Common signs you're doing too much by hand.
If any of these sound familiar, there's probably something we can automate.
Where is your team spending the most time?
Pick the area that feels heaviest. Each one has a handful of processes that repeat often enough to be worth automating.
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Processes that repeat here
Where it usually goes wrong
Recognise one of these? That's usually enough to start a conversation.
Talk to us about thisFrom simple automations to fully connected systems.
These aren't packages. Most projects use two or three of them together.
Workflow automation
Connect actions and systems so a process runs without someone having to push it along.
System integration
Get the tools you already pay for working together.
AI-assisted workflows
Use AI where something needs reading, summarising, drafting or sorting.
Data workflows
Move, clean and organise information so reporting stops being a job in itself.
Internal AI tools
Where it's justified, a simple internal tool built for one specific job.
It has to solve a problem that matters to the business. We don't build things just to show off AI.
AI agents
Useful when a process needs a system to carry out several steps, use tools or make limited decisions on its own.
Agents aren't the default answer. We use them when they clearly improve the process.
Not every automation needs AI.
Some jobs follow fixed rules. Others need something to be read and understood. We use the right tool for each.
Automation
Best for jobs that follow the same rules every time.
AI
Useful where something needs reading and understanding.
AI + automation
Often the strongest systems combine both.
Automation moves the work along.
AI handles the parts that need reading and understanding.
From first conversation to a working system.
Four steps. Here is what each one involves for your business.
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01
Understand
Look at how the work runs now.
We talk to your team and map what happens today: who does what, in which tools, and where the time goes.
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02
Design
Agree what to automate.
We decide which steps are worth automating and which should stay with people. You approve the plan before we build anything.
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03
Build
Build it and test it.
We build the workflow around the tools you already use, then test it on your own examples and fix the exceptions before launch.
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04
Improve
Launch it and keep improving it.
We launch it, watch how it runs and refine it as your business changes. Vixa can keep looking after it day to day if you'd like us to.
See it on one process.
Client onboarding, from signature to a properly set-up project, before and after. Illustrative example.
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Select a step above, or move through them one at a time.
Is automation right for you yet?
Tick whatever sounds like your business and watch the meter move.
Strong fit
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May not be ready yet
A little early? These are the usual signs.
If that's you, it's still worth a conversation. Understanding the process is the first step.
Priced around the work.
The cost depends on what needs building. We do discovery and scoping first, so any quote is based on what's actually involved.
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Step 1
Discovery and scoping
We map the process and agree what to build before any quote.
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Step 2
The build
Designed, built, tested and launched for a one-time price.
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Step 3 · optional
Ongoing support
A monthly retainer if you want Vixa to keep looking after it.
The build · one-time
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What affects the cost: tick what applies
A rough guide, not a quote. We price after discovery.
What our clients say.
Founders who brought in skilled people through Vixa, in their own words.
5.0Google review · December 2025The difference to our day-to-day operations has been significant.
Jack took the time to really understand how we work and what mattered to us, guiding me confidently through the process of hiring a fully remote team member. … The person we selected has settled in brilliantly.
Google review · June 2026One of the best business decisions I’ve made.
I’ll admit, I was initially skeptical about using a virtual assistant. I wasn’t sure whether it would work for my business or whether someone remote could really become part of the team. I couldn’t have been more wrong. … They don’t just provide virtual assistants, they find talented people who become a real extension of your business.
Google review · September 2025Working with Vixa Assist has been a dream.
Over 200 applicants were received which were vetted & matched to my business needs. … The interview process was quick & easy with a decision being made as to the right candidate in less than a couple of hours of my time.
Google review · June 2026I felt really looked after at every stage.
The whole process was smooth, professional, and really well managed from start to finish. The person I hired hit the ground running straight away and has been absolutely fabulous, which made such a difference to my business.
Google review · October 2025Far better than I ever imagined.
I was initially worried about the time difference and whether there might be a language barrier, but there’s been absolutely no issue with either. My VA’s written and spoken English is excellent and we work seamlessly together.
Google review · September 2025Vixa made scouting, interviewing and hiring a virtual assistant extremely easy.
From the outset Jack was very thorough in finding out why and what we needed and then sourcing the most suitable VA’s. Vixa were present still once the VA was hired, checking in at regular intervals to make sure everything was okay from both sides.
Google review · May 2026Organised, proactive, and easy to work with.
Communication has been professional and straightforward throughout, and it’s clear they genuinely care about providing a high-quality service. I’d happily recommend them to anyone looking for reliable business support services.
Google review · February 2026Good honest company, that cares about their clients journey!
Thanks to the team for your help so far.
The things clients ask before they start.
What does Vixa mean by AI & Automation?
We look at how your business runs, find the repetitive work and build systems that handle it automatically. That might be simple automation, connecting your existing tools, AI, or a mix, depending on what the process needs.
Do I need AI in every automation?
No. A lot of useful automation doesn't need AI at all. We use AI where something needs reading, summarising, drafting or sorting.
Can Vixa work with the systems we already use?
Yes, wherever practical. We build around what you already have. Exactly what's possible depends on the tools involved, which we confirm during discovery.
What kinds of processes can be automated?
Most often sales and CRM, operations, client onboarding and delivery, customer support, marketing admin, reporting and data, and internal knowledge.
Do we need to know exactly what to automate?
No. Working out the right place to start is part of the process.
Why might Vixa run the process manually first?
Because trying it by hand first shows us the exceptions and problems that a plan on paper tends to miss.
Do you build AI agents?
Where an agent genuinely improves a process, yes. They're not automatically the right answer, and we won't use one just to make a project sound more advanced.
What happens after the automation launches?
Depending on the project, Vixa can support ongoing improvements as part of a monthly retainer.
Is ongoing support included?
Not in the build price. Ongoing support is a separate monthly retainer of around £299 to £599, depending on scope. You can start it when the system goes live, or add it later.
How much does an automation project cost?
Most projects are a one-time build of £6,000 to £15,000, depending on scope. We'll give you a clear price after discovery, once we understand the process and the systems involved. Ongoing support is a monthly retainer of around £299 to £599, depending on scope.
What's your team still doing by hand?
Show us the process that's taking up time, causing problems or struggling as you grow. We'll help you work out what should stay with people, what can be automated and where AI genuinely helps.
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You don't need to know the terminology. Finding the right place to start is part of the service.