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AI Automations Catalog

AI workflow automation for small business — triggered, chained, audited

An AI Automation is a multi-step workflow that crosses roles. An inbound email triggers the Secretary, which hands off to the Sales Engineer, which queues the Customer Success check-ins, which loops in the Accountant to invoice. Six automations are documented below covering inbound, outbound, content, delivery, cross-sell, and monthly close. All six are scheduled to ship in Q3 2026.

What is an AI Automation?

A workflow chain implemented as a sequence of Claude Code or Cowork invocations with external triggers at the edges (inbox, cron, CRM webhook). Each step has a defined input, an AI Employee or AI Skill that runs it, and a defined output that becomes the next step's input. The founder sees only the decision moments — drafts ready to send, briefs ready to read, deals ready to close.

The 6 workflows

  • Inbound to Deal

    Planned

    From the first email to a signed SOW with check-ins on the calendar — without the founder typing the same intro reply five times a week.

    Trigger:
    New inquiry to hello@caremar.us

    Chain

    1. AI Secretary classifies the inquiry
    2. AI Sales Engineer drafts the pre-call brief
    3. Founder runs the fit call
    4. AI Sales Engineer drafts the SOW
    5. AI Customer Success queues the 30 / 60 / 90 check-ins
    6. AI Accountant invoices

  • Outbound Pipeline

    Planned

    Five personalized outbound emails a week. Not blast cadence; one-to-one warm-cold with a specific ask grounded in research the founder did not have to do.

    Trigger:
    Weekly cron (every Monday)

    Chain

    1. SDR research pulls 25 prospects matching the ICP
    2. AI Head of Partnerships filters to the 5 with institutional fit
    3. AI Sales Engineer drafts 1:1 outreach for each
    4. Founder reviews and sends

  • Content Engine

    Planned

    One article per week, every week, with compliance review baked in. The HIPAA-safe content pipeline for healthcare operators who cannot publish raw AI output.

    Trigger:
    Weekly cron (every Tuesday)

    Chain

    1. AI SEO Specialist picks the topic from the AI-search-target queue
    2. AI Content Writer drafts the article
    3. AI Legal Compliance reviews for RPC bar-ad and Anti-Kickback risk
    4. AI Head of Creative generates the hero image prompt
    5. AI CMO approves and ships

  • Delegated Build

    Planned

    Every deliverable goes through the same QA gate. The founder reviews the gate's output, not the deliverable line by line.

    Trigger:
    SOW signed

    Chain

    1. AI Head of COO drafts the project plan
    2. Developer (human or Claude Code) builds the deliverable
    3. AI Build QA Reviewer runs Lighthouse, a11y, React Doctor, schema validation
    4. Founder spot-checks the QA report
    5. Ship

  • Cross-sell Trigger

    Planned

    The right offer at the right milestone, generated when the signal fires. No more missed expansion conversations because the calendar reminder was buried.

    Trigger:
    Sprint week 10 OR 3 months post-launch

    Chain

    1. AI Customer Success detects the milestone signal
    2. AI Sales Engineer assembles the vertical-specific pitch deck
    3. Founder offers the next engagement
    4. AI CMO tracks conversion in the dashboard

  • Monthly KPI Rollup

    Planned

    Monthly numbers in the founder's hands by the second of the month, every month. No quarterly catch-up because nobody had time to close the books.

    Trigger:
    First of every month

    Chain

    1. AI Accountant closes the P&L
    2. AI Data Analyst (Data Pulse skill) pulls every other source
    3. AI CMO assembles the dashboard
    4. Founder reads on the second of the month

Frequently asked questions

What is an AI Automation?
An AI Automation is a workflow that chains AI Employees and AI Skills together, triggered by an external event (an inbound email, a weekly cron, a sprint milestone, a monthly date). One automation crosses several roles — the Secretary triages, the Sales Engineer drafts, the Customer Success employee queues check-ins — and the founder sees only the decision moments. It is the agency-in-a-box layer.
How is an AI Automation different from a Zapier zap or n8n flow?
Zapier moves data between SaaS tools with deterministic field maps. An AI Automation does the same plumbing plus generative work at each step: writing the email, classifying the inquiry, assembling the deck. The chain is implemented as a series of Claude Code or Cowork invocations with Zapier-style triggers at the edges. Think of it as Zapier-plus-judgement.
Are these HIPAA-safe?
The six listed here either do not touch PHI or are designed to keep PHI out of the Claude API call entirely. The Content Engine, for instance, never operates on resident data — only on public marketing material with explicit Legal Compliance review. The Inbound to Deal automation operates on the inquiry sender's contact info, which is not PHI. We add an automation that touches PHI only after Legal Compliance scoping review.
Can I run an automation without all the underlying employees?
Yes. Each automation lists the employees it depends on; you only need those specific roles configured. The Content Engine needs the SEO Specialist, Content Writer, Legal Compliance, Head of Creative, and CMO. You do not need a Secretary or Sales Engineer to ship a weekly article. Start with the automation whose dependencies map to the roles you most want.
What does it cost to run one?
API spend per automation runs $50-$300 per month depending on volume. Setup runs $3,000-$8,000 per automation depending on integration complexity (Stripe, Cognito, your CRM, your inbox provider). The Content Engine and Inbound to Deal pay for themselves in the first month if you are currently paying a freelancer or agency for the same outputs.
Do I get to see what the automation did before it ships?
Yes for any automation that produces external-facing output. The Content Engine queues the article in your CMS as a draft; you publish. The Outbound Pipeline drafts the emails in Gmail; you hit send. The Cross-sell Trigger assembles the deck and notifies you; you decide whether to offer. Founder-as-final-approval is the default for anything that touches a customer.

Want help mapping the right automation?

Thirty minutes on a call. We walk through your weekly recurring chains and tell you which of the six will pay off fastest as the first install for your operation.

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