AI automation and integrations, with a person in the loop.
whatcould.ai connects the tools your business already runs on, such as email, accounting, CRM and spreadsheets, and automates the work that moves between them: drafting replies, pulling data out of documents, matching records and building reports. The system drafts, extracts and surfaces. Your team makes the final call on anything a client or regulator sees.
- How we charge
- Fixed price, agreed in writing after scoping
- Good fit for
- Teams spending hours a week copying, checking or chasing information between tools
- Connects to
- Microsoft 365 and Outlook, Gmail, accounting software, CRMs, marketing and analytics tools, and most tools with an API
- Your data
- Hosting and third-party processing agreed before the build
- Where
- Based in Melbourne, working with businesses across Australia
Custom, or off the shelf?
A build isn't always the answer. Here is how we decide.
Build it when
- The same information is retyped from one system into another every week.
- Someone spends hours reading documents or emails to pull out a few facts.
- Reports are rebuilt by hand from exports and spreadsheets.
Use Zapier, Make or built-in automations when
- The steps are simple and the tools already connect.
- Nothing needs reading, judging or drafting.
- A few minutes of setup covers it.
If a ready-made automation will do it, we'll say so and help you set it up.
The work between your tools, done for you.
Each automation is scoped to one job that costs your team real time.
Email triage and drafting
Mail sorted by what matters, with replies drafted for a person to check and send.
Document extraction
Facts pulled from PDFs, statements and forms into the system that needs them.
Matching and reconciliation
Statements matched line by line, with exceptions flagged for review.
Reports that build themselves
Data from several tools combined into one view, refreshed automatically.
Connecting your tools
Data entered once and passed to everything else that needs it.
Human sign-off
Nothing a client or regulator sees goes out without a person approving it.
Commissions reconciliation for an insurance practice
Provider statements ingested and matched line by line to the bank, with exceptions flagged for review.
From first chat to an automation your team uses.
The same six steps as every project. More on how we work
- 01
Discover
A free 30-minute chat about your business, your team and what isn't working today.
- 02
Audit
We sit with the people doing the work and map where the hours go.
- 03
Define
A written scope: what we build, what it connects to, a fixed price and a date. Nothing is built until you agree it.
- 04
Build
We build in stages and show you working screens along the way, not only at the end.
- 05
Launch
We move your data across, connect your tools and get the team using it.
- 06
Grow
We monitor it after launch, fix what breaks and keep improving it as you change.
AI automation and integrations questions.
- How much does an automation cost?
- It depends on the scope. After scoping you get a fixed price in writing, before any work starts, paid in milestones. Hosting and AI usage are passed through at cost with no markup, and ongoing support is a monthly fee agreed with the build. We are not registered for GST, so no GST is added. How we price.
- How long does it take?
- It depends on the scope, and the date is written into the scope before we start. You see working screens during the build, so there are no surprises at the end.
- Will AI send things on its own?
- Not for anything a client or regulator sees. The system drafts, extracts and flags; a person reviews and sends. That check is built in, not optional.
- What can it connect to?
- Email and calendar, accounting software, CRMs, marketing and analytics tools, and most tools with an API. We confirm what each one allows during scoping.
- Where is our data processed?
- Hosting location, access controls and any AI or third-party processing are agreed in your proposal before you sign. If Australian data residency is required, we check the whole workflow against that requirement, including connected services. We do not use client data to train models.
- Who owns the automation?
- You own your data, your configuration and everything the system produces. We keep ownership of the underlying software and give you a perpetual licence to use it in your business. If we ever stop trading, you get the source code so someone else can maintain it. If you want to own the software outright, we can quote that before the build starts.
- What happens after launch?
- We fix defects in what we built for 30 days after handover at no charge. After that, monitoring, support and improvements continue under the monthly support arrangement in your proposal.
Find the task worth automating.
Tell us where the hours go each week. We'll tell you which job is worth automating first. The chat is free.