AI automations & connected workflows · for businesses of 5–30 people
Your business shouldn’t depend on you doing everything.
ARCFLOWS builds AI automations and connected workflows that take repetitive work off your plate—so your business can do more with less daily effort.
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Do
more. Manage
less.
We are ARCFLOWS. We turn repetitive work into connected systems.
Connect
We link the tools you already use, so information moves on its own instead of being copied by hand.
Automate
Routine steps like follow-ups, updates and hand-offs happen the same way every time, without anyone remembering to do them.
Keep people involved
The right person reviews, approves or steps in at the moments where judgment matters.
Sound familiar?
Work that only moves when you push it.
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Information copied between systems.
The same details typed into the inbox, the spreadsheet and the CRM, by hand.
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Leads waiting for a response.
An inquiry arrives in the evening and gets an answer when someone finally has a minute.
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Follow-ups that depend on memory.
Reminders, confirmations and check-ins that happen only if somebody remembers.
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Reports assembled by hand.
Numbers pulled from four places every week to answer the same question.
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Processes that stall until you step in.
Work sits in a queue because the next step is waiting on you.
It doesn’t have to run through you.
- Fewer manual hand-offs.
- Faster movement.
- More time for the work that needs your judgment.
Capabilities
Five kinds of work we take on. Each starts with a real process in your business and ends with a system that runs it the same way every time.
Capability 1 of 5: Lead intake & follow-up
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Lead intake & follow-up
- The problem
- Inquiries arrive by form, email and phone, and each one waits for someone to notice it.
- What the system does
- Every inquiry is captured, checked and logged in one place, the right person is told, and a reply is drafted for them to send.
- What you get
- Faster first responses, with every inquiry logged in one place instead of sitting in an inbox.
Related build Inquiry intake and meeting follow-up
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Internal operations & admin
- The problem
- Schedules, reminders and status updates eat hours every week and still get missed.
- What the system does
- Recurring admin runs on a timetable: collecting availability, building the schedule, sending reminders, and flagging the gaps a person needs to resolve.
- What you get
- The routine happens on time without anyone chasing it.
Related build Automated scheduling and events planning
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AI-assisted information handling
- The problem
- Documents, drawings, transcripts and long emails have to be read and re-keyed before anyone can act on them.
- What the system does
- AI reads the material, pulls out what matters into a structured record, and hands it to your team to check.
- What you get
- Your team reviews a prepared draft instead of starting from a blank page.
Related build First-pass plumbing estimate
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Reporting & data sync
- The problem
- The numbers live in different tools, and someone rebuilds the same report by hand.
- What the system does
- Information moves between your tools automatically, and the summary is assembled and delivered on schedule.
- What you get
- One current picture, without the copy and paste.
Related build First-pass plumbing estimate
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Custom workflows across your tools
- The problem
- Your process doesn’t fit an off-the-shelf app, so people bridge the gaps by hand.
- What the system does
- We connect the tools you already use (email, calendar, spreadsheets, chat, your CRM) into one workflow designed around how you work.
- What you get
- Your process running end to end, without replacing your software.
Related build Guardrails for an AI phone receptionist
Selected projects
Real builds, shown plainly.
One of these runs every week at a large church. One is in development. The others are prototypes and demonstration builds. Each one is labeled.
~96%
less time spent estimating
Plumbing estimator
Tested with two plumbing contractors · compared with estimating by hand
~42%
more leads captured
Intake system
Demonstration build · result from test runs, not live use
~95%
less time scheduling
Rota and reminders
In weekly use at a large church since July 2026 · compared with 4 to 6 hours a month by hand
Approximate figures from contractor trials, test runs and live use. Not formal client case studies. Details on each project page.
| Status | Project | What it does | Tools connected |
|---|---|---|---|
| In real use | Automated scheduling and events planning | Six connected workflows run a large church’s volunteer team from its group chat: who is away, a fair monthly schedule the team lead approves, reminders, and volunteers for special events. |
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| Prototype | First-pass plumbing estimate from a plan set | AI agents read the drawings and work out quantities, hours and prices; fixed rules add up the totals; an Excel estimate is emailed for an estimator to check. |
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| Demonstration build | Inquiry intake and meeting follow-up | Logs each website inquiry and alerts the owner, then turns a call transcript into structured notes and a follow-up email saved as a draft for a person to send. |
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| Prototype | Guardrails for an AI phone receptionist | The rule-checking layer between an AI phone assistant and a clinic’s calendar and records: an approved list of actions, one caller per call, and honest hand-offs to staff. |
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| In development | Automated audio technician | An AI agent that follows the stage through cameras and works a digital mixer on its own, being built for a large church’s tech crew. |
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These are our own builds and community work, not client case studies. Client projects will be added here, with permission, as they go live.
See every project in detailHow it works
A straightforward way to get from busy to running.
It starts with a 15-minute discovery call. No preparation needed.
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Discover.
We learn how your business runs: the tools you use, the work that repeats, and where things wait on you.
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Design.
We map a workflow worth building and mark the points where a person should review or approve.
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Build and test.
We build the system and run it against realistic scenarios before it touches live work.
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Launch and refine.
The workflow goes into use, and we adjust it based on how it actually performs.
About ARCFLOWS
Practical automation, grounded in how your business actually works.
You know your business: the customers, the exceptions, the way things really get done. We bring the technical side: AI, workflow design, integrations and code. ARCFLOWS puts the two together.
ARCFLOWS is a small, hands-on practice. You work directly with the person who designs and builds your system, from the first call to launch.
We take on repetitive digital work that follows a pattern, and turn it into a system that does that work consistently, with a person in the loop wherever one is needed.
How we work
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Start from the process.
Before anything is built, we map how the work actually moves today, step by step.
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Keep people in the loop.
Where judgment matters, the system stops and asks. Reviews, approvals and hand-offs to a person are designed in.
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Work with your tools.
Email, calendar, spreadsheets, chat, your CRM. We connect what you already use before suggesting anything new.
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Test with realistic cases.
Each workflow is run against realistic scenarios before launch, including the ones that should fail, so problems show up in testing instead of in your business.
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Be straight about limits.
Not everything should be automated. If a task needs a person, we will tell you.
A 15-minute discovery call
What could your business do with less manual work?
Let’s look at the repetitive tasks slowing your business down and identify where automation could make the biggest difference.
Book a Discovery Call (opens in a new tab)Prefer email? tim@arcflws.com