Finance and billing
Invoice drafts from approved time, payment matching, collections follow-up and month-end exception lists, with a person approving before anything is sent or posted.
AI automation agency
An AI automation agency that builds in your systems and stays to run it
An AI automation agency designs and builds the automations and AI agents that take repetitive work off your team, then keeps them running. Fixed Labs does this for established businesses doing $5M+ in revenue: we choose the workflows with you, build them in the software you already use, keep a person on every step that matters and run them after launch. A first workflow usually reaches production in three to six weeks.
For established businesses doing $5M+ in revenue.
- First workflow in production
- 3–6 weeks
- Depends on system access and how settled your rules are.
- What we automate
- Recurring back-office work
- Billing, intake, reporting, data entry and the handoffs between systems.
- After launch
- We run it
- Monitoring, fixes and updates every month, not a handover and a goodbye.
From a CPA firm engagement
Two weeks with the billing team, then 513 invoices in three weeks
For one accounting firm we spent two weeks with the invoicing team, wrote down its billing rules and exceptions, and put invoice preparation on a supervised AI workflow. Across the next three observed weeks it completed 513 invoices at about six minutes each, against the team’s estimate of 15 minutes by hand. Staff still approved every invoice before it went out.
Read how the billing workflow was scopedSigns you need an automation partner, not another tool
- Your team already pays for Zapier, Make, n8n or Power Automate, and the automations break when something changes.
- The work crosses systems that do not integrate, or a portal your staff log into by hand.
- Nobody on staff has the time to own automations after they are built.
- You tried a chatbot or a copilot and the hours did not move.
- An error in this work would reach a client or move money, so it needs approvals built in.
What an AI automation agency should take off your plate
Work that repeats every week, follows rules you can write down and moves information between people and systems.
Intake and onboarding
Lead and client intake, document requests and follow-up, and new-account setup in the systems your team already uses.
Reporting
Weekly operating briefs and KPI refreshes pulled from several systems, so nobody spends Monday morning copying numbers.
Data entry between systems
The re-keying between email, spreadsheets, portals and line-of-business software that was never integrated.
Inboxes and requests
Sorting, routing and drafting replies for shared inboxes and service requests, with exceptions sent to a named person.
AI agents for a whole job
When the work is broad enough, an agent takes a defined role with its own instructions, approvals and an owner on your team.
Hiring an AI automation agency: what to know
An AI automation agency or a do-it-yourself platform?
Use a platform for simple handoffs and an agency for work that has to hold up. Zapier, Make, n8n and Power Automate are good at connecting apps with fixed rules, and many teams should keep using them. An agency earns its fee when the work needs judgment on messy inputs such as emails, PDFs and scans, crosses systems without integrations, or needs approvals and monitoring that someone has to own.
Fixed Labs often builds on the platform a client already pays for, and adds AI only where fixed rules break down.
What separates a good AI automation agency from a risky one?
Specific answers to four questions: how they decide what not to automate, who approves sensitive steps, what happens when a run fails at night, and who updates the automation when your software changes. A good agency answers with named approval points, a record of every run, a monthly review and a person accountable for fixes. A risky one answers with a demo.
How do you know an automation worked?
You compare it with a baseline taken before launch. For each workflow we record the hours a week, turnaround time, backlog or error rate first, then report the same measures every month. If a workflow does not beat its baseline, we say so and either fix it or recommend switching it off.
How an automation project runs
A first workflow usually reaches production in three to six weeks:
Week 1
Discovery call, then a review of the candidate workflows: volume, systems, rules and a baseline.
Weeks 2–4
The first automation built in your systems and tested on real cases, including the messy ones.
Weeks 4–6
Live on real work, with a person approving the outputs while the exceptions are tuned.
Every month after
Monitoring, fixes, updates when your systems change, and the next workflow.
The Fixed Labs Method
Discover, build, run, staff.
- 01
Discover
We find the recurring work with the most hours and the clearest rules, and record a baseline for each candidate.
- 02
Build
Automations and agents built in your systems, with the approval points agreed before anything goes live.
- 03
Run
Every run is monitored and recorded; failures are fixed and results are reviewed with you monthly.
- 04
Staff
When the list of workflows grows, a fractional AI team or technical staff keeps it moving.
An agency, a freelancer or building it yourself?
All three can work. The difference is who owns the automation after launch.
| Fixed Labs | Freelancer | Your team on Zapier, Make or n8n | |
|---|---|---|---|
| Best for | Recurring work across several systems that needs approvals | One well-defined automation | Simple app-to-app handoffs with fixed rules |
| Messy inputs (emails, PDFs, scans) | Handled, with AI where rules break down | Depends on the person | Possible with extra work, and someone has to maintain it |
| After launch | We monitor, fix and improve it monthly | Usually ends with the project | Whoever built it, alongside their day job |
| Approvals and records | Agreed before launch; every run is recorded | Varies | Up to you to set up |
A good fit
- Established businesses doing $5M+ in revenue with recurring back-office work
- Teams with a process owner who can show us what correct work looks like
- Companies whose current automations break whenever a system changes
- Accounting and advisory firms, home and field services, insurance, legal and private-equity portfolio companies
Not the right fit
- One simple app-to-app connection your team can set up in an afternoon
- Teams looking for a chatbot or a prompt workshop
- Startups still changing how the business works every month
AI Automation Agency questions
What does an AI automation agency do?
An AI automation agency finds the repetitive work in your business that software can take on, builds the automations and AI agents that do it, and keeps them running. Unlike a software vendor, it works across the systems you already use; unlike most freelancers, it stays accountable after launch.
How much does an AI automation agency cost?
Fixed Labs quotes a fixed build fee for each workflow after discovery, plus a monthly fee to run, monitor and improve it. The price depends on the number of systems, the volume and how much human review the work needs. You see the full price before any build starts.
How long does it take to automate a workflow?
A first workflow usually reaches production in three to six weeks: about a week of discovery, two to three weeks of building and testing on real cases, then supervised live use. Access to your systems and how settled your rules are set the pace.
Do you work with Zapier, Make, n8n or Power Automate?
Yes. If your team already uses one of them, we often build on it and add AI steps only where fixed rules break down. Where a system has no integration, we automate the steps your staff take in it today.
What is the difference between an automation and an AI agent?
An automation follows fixed rules and stops when something unexpected happens. An AI agent works through a whole task across several systems, handles routine variation and sends exceptions to a named person with the context attached. Most businesses need both, and we decide which fits each workflow.
Who checks the work?
Your people approve anything that reaches a client, moves money or changes an important record. Every run leaves a record your team can review, and we go through the results with you every month.
Bring us the work your team repeats every week.
In a 30-minute discovery call we learn how it runs today and tell you whether an automation, an AI agent or neither is the right answer.
Book a discovery callPartner programs
- Microsoft AI Cloud Partner Program
- Google Cloud Partner Advantage