AI workflows for small businesses
We build AI workflows inside Gmail, Outlook, your CRM and your spreadsheets, so the repetitive admin gets done without a new app to learn.
Today
of 4 done
The problem
Chasing invoices, answering enquiries, fixing rotas, pulling reports together. None of it is hard. All of it takes hours, and most of it lands after 17:00.
Your day now
11%
Only 11% of UK SMEs say they use AI to a great extent to automate or streamline their work.
Source: British Chambers of Commerce, 2025
How it works
donebyfive builds AI workflows for UK small businesses in three steps, and measures every one in hours returned.
On a free 30 minute call we walk through your week. You leave with your top three workflows and the hours each would give back, in writing.
We set it up in the inbox, CRM and spreadsheets your team already uses, test it on real work, then switch it on. No new app to learn.
Every week you see what ran, the hours it gave back and where the next ones are hiding.
Workflows
Six workflows we build for small teams. Each one runs inside tools you already pay for.
Overdue invoices get chased on schedule from your own inbox, and payments are matched as they land.
Hours measured in your audit
Every new enquiry is sorted, answered and logged in your CRM within minutes of arriving.
Hours measured in your audit
Rota changes and bookings update themselves from the availability you already collect.
Hours measured in your audit
Your weekly reports are drafted from the data you already have, ready to check and send.
Hours measured in your audit
Routine email is sorted, labelled and given a draft reply, so your inbox only shows what needs you.
Hours measured in your audit
Enquiry details become a draft quote or proposal in your own template, ready to review.
Hours measured in your audit
Hours calculator
Move the sliders for a rough figure.
People who do admin in a normal week
Each week: chasing, copying, sorting, replying
Wages plus employer costs, in pounds
Assumes a workflow takes on 40% of that admin, over 46 working weeks a year. Your audit gives you the real figure.
Hours back per week
16hrs
About 2.1 working days, every week
Hours back per year
736hrs
Value per year
£14,720
Not ready for a call? Send us your numbers on WhatsApp.
Send my numbers on WhatsAppYour figures are filled in for you. Nothing is sent until you press send.
Who it’s for
You run a team of 5 to 50 and still do the admin yourself, usually after 19:00.
You own the processes, and spend the day moving data between systems that don’t talk to each other.
Agencies, accountants, estate agents, clinics and trades with high volume, repeatable work.
Not a fit if you want a chatbot for your website or another platform for your team to log into. We build the work into what you already have.
Proof · Report generator
We built this report generator for a UK wealth management firm. Advisers upload a client’s statements and valuations, choose the report, and get a draft in the firm’s house style, ready to check and download as Word.
Drafts stay under review until a team member approves them, so nothing reaches a client unchecked.
Pricing
The audit is free. We build and run your first workflow free for 90 days. You only pay if it hits the hours target we agree in writing.
Find out where your hours go, and leave with it in writing.
Free30 min call
Where the hours come from
We build, test and switch on the workflow inside your tools.
FreeBuilt and run for 90 days
We keep it running, fix what breaks and report the hours every week.
Only if it worksAgreed before we start
We take on 3 new pilots a month.
Yes. Your data stays in your own accounts, and each workflow only gets access to what it needs to do its job. We work to UK GDPR, sign a data processing agreement before any build, and use AI providers on business terms that keep your data out of model training. Your data is processed in the UK or EU.
We build inside the tools you already use, including Gmail, Outlook, Google Sheets, Excel and most CRMs. If a tool can send email or connect to other apps, we can usually work with it, and we’ll confirm on your audit call before you commit to anything.
We fix it. We monitor every workflow, get alerted when a step fails and fix it by the next working day. If a workflow can’t finish a job, it hands the task back to your team, so nothing gets silently dropped.
Most workflows go live within 5 weeks of your audit. Simple jobs like invoice reminders are quicker, and you get a go live date before we start.
Very little. The workflow runs inside tools your team already uses, so there’s no new app to learn. We walk everyone through it at handover and leave a short written guide.
No. It takes the repetitive admin off their plate so they can spend their hours on work that needs a person: customers, judgement and growing the business.
The audit is free, and so is the 90 day pilot. Before we build, we agree an hours target and the monthly price in writing. If the workflow hits the target by day 90, it stays on at that price. If it doesn’t, you owe nothing.
If it gets within 75% of the target by day 90, we keep working on it free for another 30 days. If not, you owe nothing, we switch it off and your data comes back to you within 7 days.
After day 90 you can cancel with 30 days’ notice once three months have passed. Your data, templates and outputs are always yours.
Usually not. We build inside Gmail, Outlook, your CRM and your spreadsheets. If a workflow needs an extra service to run, we tell you the cost before you agree to anything.
17:00 · Done
Book a free 30 minute workflow audit. You leave with your top three workflows and the hours each would give back, in writing.
Book a free audit