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ZalfionConsulting
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How we work

Scoped by department. Proven by tests.

You buy an operational outcome, not weeks of engineering. Every department we take on has named workflows, a clear line between what AI does alone and what waits for you, and an acceptance test we both sign.

01Sell by department
02Contract by named workflows
03Deliver against milestones

What a scope looks like

No vague “AI transformation”.

Two example department scopes, written the way we write them for clients. If it isn’t on the page, it isn’t in the build, so nobody argues about “anything else” later.

Example scope · fictional renovation firmSCOPE · v1
Department

Sales

Business outcome

Every enquiry answered within 1 minute and followed up until it books or says no.

Workflows included
  1. W1Inbound lead capture from Meta, website and WhatsApp
  2. W2AI qualification and lead scoring
  3. W3Viewing / consult booking into Google Calendar
  4. W45-step follow-up over WhatsApp and email
  5. W5Weekly pipeline brief to the owner
Systems connected
AI does alone· Reply, qualify and book· Send reminders and follow-ups· Update the CRM and lead sheet
Waits for approval· Quotes and discounts· Anything about price or scope· Messages to leads marked VIP
Acceptance test

50 test enquiries across 3 channels answered in < 60s, 90% correctly qualified, 0 sent without a matching rule.

Not included
Outbound cold prospectingCRM migrationAd management
Example scope · fictional construction contractorSCOPE · v1
Department

Operations

Business outcome

Site photos, forms and reports filed to the right job automatically; completion reports in minutes.

Workflows included
  1. W1WhatsApp intake of photos and voice notes
  2. W2Auto-tagging to job, stage and location
  3. W3Digital PTW and toolbox forms with GPS check
  4. W4One-click completion report PDF
  5. W5Daily ops digest to the director
Systems connected
AI does alone· File, tag and translate· Chase missing photos and forms· Compile report drafts
Waits for approval· Reports sent to clients· Stage sign-offs· Anything safety-critical
Acceptance test

One real job run end to end: all photos filed, report generated and approved by the PM in < 15 min.

Not included
Tender estimatingAccounting integrationHardware (tablets, cameras)

Where we usually start

Two departments first. Then the next.

Most clients start with the two departments that leak the most time or money. The rest follow once those pay for themselves.

01

Sales & lead follow-up

Speed-to-lead, qualification, booking, follow-up sequences, call briefs.

02

Customer service

WhatsApp and email answered from your knowledge, with human handover.

03

Operations

Job tracking, field updates, forms, reports, scheduling, supplier chasing.

04

Finance & collections

Invoices from delivery, payment matching, chasing, month-end packs.

05

People & compliance

Attendance, leave, permits and cert expiry, training records, audits.

06

Management

The 2nd Brain, morning briefs, decisions log and meeting memory.

Timeline

From call to running system, in weeks.

Typical for two departments. The exact plan depends on access, data readiness and scope. We agree it before we start.

  1. 1Week 0

    Diagnosis call

    We find the most expensive constraint and agree the first two departments.

  2. 2Week 1

    Extract the brain

    CEO setup (30 questions), your ChatGPT/Claude history, SOPs, access to tools. Server set up.

  3. 3Weeks 2–5

    Build & test

    Named workflows built one at a time, tested on your real data, shown to you weekly.

  4. 4Week 6

    Acceptance & handover

    Each department passes its acceptance test. Your team is trained. You own the vault.

  5. 5Ongoing

    Run & expand

    We monitor, improve and add the next department when the first ones pay for themselves.

Ways to work with us

Pick who does the building.

The difference is who does the work and who carries responsibility, not how many videos you get. Pricing is scoped on a call after we understand your business.

Done for you

Recommended

Zalfion engineers build and hand over your system.

  • Diagnosis & workflow mapping
  • Server, agents & vault set up
  • Workflows built & tested
  • Acceptance tests per department
  • Team training at handover

Best for: Owners who want the outcome, not the project.

Guided

Your team builds; we architect, review and unblock.

  • Diagnosis & workflow mapping
  • Server, agents & vault set up
  • Workflows built & tested
  • Acceptance tests per department
  • Team training at handover

Best for: Companies with an ops or IT person who wants to own it.

Self-paced

The same 8 modules our engineers use, with templates.

  • Diagnosis & workflow mapping
  • Server, agents & vault set up
  • Workflows built & tested
  • Acceptance tests per department
  • Team training at handover

Best for: Builders who want to learn the stack themselves.

Hosting, AI usage and ongoing support are kept separate from the build fee, so you always see what you are paying for.

Under the hood

The same 8 steps, every time.

Every system we deliver is built on the same repeatable foundation. It is how our engineers deploy consistently, and it is the curriculum for teams who want to learn it.

  1. Module 1

    Set up the vault

    Obsidian, the folder structure and a starter template for your company memory.

  2. Module 2

    Deploy the server and agent

    A dedicated server, the agent installed and a first working conversation.

  3. Module 3

    Connect the vault to the server

    Sync, permissions and backups, so the agent always reads the latest.

  4. Module 4

    Connect Google Workspace

    Gmail, Drive, Calendar and Sheets, with proper permissions.

  5. Module 5

    Connect Microsoft 365

    Outlook, OneDrive and Teams, including admin consent.

  6. Module 6

    Connect WhatsApp Business

    The official API, testing, and what to do if a number disconnects.

  7. Module 7

    Set up the team inbox

    Where a human takes over from the bot, and how the agent steps back.

  8. Module 8

    Connect software without APIs

    Authorised browser access for tools that have no integration, done safely.

FAQ

Questions owners ask us.

Is this software, consulting or implementation?+

It is a diagnosis-led implementation. We map how your business actually runs, then build and install the system on infrastructure you own. You are not buying a generic dashboard.

I don’t know what to automate yet.+

That is what the diagnosis is for. We look for the one constraint that costs the most time or money, and start there.

Does it work with the tools we already use?+

Usually, yes. We look at your current subscriptions, CRM, messaging and documents, and reuse what makes sense. Where a tool has no integration, we connect it through authorised browser access.

What if the AI gets something wrong?+

Anything that goes to a client, costs money or is safety-critical waits for a human tap. Every action is logged, so you can see what the agent read, what it did and who approved it.

Where does our data live?+

On a dedicated server set up for you, with your company memory stored as plain files you own. We design with PDPA in mind and only connect what each workflow needs.

Can you guarantee results?+

No responsible implementation can guarantee a specific financial result. We anchor the first system to things we can measure: hours saved, response time, follow-up coverage and admin load.

Next step

See your business in one of these. Then we build it.

Book a 30-minute call. We map one workflow that costs you the most time, show you what it looks like automated, and tell you honestly if it is worth doing.

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