Data gets emailed, copied, checked, and delayed across tools. Teams answer the same questions and chase the same approvals. Qubitron Labs studies your real operations, finds the friction, then builds AI automation that connects CRM, finance, support, and enterprise workflows with reliable systems.

Here are some of the offerings we have for our customers: 

Processes that operate by themselves and no longer overseen by your employees, allowing your employees to focus on the tasks that require informed decisions and not mindless data entry. 

With the different business operations (CRM, Finance, and Enterprise) being interconnected and not needing data to be updated by hand, the business tools are designed to auto- transfer business data. 

With tasks that require Judgement and reasoning being transferred to the AI, employees are being freed up to work on important tasks. 

Real Operations Automation Services 

People have different interpretations of automation in their specific context. In our context, we mean identifying opportunities where a business is loosing time and money due to inefficiencies and designing systems that can perform these tasks year round without the need for human oversight. 

One meaning of that phrase could be as simple as connecting your CRM software to your email software so that new leads (i.e., new potential customers) are emailed as soon as they are captured. Another meaning could be the creation of an artificial intelligence that reads incoming customer support emails, finds the answer to that question in your knowledge base, and sends the email answer back to the customer without customer support having to do anything. It could even be connecting together six different software platforms that currently require an employee to manually move data between all of them. 

You cannot do this, however, to automate for the purpose of automating. This means that before anything is designed, the workflows (i.e., operational steps of a process) are first mapped so bottlenecks (i.e., steps that are slow or manually intensive within a process) and the most time expensive manual processes are prioritized. This results in your team focusing on things that help your business grow as opposed to things that keep the systems running. 

Most businesses can easily list manual work that would be candidate processes for automation. The difficult part is thinking of answer to the question of at what point to stop talking about the opportunities for automation and actually begin implementing automation. The response should probably be yes if many of the statements apply to your business. 

1. Tasks like entering data, updating statuses, generating reports, and sending repeated follow up emails become routine. 

2. There is no system in place to ensure every new lead is followed up, resulting in missed or untimely follow ups. 

3. Transferring data from one tool to another is done by hand, leading to inconsistent data and lost errors. 

4. Generating reports at a specific interval takes several hours to collect data that should be automatable. 

5. Customer support spends most of the time responding to repetitive questions with little time for complicated inquiries. 

6. Your CRM lacks accuracy and relies on the memory of your sales representatives. 

7. Approval requests remain unaddressed because no one notices them in their inbox. 

8. Decisions are based on outdated or stale data that is housed in a tool other than a spreadsheet that updates in real time. 

9. You are investing in more manpower to address the work that should be handled by technology. 

10. Automated solutions are necessary to avoid working in silos. 

If three of these situations apply to your business, it is highly recommended to conduct an automation audit to identify the possible areas of automation and their relative impacts. 

What a Business Automation Agency Does Before Building Your Automation 

 

To understand your business, a good automation agency starts by looking at your operations instead of their favorite tool. 

Workflow Audit 

We analyze the workflows that are important for your business. We'll pay attention to the steps that employees are completing manually, the tools used to complete the workflow, the points where workflow handoff gets stuck, and the places where errors start to develop. This helps us gain an understanding of the specific changes that are necessary before we are able to provide formal suggestions. 

Process Mapping 

We outline steps of a workflow precisely, and include the branches that result from steps in a workflow, the steps where exceptions occur, where approval is needed, and the cases that are considered extreme. This becomes a document that is used to build a framework for automation. The projects that rely on this step are the ones that provide results without delays. 

Automation Strategy and Roadmap 

Not all tasks that require a manual step are candidates for automation. Some of these tasks can be highly variable, can require low-volume effort, or can involve a lot of subjective judgment. We assist you to identify and rank tasks based on the potential time savings, the reduction in the number of errors and the impact on your business, and then design a phased approach to automation that provides meaningful improvements. 

Tool Selection and AI Agent Development 

Depending on various factors, including the workflows that you require, the tools that you already use, and the security and scalability requirements that you have, we will select the tools that are the most appropriate. For example, if we can automate the workflow using a tool like Zapier, we will use it. However, if we need to create custom automation or AI agents, we will do that. 

CRM and API Integration 

We integrate multiple systems including your CRM, your support tool, your billing tool, your email tool, and others using their APIs. This eliminates the need to manually sync data, and creates reliable automated data transfer to ensure all systems contain the same data. 

Testing and Team Training 

We put automation through thorough testing to examine usual, atypical, and breakdown scenarios before engaging with live data. Further, we teach your staff to interpret alerts and address errors, as well as how to observe automation. 

Ongoing Support and Improvement 

Automation will always need support. APIs change. Business rules transform. New edge cases that weren't predicted can arise. We provide maintenance and support to capture potential issues early. 

Offered Automated Services 

Business Process Automation 

We fully diagram all your business processes, and then automation is built to eliminate all manual activities. These activities range from data transfer, document processing to operational activities, and approval steps. This is the first and most important automation step, as it significantly saves time. We offer a full range of AI and ML services in a single contract if your automated process needs have a strong connection with the other AI and ML services. 

Workflow Automation 

We construct automation that organizes and directs a series of activities to operate in an accurate order, with the correct information, and without the necessity for manual activity to trigger each step. We put together workflows that span multiple business tools to incorporate branches, error capture, and fallback paths. Additionally, we set up alerts for oversight with sinkholes. 

AI Agent Development 

AI agents are software programs that can reason and plan to interact with and utilize different tools without the need for detailed instructions. The custom AI agents we develop are used for customer triage, lead qualification, internal data checking, report writing, and task routing, among others. Unlike typical bots, which only follow rules, our AI agents interpret input using LLMs (large language models), find and bring back data, and perform specific actions within safe limits. You can learn more about the technology used in these bots in our generative AI development section. 

CRM Automation 

We offer automation for data entry into CRMs, enrichment of contacts, updating pipeline stages, scheduling follow-up, deal alerts, and logging activities across HubSpot, Salesforce, Zoho, Pipedrive, and other custom CRMs. The end result is a fully automated, up-to-date, and accurate CRM, with no manual upkeep needed from your sales team. 

Sales Automation 

Sales automation includes assigning leads, sequenced outreach, follow-up reminders, automated proposal creation, meeting bookings, and CRM updates based on prospect activity. Our sales automation frameworks fully enable your team to engage and follow up with prospects, while balancing their sales activities with a significantly low administrative burden. These frameworks seamlessly integrate with the other AI related development services we offer. 

Marketing Automation 

We create fully automated workflows for marketing activities that include lead nurturing, segmentation based on behavior, automated email and ad campaigns, and campaign reporting. These frameworks create a fully automated marketing ecosystem for your business, ensuring that the correct message is sent to the correct audience at the correct stage without any manual intervention. 

Customer Support Automation 

We leverage AI to help streamline customer support workflows. Our systems can auto-respond to common support questions, route support tickets to the correct team member, and make updates to your customer support tool. Our customer support automation and ticket routing solutions significantly improve the response time to support ticket queries and eliminates the need to manually route and organize support tickets. As part of the scope, we can handle the UI layer of conversational interfaces as part of our AI Chat development services. 

Document and Data Automation 

Our documents automation solutions can speed up the generation of documents, help with the processing of invoices, and automate the entry of structured data into systems. Unstructured data can be processed using Natural Language Processing, while templates are used for structured, repetitive data. We can automate document workflows that take hours to process to be instantly completed. 

SaaS Automation 

For SaaS customers, we automate everything from user onboarding workflows, to trial conversion workflows, and churn detection notifications. To handle product automation, our SaaS Development team works at the product level and builds automation directly into your product infrastructure. 

Custom API and Tool Integrations 

If a tool does not provide a way to integrate via a connector, we provide a way for the tools to communicate via integrations that utilize REST APIs, webhooks, and custom middleware. All of our integrations are built with fail-safe methods and alerts to ensure data integrity between the tools. 

Automation Consulting and Strategy 

Not sure where to begin? Our automation consulting service provides you with an organized opportunity analysis, road-mapping, and realistic estimates with no strings attached. For leadership teams considering AI investments, our AI consulting services and AI business consulting services cover the strategy level. 

Traditional Automation vs AI Automation: Finding a Balance 

Not all automation problems require AI to solve, and not all traditional automation offers the capability to solve what AI can. Understanding the scope of both helps you choose the right solution for your workflow. 

Traditional automation is based on the principle of “If this, then that.” It is quick to implement, easy to maintain, and provides excellent results when working within the boundaries of a structured and predictable automated process. RPA (robotic process automation) expands on traditional automation principles and provides the capability to interact with legacy systems that do not have APIs. AI automation adds the ability to understand and process language, context, and the ability to work with the variable and unstructured. AI automation, AI agents to be exact, enable the performing of several tasks and complicated decision-making within a clear framework. 

Most automation programs use some combination of all of the above. Traditional automation is used when the flows are structured and large. AI automation, when the flows are variable. AI agents, when the tasks are multi-step. During the discovery and audit phase, we help you decide which solution to use for your workflow. 

Using AI systems are better than using standard automated systems. The standard automated systems use fixed paths, AI systems have the ability to figure out a problem and execute the best available solution. This also leaves room for various outcomes in which the automated systems cannot do. 

AI agents can do a lot for businesses: 

Read support queries, investigate an answer that fits best, and either respond or escalate the query. 

Ask a specified question set to score and qualify leads before passing the lead to the correct salesperson. 

Investigate a particular set of questions and search through documents, records, and the database to give the employee the needed information.