Custom AI & Automation Solutions for Small & Mid-Sized Businesses
We provide AI consulting, automation services and custom-built agents that help small and mid-sized businesses reduce admin time, enhance decision-making and scale efficiently.
- 20-30 hours/month saved per team with AI workflow automation
- ROI in <90 days with AI-powered business processes
- Fully customized automation solutions built for your operations
- You own your AI agents and data post-implementation
Recieve a tailored plan to optimize your ops and drive measurable growth, no obligation.
AI Consulting, Automation & Workflow Solutions for SMBs
We combine hands-on AI consulting with low-code automation platforms to deliver cost-effective solutions that scale. Whether you’re in professional services, real estate or trades like roofing, plumbing or HVAC, our agents and workflows adapt to your industry.
AI Strategy & Consulting
- Identify automation opportunities in marketing, sales, finance and operations
- Build a clear AI adoption roadmap tailored to your business
- Accelerate transformation with hands-on AI training
Custom AI Agents & Workflows
- Automate 90% of repetitive tasks with AI-powered workflows
- Eliminate manual bottlenecks in reporting, data entry, communications and more
- Keep operations running smoothly with always-on AI agents
Optimization & Maintenance
- Ongoing support to ensure zero downtime and peak efficiency
- Continuous improvement: AI models and automations evolve as your business grows
- User-friendly tools your team will actually use
AI Automation Use Cases For Marketing, Operations, Finance & more
Our AI automation solutions adapt to every department, from marketing campaigns and sales outreach to finance reporting and HR onboarding. Below are just a few of the most common use cases where AI agents and workflows help small and mid-sized businesses save time and scale efficiently.
Email + SMS Nurture Agent
Auto-scores leads, drafts personalized follow-ups, and nudges your sales team when replies stall.
Content Repurposer
Transforms long-form blogs, reports or videos into social posts, newsletters and email sequences automatically across your channels.
Ad Ops Co-pilot
Optimizes campaigns by generating test matrices, flagging underperformers and queuing next creatives.
Intake → Triage Router
Automates request intake by parsing forms and emails, classifying them, and routing to the right team with SLA tracking and checklists.
Docs → Tasks Automator
Reads contracts, POs or agreements, extracts key fields and updates Airtable or your ERP while instantly notifying teams in slack or email.
Daily Ops Brief
Generates a daily roll-up of KPIs, blockers and exceptions, delivering leadership a clear operations snapshot every morning.
AP/AR Inbox Agent
Processes invoices and receipts automatically, validates against purchase orders, codes transactions and queues them for approval, streamlining accounts payable and receivable.
Monthly Close Helper
Flags anomalies, gathers missing documentation and maintains a digital close checklist to speed up month-end reporting.
Forecast Co-pilot
Combines pipeline data with historicals to forecast cash flow, run scenario testing and provide finance teams with real-time insights.
Lead Enrichment & Scoring
Enriches leads with data from LinkedIn and the web, scores ICP fit and routes to reps with reason codes for faster qualification.
Meeting Prep Packets
Pulls prior emails, CRM notes and website activity into tailored briefing docs to sales teams show up prepared.
Proposal Drafter
Builds personalized proposals using templates and deal inputs, logs them into your CRM and reduces admin drag for reps.
RAG Support Agent
Answers customer questions by pulling from knowledge bases, tickets and docs; when unsure, escalates with a clean summary for reps.
Proactive Churn Watch
Detects churn signals such as low engagement or negative sentiment and opens retention plays with clear deadlines.
QA on Replies
Scores agent responses for accuracy, tone and compliance, surfacing gaps that feed directly into training programs.
Hiring Intake → Shortlist
Parses job descriptions, screens applicants against requirements and produces calibrated shortlists to speed up hiring.
Onboarding Co-pilot
Automates onboarding by assigning tasks, tracking completion and nudging managers and new hires through every step.
Policy Q&A
Always-on HR assistant trained on your handbook, benefits and policies, reducing repetitive HR tickets.
Automatic Email + Calendar Triage
Prioritizes your inbox, drafts replies, files documents and blocks calendar time for urgent actions.
To-Do & Reminders Management
Captures action items from emails and meetings, assigns owners and due dates and automatically follows up until tasks are closed.
Document & File Finder
Searches Google Drive or Sharepoint by intent, finds the right file and extracts the details you need instantly.
Our AI Consulting & Automation Implementation Process
Our step-by-step AI consulting process ensures fast, low-risk automation adoption. From initial assessment to deployment and ongoing monitoring, we help small and mid-sized businesses implement AI agents, workflow automations and ROI-driven solutions.
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01 Discovery & Alignment (20 min)
We confirm goals, constraints and success metrics before recommending a solution. If we can’t deliver clear ROI, we don’t pitch it. We identify the top 2-3 workflows to automate, assess your current systems and set measurable ROI targets.
- Identify the top 2-3 workflows where AI automation can deliver the fastest ROI.
- Run a systems and access reality check to confirm compatability with your tech stack.
- Set clear ROI targets and guardrails before implementation begins
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02 Deep-Dive & Mapping (1–2 hrs)
We map your current process end-to-end, uncover bottlenecks, and highlight automation opportunities. The goal is to design a clear workflow model that delivers the fastest path to measurable ROI.
- Create swimlane diagrams and data flow maps to visualize how work moves through your systems.
- Document failure modes and edge cases so automations can handle exceptions without breaking.
- Assess your current tech stack for compatibility with AI and workflow automation tools such as n8n.
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03 Prototype Sprint & Validation (5–10 days)
We rapidly build a working prototype to validate the automation loop using your real data. This ensures you see immediate proof of value, and every prototype becomes the foundation of your production system—no throwaway work.
- Design agent workflows and prompts that replicate core business tasks.
- Run with sample data and structured test cases to prove accuracy and reliability.
- Conduct a Go/No-Go checkpoint to validate business value before full deployment.
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04 Build & Integrate (2–4 weeks)
We deliver production-grade AI agents and workflow automations fully integrated into your existing tools. Every build includes error handling, system logs, and security measures so your operations run smoothly from day one.
- Develop n8n workflows and APIs that connect directly to your business applications.
- Optional front-end interfaces for easy user access and adoption.
- Implement enterprise-grade security, permissions, and access controls for safe deployment.
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05 Launch, Train & Hand-off
We roll out your automation system with hands-on training, detailed playbooks, and fallback options for safety. From this point forward, you own the AI agents, workflows, and all underlying data—no vendor lock-in.
- Provide team training sessions and step-by-step SOPs for daily use and troubleshooting.
- Establish a rollback and contingency plan to ensure business continuity if issues arise.
- Transfer full ownership of agents, workflows, and data to your team for complete control.
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06 Measure & Iterate (ongoing)
After launch, we track key performance indicators, fine-tune AI prompts and models, and introduce new features as your business grows. Our continuous improvement cycle ensures your automation delivers sustained ROI and evolves alongside your operations.
- Track saved hours, SLA compliance, and business impact with clear performance metrics.
- Review error reports, apply fixes, and maintain reliable uptime for critical workflows.
- Implement quarterly upgrades and improvements so your automations stay ahead of changing needs.
Why SMBs Choose Mosaic
We don’t sell hype. We deliver automations that cut manual work, unlock hours and pay for themselves fast.
Fast ROI You Can Measure
Our clients reclaim 20–30 hours per month. Most see payback in under 90 days – before the first invoice cycle is done.
Compounding Savings
Small automations stack fast. What starts as a 2-hour save a week often snowballs into hundreds of hours back per year.
Built for SMB Reality (Not Enterprise Bloat)
We integrate with the tools you already use like Sheets, Quickbooks and CRM’s – no rip-and-replace. Everything stays lean, maintainable and sized right for SMB budgets.
Full Ownership & Radical Transparency
You own the workflows, agents and data with clear logs, error handling and SOPs so nothing is a black box.
Our automations already save SMBs hundreds of hours a year. Ready to see what we can take off your plate?
Book a Free Strategy Call