automated, build the flow and decide where a person checks the result before anything is sent on.
Describe your workflowWhere AI automation helps
Most of what can be automated in a smaller business is ordinary work. An order arrives as an email attachment and has to be typed into the business system. A supplier invoice has to be read and coded. An enquiry from the website has to reach the CRM with a follow-up reminder. None of it is hard, but together it can take several hours a week.
AI helps where the input differs every time, such as free-text email or scanned documents. Where the rules are exact, an ordinary integration is enough and that is what we build.
- Reading orders, invoices and delivery notes from PDFs and email.
- Sorting and summarising incoming requests for the right person.
- Moving form enquiries into the CRM without duplicates.
- Drafting replies, quotes or reports for someone to review.
Start with one flow and do the maths
We take one flow you run every week and look at how it works today: what starts it, which systems it touches, how long it takes and what happens when information is missing. If someone spends five hours a week moving data between systems, that is over two hundred hours a year, which you can compare with the cost of building and maintaining a flow.
Tools follow the flow: n8n, Make, Zapier, Power Automate, a direct API integration or some Python. We test with real examples, including the awkward ones, and decide before the build what a person must approve, such as customer emails or changes to the books.
What does it cost?
AI-related work starts from SEK 2 000 per hour, excluding VAT.
For a single flow we start with a fixed-price first step: mapping, estimating the value and building a first version. For a larger flow that touches several parts of the business, we start with a Decision Sprint.
If you want to continue after the start, we move to a monthly scope. We agree how much time and which deliverables each month includes, and we check every month whether the scope still fits.
We agree the price before any work starts, so you know what you are paying for before the first invoice. It depends on how many systems are involved, how access to data looks and how much of the work you want to do yourselves.
Also expect running costs for licences, hosting and AI calls. We include them in the calculation from the start.
Frequently asked questions
What is the difference between AI automation and ordinary automation?
Ordinary automation follows exact rules. AI is needed when the input varies, such as free text or documents with different layouts. Usually it's a mix, with AI handling one bounded step.
What happens if the AI gets it wrong?
We plan for it. We decide which steps a person approves, what the flow does when it's unsure and who gets an alert when something stops. Everything is logged.
Who owns the flow when it's done?
You do. A named person on your side owns it, with documentation of how it works and how to stop it. Ongoing operation is agreed separately if you want it.
Further reading
What would you like help with?
Tell me a little about your business and what you want to improve. Even if you just want to understand what AI could do for you. I read and reply personally.
max@vasthavm.com