Apollo Webdesign
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Workflows that take care of themselves

Repetitive tasks cost you hours every week. We build systems that take them over: reliable, transparent and without you having to learn any tech.

Request a potential check See use cases

Use cases

What you could automate

Four situations we come across in almost every small business. The workflows are more alike than you’d think.

  • Pre-sorting and answering enquiries

    An enquiry assistant pre-sorts whatever comes in by form, email or phone note and answers the most common questions straight away. You decide what goes out.

  • Quotes and invoices that flow

    Getting from an accepted quote to an invoice often takes five manual steps across three programs. We connect those steps: you just check instead of retyping.

  • Scheduling without the back-and-forth

    No more back-and-forth to find a time that works: your clients book straight into your free slots. Reminders go out on their own, and if someone cancels, the slot is filled again instead of staying empty.

  • Paper becomes data

    Delivery note, receipt or handwritten note: just take a photo. The content lands neatly in your accounts or client file instead of piling up for you to deal with after work.

Your workflow isn’t listed? That’s exactly what the potential checkis for.

Open notebook with a pen and a steaming cup of coffee on a desk in warm light

Our stance

No technology for technology’s sake

We don’t automate everything that’s possible, only what really costs you time. You stay in control: you approve what goes out, and where a personal word makes the difference, it stays personal.

Data protection from day one

Before we start, we clarify which data goes where, and wherever possible we use European or self-hosted solutions. For us that’s not an add-on but part of the blueprint.

In practice

How we work ourselves

These automations and many more run alongside our everyday work at Apollo:

  • Automated image generation

    Before
    Searching image libraries, checking licences and compromising on the subject.
    Now
    Our images come from our own AI image workflow, and we adapt them instead of buying new ones.
    Benefit
    Images that fit instead of stock compromises, consistent and without tedious prompting.

  • In-depth industry research

    Before
    Understanding a market meant clicking through dozens of websites and gathering information by hand.
    Now
    Structured research runs automatically and delivers neatly sorted results.
    Benefit
    A reliable overview in a few minutes instead of hours of searching.

  • Website changes by voice message

    Before
    A copy change took the usual maintenance detour: log in, find it, change it, check it.
    Now
    A voice message to our AI tool.
    Benefit
    Change requests done faster, so clients aren’t kept waiting.

That’s exactly how we approach your business too: workflow first, then the system.

How it works

Understand first, then build

  1. Process analysis

    Together we look at how you work today and which tasks keep repeating. The result is a short list of the workflows where automation will make the biggest difference.

  2. Pilot automation

    We start with exactly one workflow that frees up real time for you, at a fixed price. We set it up and support you through the first few weeks until it runs smoothly.

  3. Running it

    We monitor, fine-tune and expand step by step if you want more. No black box: a system you understand.

Implementation

Two routes to your automation

Which route fits depends on the task and the team. Often it’s a mix.

  • Ready-made automations with n8n

    n8n is a tool that connects your programs and runs workflows according to fixed rules. We build these workflows for you and set them up. If you like, n8n runs on your own server, so your data stays exactly where you want it.

  • Your own AI workspace

    Some tasks don’t need a fixed set of rules but a tool your team works with directly. For this we set up your own AI workspace, for example with Claude Code and VS Code. We adapt it to your work and train your team until they’re confident using it.

Which route suits you becomes clear in the process analysis.

Go to the potential check

Investment

A fixed price to get started

A good way into automation doesn’t have to be a major project. The pilot is deliberately scoped so it works with a modest budget too: exactly one workflow, cleanly built, at a fixed price from €500. We agree the exact scope together after the process analysis, so you know the investment before anything is built.

Everything beyond that is based on the value an automation creates for you, not on hours. And if it doesn’t pay off for you, we don’t build it.

An example calculation

A conservative calculation for a typical workflow:

Answering enquiries and coordinating appointments
3 hours per week
At €45 per hour
around €540 a month
A system takes over half
around €270 a month
By comparison: the pilot
one-off, from €500

Example figures, deliberately conservative. In the potential check we’ll work with yours.

Free first step

The AI potential check

20 to 30 minutes looking at your workflows together. At the end you’ll know where automation could help you and where it isn’t worth it.

  • 20 to 30 minutes, free and with no obligation
  • A shared look at your workflows and software
  • The result: 2 to 3 concrete candidates for automation
Request a potential check

We’ll get back to you within 1 to 2 working days.

Frequently asked questions

What you should know about AI automation

Do I need a new website for this?

No. AI automation builds on the processes and software you already have. If you want your website to play a part later on, that can be added.

Do I need to be good with technology?

No. We set everything up, explain in everyday language what’s happening and hand over a system you can run yourself. If you need changes, just give us a call.

What happens to my data?

Before anything goes live, we work out together which data goes where and which data the system doesn’t need at all. You get documentation of what’s processed where.

Is this GDPR-compliant?

Yes, if it’s set up properly, and that’s exactly how we build it: European or self-hosted solutions wherever possible, and data processing agreements (DPAs) wherever a service processes data on your behalf. Personal data is anonymised before it’s passed on.

Will this work with the software I already use?

In most cases, yes: a lot of software can be connected these days. We’ll check yours in the AI potential check.

So will a machine be writing to my clients?

Only where it makes sense, and only in the way you approve. An assistant can reliably handle standard replies, while anything that needs a personal touch stays with you.

How much does AI automation cost?

The pilot starts from €500 at a fixed price, and we set the exact scope after analysing your processes. After that, the price depends on the value an automation creates for you, not on hours. We’ll tell you honestly in the AI potential check whether a process is worth automating at all.