workflow-map.mdIncluded
Refund requests
Trigger
New email in support@ with “refund” in the subject
Steps
- Read the order
- Check the policy
- Draft the reply
- Person approves
- Send
Fallback
Over $500 or no policy match: handed to a person untouched.
AI agents and RAG workflowsthat automate real operations.
We turn messy workflows into practical AI systems that plug into your tools,
use your company knowledge, and handle repetitive work while your team stays in control.
neurosformer.dev/ops
AI Operations Control
RAG, guardrails, and tool actions across live workflows.
Liverun_3mP9x1q
1.0s
↑ 0↓ 0
New lead · Acme Corp · enterprise plan inquiry
Sales OpsRunningExamples of tools we integrate with
HubSpotZendeskNotionGmailGoogle SheetsJiraAirtableZapierIntercomStripeQuickBooksShopifyLinearGitHub
Your documents answer the question. An agent does the work. Your tools get updated. Someone on your team signs off before anything goes out.
Answers from your own documents
Ask a question and get the answer from your SOPs, policies and PDFs, with the page it came from.
It works over the PDFs, Google Docs and Notion pages you already have. When a document changes, the answers change with it.
Knowledge assistant143 documents indexed
What’s our refund window for EU orders placed through Shopify?Ask
14 days from delivery for EU customers, extended to 30 days for orders placed during a promotional period. Refunds go back to the original payment method; store credit only if the customer asks for it.
Refund Policy v3.pdfpage 2Exact match
Shopify Ops SOPsection 4.1Supporting
Answered in 1.8s from 2 sources. When the documents don’t cover it, it says so instead of guessing.
An agent that does one job
One job, clear limits, a full record of what it did. Not a general assistant that might do anything.
01One job, written down. “Reply to new leads” or “Triage support tickets”. Never “handle sales”. 02Limits you set. It reads what you allow and drafts what you allow. It cannot touch anything else. 03Every step logged. Which tool it used, what it read, what it produced, and how long it took. 04A person approves. Nothing is sent or written until someone on your team says so. Every request, every time.
Agent · Reply to new leadNeeds approval
CanRead CRMRead email threadDraft replyBlockedSendChange deal stageDelete
- Read the lead recordHubSpot · Acme Corp0.4s
- Read the email threadGmail · 3 messages0.9s
- Drafted a replyGmail · 4 sentences2.1s
- Stopped. Waiting for a person to approvenow
DraftTo sarah@acme.co · Re: Enterprise plan pricing
Hi Sarah, thanks for asking about the enterprise plan. For a team of 40, the Growth tier covers your seats and the HubSpot sync you mentioned…
Approve & sendEditNothing is sent until you approve
Updates written back to your tools
It updates the CRM record, sends the email, fills in the sheet. It doesn't just read.
The same HubSpot, Gmail and Sheets your team uses today. Nothing new to log into.
Written back after approvalApproved by M. Reyes · 09:42
HubSpotContact · Sarah Lin, Acme Corp
StageNewQualified
OwnerUnassignedM. Reyes
Next step—Call Thu 10:00
Gmail
Re: Enterprise plan pricing
to sarah@acme.co · sent 09:42
Google Sheetsrow 214
Acme CorpEnterpriseQualified
The whole workflow, start to finish
From the first intake form to the follow-up, with your team in the loop the whole way.
Ownership stays with your team. You see every request at every stage and can step in at any point.
Client intake · Acme Corpstarted 09:31
- Intake09:31
- Classify09:31
- Answer09:32
- Draft09:33
- ApproveM. Reyes
Waiting for M. Reyes to approve…
- Send
- Follow-up
- Intake09:31
- Classify09:31
- Answer09:32
- Draft09:33
- ApproveM. Reyes
- Send
- Follow-up
- Done
- 4 of 7 steps.
- Now
- Waiting for M. Reyes to approve…
- Then
- Send, then book the follow-up.
Start with one workflow where the value is clear, the owner is known, and a working version can be tested in days.
AI Client Intake AgentExtract lead details, classify urgency, update CRM, draft replies, and create follow-up tasks.HubSpotGmailNeeds approval
What came in
Gmail09:31
Enterprise plan pricing for 40 seats
- From
- Sarah Lin · Acme Corp
- To
- hello@yourcompany.com
Hi, we're comparing options for a 40-person team and need pricing plus the HubSpot sync before Friday. Could someone call me this week?
What the agent did
- Extract the detailsName, company, 40 seats, deadline Friday0.6s
- Classify urgencyHigh · pricing request with a date0.9s
- Update the CRMHubSpot ·Contact and deal created1.4s
- Draft the replyGmail ·4 sentences, pricing attached2.3s
- Stopped. Waiting for a person to approvenowApprove & sendEditNothing is sent until someone approves.
- Create the follow-upHubSpot ·Call booked Thu 10:00
No enquiry waits overnight, and nothing goes out without sign-off.See the full trace of this run
One agent captures a lead, classifies urgency, retrieves your service info, updates the CRM, drafts a reply — and waits for a human to approve before anything is sent.
- Integration
- RAG
- Controlled agent
- Approval flow
Liverun_3mP9x1qNew lead · Acme Corp · enterprise plan inquiry12.4s↑ 756 · ↓ 391 tokens
- Lead analysis1.2s
- Enriched the lead: Acme Corp, 340 employees, fintech.
- ICP model v3 scores it a tier-1 fit at 0.91.
- Evidence found2 sources · 1.8s
- ICP Scoring Model v3.xlsxcriteria0.91
- Outbound Sequences.md§ 1.30.85
- Policy checks3 passed · 0.6s
- PII redacted (email)
- Role: sales-rep, verified
- Source: Clearbit, verified
- Waiting for human approvalnow
Nothing has been sent. The draft is belowon the right.
To sarah@acme.coRe: Enterprise planHeld
“Hi Sarah, thanks for reaching out about the enterprise plan. Based on your team size, here’s what we’d recommend…”
Tool updates · 2 of 3
- HubSpot · Assign to AE pool A
- Google Sheets · Add row to Pipeline Q3
- Gmail · Send reply to Sarah LinHeld
Four phases, narrow at first and connected to real tools. Most first systems are in use within two to four weeks, and your time across all four phases is about a day.
Days 1–2
Discover
Map the workflow, its tools, its owner, and what success means.
- 1h · Kickoff call
Days 3–12
Design & build
Pick the mix, build a focused MVP inside your tools, log every step.
- 20m · Check-in
- 20m · Check-in
Days 13–15
Test & harden
Run real examples, add permissions, approval gates, and fallbacks.
- ½ day · Review real cases
Day 16 and on
Ship & iterate
Launch with a runbook, track errors and time saved, improve.
- 10m · Approve go-live
We
You
Your total: about one day across the four phases. Most first systems are in use within two to four weeks.Hover a day to see what it asks of you.
Your total: about one day across the four phases. Most first systems are in use within two to four weeks.
The implementation closes with one reviewable package: how the workflow runs, what happened in each run, and how your team operates it after launch.
Reviewed before sign-off
run-evidence.logIncluded
Run 09:31 · ticket #4821
09:31:04readShopify · order #88213 · $184.00
09:31:05readRefund Policy v3 · page 2
09:31:06decideEligible · 9 days · card refund
09:31:08writeZendesk · draft on #4821
09:31:08gateWaiting for M. Reyes
09:40:12gateApproved by M. Reyes
09:40:13writeReply sent · refund issued
operations-runbook.mdIncluded
Operating guide
- Turn it off
- Set enabled: false. Requests fall back to the old inbox the same minute.
- Change a rule
- Policy text lives in Notion. The next run reads the new version.
- Who can approve
- Support leads only. The agent cannot add approvers.
- If it stops
- Read the run record first. Every stop names its reason.
Signed off by M. Reyes on 12 September.
Starting prices for one focused first system. The audit confirms the final scope, timeline, and quote before work begins.
Workflow MVP
One working automation in your existing stack
Best for: Proving one painful workflow
First scope: One workflow in existing tools
Starting at
$150
Typical first scope: $150–$500
7 – 14 days to a working system
Includes
- Map one painful workflow
- Build a focused MVP
- Connect core tools and logs
Starts with a workflow audit. No commitment.
Most common
Knowledge System
A cited assistant for one trusted document set
Best for: Making company knowledge usable
First scope: One document collection and update flow
Starting at
$300
Typical first scope: $300–$1,500
10 – 21 days to a working system
Includes
- Ingest SOPs, policies, and docs
- Citation-backed answers
- Admin update and feedback flow
Starts with a workflow audit. No commitment.
Controlled Agent
One tool-using workflow with human approval
Best for: Controlled actions across tools
First scope: One agent workflow and approval path
Starting at
$800
Typical first scope: $800–$3,000+
14 – 30 days to a working system
Includes
- Narrow agent design
- Permissions and approval gates
- Monitoring, logs, and fallback rules
Starts with a workflow audit. No commitment.
Third-party software, hosting, and usage fees are separate.
Scope, access, approvals, costs, and what you get at handoff. If yours is not here, ask it on the call.
What happens during the workflow audit?
It is a 30-minute working session. We map the workflow, identify the tools and handoffs involved, and decide whether a focused automation, knowledge system, or controlled agent is the right first build. You receive a proposed scope, timeline, and quote before implementation starts.
Can you work with the tools we already use?
That is the default approach. We verify that each tool has a safe API, integration, or access path before it enters the scope. The logos on this site are examples of tools we can connect, not customer or partner endorsements.
How long does a first system take?
Current starting scopes run from 7 to 30 days, depending on the package. Most first systems are in use within two to four weeks once the scope, access, and source material are ready.
Will an AI agent act without our approval?
Sensitive or external actions are not assumed to be autonomous. Permissions, approval gates, stop conditions, logs, and fallback routes are agreed during design so your team stays in control.
What do you need from our team?
One workflow owner, a few representative cases, the relevant documents or rules, and access to the existing tool accounts needed for the agreed scope. We keep check-ins short and request only the access required for the build.
What do we receive at handoff?
You receive the working system plus a workflow map, a run record showing what the system read and changed, and an operating guide covering configuration, recovery, ownership boundaries, and next steps.
Are software costs and ongoing support included?
Third-party software, hosting, model, and API usage fees are separate. The first scope includes its review and handoff; continuing changes, additional workflows, and ongoing support are scoped separately when needed.