AI Operations Setup.

What we build

The operations setup is a real build, not a configuration session. We ship up to five production workflows into your stack — automations that run unattended, reduce founder load, and make the rest of the team faster. AI shows up where it earns its place: extraction, classification, drafting, and triage. It doesn’t show up because it’s trendy.

Examples of what fits in scope

• Order-to-fulfillment workflow — Shopify or WooCommerce → fulfillment partner, with conditional routing, error handling, and a clean retry path.
• Customer-service triage — incoming tickets classified, routed, and pre-drafted with AI; only the edge cases hit a human.
• Returns / refunds workflow — auto-tagged, auto-decisioned within policy, escalated when not.
• Lifecycle email setup or cleanup — abandonment, win-back, post-purchase, and review-request flows wired to your real data, not estimates.
• Internal lead flow — wholesale or B2B inquiries routed, enriched, and tracked without a sales-ops hire.
• Inventory + low-stock alerts — thresholds, supplier pings, and a catalog hide/show layer when stock dips.
• Reporting digest — a weekly “what happened” email pulling from ads, store, and email — written in English by the system, not by you.

The default tooling

We work with what you already run. Most builds use a combination of:

• n8n or Make as the workflow runtime.
• Native APIs from Shopify, WooCommerce, Klaviyo, your fulfillment partner, your help desk, and your ad platforms.
• OpenAI / Anthropic for the AI-assisted steps, with prompts versioned and documented.
• A simple internal dashboard or status surface — usually Notion- or Airtable-backed — so the system is visible, not a black box.

Boundaries — written down before we start

The whole point of fixed scope is the boundary. Before any build begins, we agree on:

• The list of workflows in scope (max five).
• The exit conditions for each — when it’s “done” and what “working” looks like.
• The trigger surfaces, the data sources, and the systems they write to.
• What we explicitly aren’t building.

Anything outside that list is welcome — it just becomes a separate, scoped engagement. No drift, no surprise invoices, no “while we’re in here.”

What you get back

• Up to five production workflows, live in your stack.
• A workflow inventory document with triggers, data flow, and exit conditions for each.
• Internal SOPs so a new hire can take over the surface a workflow exposes.
• Versioned prompts and credentials checklist.
• 30 days of post-launch refinement — real traffic finds the edges; we close them.

Timeline

1. Week 0. Kickoff (one call), scope written down, access provisioned.
2. Weeks 1–3. Build, with a single async progress note per week.
3. Week 4. Launch. Workflows go live. Documentation handed over.
4. Weeks 5–8. 30-day refinement window. We tune, you operate.

What’s included — and what isn’t

Best fit

• Stores doing $250k–$5M / yr with a small team.
• Founders running on Shopify or WooCommerce with at least 6 months of order data.
• Operators who already know the manual work is the bottleneck.
• Brands that have completed an audit (with us or anyone competent).

By week four, the operations layer is doing the work that used to live in someone’s head — usually the founder’s.