Automation / AI / integrations
What we automate, and how it works.
Automation at Diqoded means removing specific routines from your day: reading enquiries, drafting replies, creating quotes, filing invoices, keeping your calendar and CRM in sync. A person always approves what reaches a client.
01 / what we automate
Six routines we automate most often
Each one is scoped on its own. Most clients start with one, see it work for a month, then add the next.
- 01
Lead intake & reply
The problem: enquiries arrive across WhatsApp, forms and email, and get answered whenever someone is free. Every message becomes a structured record with a drafted reply waiting for your approval.
Ready integration + custom logic
- 02
Multilingual auto-reply
The problem: an enquiry in a language nobody in the office reads waits for a translator. Incoming messages are detected, translated and answered from your own templates, in the sender’s language.
Ready integration + your templates
- 03
Quote generation
The problem: every quote is rebuilt by hand from an old document, with prices that may be out of date. Quotes are generated from your current price rules as a PDF, ready to review and send.
Custom logic on your pricing
- 04
Document & invoice intake
The problem: invoices, delivery notes and job sheets pile up as photos and get typed in at month end. They are read on arrival, filed with the right client and job, and pushed to your accounting tool.
Ready OCR + custom filing rules
- 05
Booking & CRM sync
The problem: the same appointment lives in a calendar, a spreadsheet and a chat, and one of them is always wrong. Bookings, deals and reminders stay in step across the tools you already pay for.
Ready integration where an API exists
- 06
Review harvesting
The problem: reviews are asked for by hand, rarely, and usually too late. Each completed job triggers a request in the client’s language, and unhappy replies route to you privately first.
Ready integration + custom timing
02 / how it is built
Ready integration or custom build — we say which
Two different kinds of work sit behind the word “automation”, and they cost differently. You are told which one your case needs before any price is agreed.
Ready integration
Connecting what already exists
Your tools already have an interface for this: WhatsApp Business, Stripe, Google, a CRM with an open API. We configure, connect and test it — faster, cheaper, and easy to change later.
- Typically 1–3 weeks per routine
- You keep ownership of every account
- Limited by what the tool’s API allows — we check first
Custom build
Writing what does not exist
Your pricing rules, your job stages, a CRM built for how you actually work, or a tool with no API at all. This is real software development, quoted after scoping, not a configuration job.
- Typically 4–8 weeks, delivered in phases
- Priced per phase after the audit — a custom CRM sits here
- Runs on AWS with backups and monitoring
03 / expected outcomes
What automation changes in practice
typical project outcomes
−70%
time spent re-typing the same information between your tools
<2min
to a first response, in the language the enquiry arrived in
24/7
intake and filing, running outside office hours without staff
0
enquiries lost to a slow reply — no matter when they arrive, day, night, or weekend.
04 / cost
What automation costs
Most automation projects land between €900 and €8,000, depending on how many routines are in scope and how much of it is custom rather than configuration.
Larger custom systems — a CRM built around your workflow, for example — are scoped and priced per phase after the audit, and can sit above that range. We say so before you commit, not after.
- typical range
- €900 – 8,000
- timeline
- 1 – 6 weeks per routine
- stack
- OpenAI · webhooks · CRM sync
What moves the price
- How many routines are automated at once
- Whether your tools have a usable API or need custom work
- How many decision rules and exceptions the logic must respect
- Number of languages and templates involved
Not included in the price
- Model API usage — billed on your own account
- Third-party subscriptions and licences
- Fully unattended sending with no human approval
05 / rollout & data
How automation gets switched on
Nothing goes live in one jump. Every routine runs in draft mode first, where you see what it would have sent before it is allowed to send anything.
step 1
Map the routine
We write down how it runs today, step by step, including the exceptions people handle from memory.
step 2
Access, scoped
You grant only the accounts the routine needs, on your own tenancy, with permissions we can list on one line.
step 3
Draft mode
It runs on real enquiries but sends nothing. You review the drafts and we correct the rules until they read right.
step 4
Live, with approval
Switched on with the approval step in place, plus a log of everything that ran and an off switch you control.
06 / faq
Questions we are asked before starting
- Which CRMs and tools do you integrate with?
- Any tool with a documented API — WhatsApp Business, Stripe, Google Workspace and Calendar, common CRMs, accounting tools, and your own database. If a tool has no API, we say so at the audit and propose either a workaround or a custom build.
- Does this replace employees?
- No. It removes the typing, copying and chasing around the work, and a person still approves anything a client receives. Teams usually keep the same headcount and stop losing evenings to admin.
- Where does our data go, and who can see it?
- Data stays in your own accounts and your own hosting. We use scoped access we can list for you, only the fields a routine needs are sent to the AI model, and access is revoked at handover or whenever you ask.
- How long does it take?
- One to three weeks for a routine built on existing integrations, four to eight weeks when the logic has to be written from scratch. Draft mode starts before the end of that, so you see it working early.
- What happens if the AI gets something wrong?
- You see the draft before it goes out, so a wrong reply is an edit rather than an incident. Every run is logged, rules are corrected against real cases, and you can switch a routine off yourself at any time.
- Do we need a new website first?
- No. Automation works on the tools and channels you use today, whatever your site is built on. If the site itself is what loses the enquiries, the audit will say that too.