We design and build AI automation for small business teams: custom AI tools that take the repetitive steps out of your day, like retyping data, filing documents, and pulling the same reports every week. Every build starts with a written scope and a fixed price, gets tested against your real data, and is designed to pay for itself in hours saved or costs cut. Custom builds start at $7,500, and a single-workflow Quick Win Build starts at $3,000.
What custom AI automation looks like in practice
Good automation is rarely flashy. It's the quiet tool that handles the step your team dreads, then hands the result to a person for the decision. Here are a few illustrative examples of the kinds of tools we build (examples, not client results):
Invoices pulled from an email inbox into QuickBooks, ready for someone to approve.
An internal assistant that answers staff questions from your handbook and SOPs, so new hires aren't stuck waiting for an answer.
Meeting notes summarized and saved to your CRM automatically.
A weekly sales recap built from QuickBooks data and emailed to your leadership team.
Each of these takes on repetitive work so your people can spend more time on customers, judgment, and growth. We build AI to support your team, not to replace it. The best candidates are tasks that happen often, follow the same steps each time, and pull information from systems you already use, like QuickBooks, your CRM, your inbox, or shared drives.
Custom AI Tools & Automations
What we do
Discovery and a written scope with a fixed price
Build, testing with your real data, user guide, and a training session
30-day warranty after launch
What we don't do
Software licenses or API costs
Data cleanup beyond what's in the scope
Changes after sign-off without a written change order
Price
Starting at $7,500
Timeline
3 to 10 weeks, depending on size
Payment
50% at signing, 50% at launch.
Custom build sizes, prices, and timelines
Size
Price
What it looks like
Timeline
Starter
$7,500 to $15,000
One workflow, 1 to 2 connected systems. Example: invoices pulled from email into QuickBooks for approval
3 to 5 weeks
Standard
$15,000 to $25,000
Multi-step workflow or internal assistant, 3 to 4 systems. Example: an assistant that answers staff questions from your handbook and SOPs
5 to 8 weeks
Advanced
$25,000 to $40,000
Multi-department tool with a custom interface, 5+ systems
Not every problem needs a big project. We size each build to the workflow and the number of systems it has to connect:
Starter ($7,500 to $15,000, 3 to 5 weeks): One workflow, 1 to 2 connected systems. Example: invoices pulled from email into QuickBooks for approval.
Standard ($15,000 to $25,000, 5 to 8 weeks): Multi-step workflow or internal assistant, 3 to 4 systems. Example: an assistant that answers staff questions from your handbook and SOPs.
Advanced ($25,000 to $40,000, 8 to 10 weeks): Multi-department tool with a custom interface, 5+ systems.
During discovery we'll tell you which size fits, and if a smaller fix will get you most of the benefit, we'll recommend that instead. For a broader look at what AI projects cost, see how much AI consulting costs.
How we build: fixed price, real data, human review
Our build process is designed so there are no surprises, on the invoice or in the finished tool.
Discovery and written scope. We learn how the workflow runs today, then write down exactly what we'll build, what it connects to, and what it costs. The price is fixed. If you want changes after sign-off, we agree on them in a written change order first.
Build and test with your real data. We work in short cycles and test against your actual examples, not made-up ones, so you see progress along the way and nothing goes live until it works.
Human review steps built in. Anything customer-facing or financial gets a step where a person reviews it before it goes out or posts. The tool does the busywork; your team makes the call.
Launch, user guide, and training. Your team gets a user guide and a training session, so the people using the tool are confident with it from day one.
We request only the access a project needs and remove it when the work is done. You can see the full process on how we work.
After launch: warranty, payment, and ongoing support
Every build includes a 30-day warranty after launch. If something we built doesn't work as scoped in that window, we fix it.
Payment is simple: 50% at signing, 50% at launch.
Software licenses and AI usage costs aren't part of the build price; you pay the software provider directly. Large data cleanup beyond what's in the scope is quoted separately.
Tools need care over time. Connected apps change, AI models improve, and your process evolves. Our monthly AI support plans include maintenance that keeps covered tools running, plus hours for improvements and new small builds.
Every AI build has to pay for itself
Phyllogic is CFO-led. Our founder, Rachel Faciana, runs a fractional CFO and accounting firm and has built automations, dashboards, and AI tools to run it. That background shapes every project: before we build, we estimate the hours a workflow takes today and what the tool will save. After launch, we can measure whether it delivered.
If you're not sure which workflow to automate first, start with an AI readiness assessment. If you already know what you want built, book a free discovery call and we'll scope it with you.
3 to 10 weeks, depending on size. Each build size has its own typical timeline, and your written scope includes a schedule.
Yes. You get a written scope with a fixed price. Changes after sign-off only happen through a written change order you approve.
No. Software licenses and API usage aren't included in the build price. On a monthly plan, any subscriptions we manage for you are passed through at cost with no markup.
Every build includes a 30-day warranty after launch. After that, maintenance is covered on a monthly plan.
Not for anything customer-facing or financial. We build in a step where a person reviews the output before it goes out or posts.
Find your lost hours
Book a free 30-minute discovery call. We'll talk through where your team's time goes and whether AI can help. No pitch, no pressure.
