You’ve seen what AI can do. Getting it working inside your business is a different job.

Kyznflow is an AI automation agency. We design, build and maintain automations shaped around your processes and the tools you already run. Nothing goes live until it’s proven against your real scenarios, and we keep improving it as your business changes.

Book a 30-minute process call

Trusted by

AI Ora
Best Places to Work
Macs Group Global
Gude Capital and Partners

Who you are.

OnboardingProposalsReportsInvoice chasingSurvey set-upCold emails

A B2B company where the founder or CEO is still close to the work. You run on tools like HubSpot, Stripe and Slack, and at least one spreadsheet held together with hope. Growth is going well, which is exactly why the admin is getting worse.

Who we are.

Strategy and planningBuildQualityOngoing improvementOne point of contactJudgement

A deliberately small automation agency. The person you meet on the process call stays your point of contact through the design, the build and every change after launch.

Ryan, who leads Kyznflow, came to automation from B2B marketing, with a revenue number over his head. Commercial thinking comes first, then the build.

How we work

We work with you to understand what you need, audit your processes and tools so we can then plan the improvements. From there we connect your systems and data and then build the workflows your business needs.

Process & ToolsAuditGap AnalysisProcess LogicStrategyBuild Your tools and data CRM Inbox Call recordings Spreadsheets Survey data Payments The logic we design Extract Sort Prioritise De-dupe Research Brand guidelines Create Reconcile Validate Decide Hold back Human in the loopSome cases go to a person Your changes, built in What you get ProposalFernhill Research Fixed price$12,400Sales proposal Connected data 78% Key findings 14Live surveys 2,318Responses Your sector, 2026Campaign analytics &Survey reports For Ana, Harbour GuildYour renewal, in 90 secondsPersonal video Account ManagementQuality ControlAdd FeaturesMonitor and Improve Process & ToolsAuditGapAnalysisProcessLogicStrategyBuild Your tools and data CRM Inbox Call recordings Spreadsheets Survey data Payments The logic we design Extract Sort Prioritise De-dupe Research Brand guidelines Create Reconcile Validate Decide Hold back Human in the loopSome cases go to a personYour changes, built in What you get ProposalFernhill Research Fixed price$12,400Sales proposal Connected data 78% Key findings 14Live surveys 2,318Responses Your sector, 2026Campaign analytics &Survey reports For Ana, Harbour GuildYour renewal, in 90 secondsPersonal video AccountManagementQualityControlAddFeaturesMonitor andImprove
  • We start by mapping your tools, data and processes. That shows where the gaps and bottlenecks are, and which steps carry the most risk and need the tightest controls. The plan is drawn up for review before anything is built.
  • We connect to your existing tools and standardise the processes and data around them, so clean, correct information flows both ways between them.
  • How you make each decision is written down and built in, so the system applies your standards the same way every time, including the exceptions.
  • A person stays involved wherever you choose, and when the system is unsure it asks.
  • Every output is built from your own data and checked against your standards before it goes out. That includes documents, reports, dashboards, videos, the data itself and more.
  • After launch, every system is monitored. If something breaks, we know before you do and fix it.

Whatever software you use, we can connect it.

We connect your tools and platforms, clean and standardise the data scattered across them, and keep it moving both ways, so every system works from the same information. If a tool’s plan limits what can be connected, we find out before anything is built.

  • Kyznflow
  • SmartSurvey
  • n8n
  • Salesforce
  • QuestionPro
  • Stripe
  • Jotform
  • Fathom
  • Microsoft Excel
  • Jira
  • Trello
  • Fireflies
  • Power BI
  • Airtable
  • Microsoft Teams
  • ChatGPT
  • Zoom
  • Asana
  • Mailchimp
  • Shopify
  • Claude
  • Google Calendar
  • Gmail
  • PayPal
  • Xero
  • Microsoft Outlook
  • SurveyMonkey
  • Apollo
  • Make
  • Intercom
  • Notion
  • Instantly
  • OneDrive
  • Google Docs
  • Typeform
  • PandaDoc
  • Miro
  • Sage
  • Box
  • ActiveCampaign
  • Webflow
  • Calendly
  • Monday.com
  • Google Analytics
  • Dropbox
  • Zapier
  • Google Forms
  • Meta
  • DocuSign
  • Confluence
  • Google Meet
  • Lovable
  • Zendesk
  • Pipedrive
  • Zoho
  • Perplexity
  • Qualtrics
  • Slack
  • Google Drive
  • Twilio
  • Gemini
  • ClickUp
  • WordPress
  • WhatsApp
  • Loom
  • LinkedIn
  • Eventbrite
  • Google Sheets
  • QuickBooks
  • HubSpot

Systems and workflows we’ve built

Every one of these started as a process call.

Onboarding

New client set-up and communication system

When a deal closes, the system creates the accounts, builds a personalised hub for each stakeholder, sends the welcome pack, books the kick-off, and keeps every participant informed as the engagement runs. Reminders go out with the right message for how far along each one is. Decisions that need a person get a deadline and a safe fallback, and only one named person holds the buttons that change a date. Built for two survey businesses; the same rails now run their other product lines.

The first five days

HubSpotDeal closesDay 0
Google DriveAccounts createdDay 1
GmailWelcome packDay 2
Google CalendarKick-off bookedDay 5

Through the engagement

SmartSurveySet up the surveyDates and reminders set
One named person approves a date change
GmailCommunicateUpdates as it fills
Response rate on track?

Reminder adjusted to progress

Reports build themselvesfrom the survey data
Power BIDeliver the resultsEvery survey, one view
Welcome, Orla Your portal
LovableEach stakeholder’s personalised hub
Sales Admin

Proposals and project plans built from your call recordings

The system reads the call, works out what kind it was, and runs the right workflow. The client’s requirements, the points discussed, the pricing conversation: all of it lands in a drafted proposal waiting for a five-minute review. Onboarding calls become project plans the same way. Everything logged, assigned and in the CRM. Nothing is sent. The draft waits for a five-minute review by the person who was on the call.

FathomReads the callFull transcript
Discovery, demo or onboarding?
NotionWrites the project planOnboarding call
PipedriveLogged in the CRM
Plan ready
Google DocsWrites the proposalSales call
Google SheetsPricing checked against your rate card
Microsoft TeamsDraft ready, five-minute review

Your edits shape the next one

ProposalFernhill Research Fixed price$12,400
A drafted proposal
RFPs

Same-day tender response system

A tender or RFP lands and the system drafts the full response the same day. It scores the fit first and recommends a polite decline where the fit is poor. Every claim is checked against your own documentation and live research, graded with a confidence level, and written in your voice. It flags a hidden cost before the prospect finds it. We built it for our own inbound and a version for a client in the logistics space. A person reads every draft before it goes.

OutlookSpots the tenderTender pack attached
Bid or decline?Scores the fit
Polite decline insteadIf the fit is poor
NotionPulls past answersFrom your answer library
PerplexityVerifies each claimConfidence grade on every answer
Google DocsDrafts the responseQuestion by question
You read and send
Tender response HighMediumHigh
A drafted response
Go-to-market

Outbound email and opportunity assessment system

A full outbound system, built the way a senior go-to-market hire would build it. It starts with the target and the signals: role, company size, hiring, funding, the tools they use, and what their own website shows about how they work. Lists are built and enriched across more than one data source, so a contact isn’t dropped because one provider had a gap, then scored and prioritised. Every email is written from research on that company, about the single strongest thing it found. Sending runs on separate domains with warmed mailboxes, a daily limit per mailbox, rotation across the pool and varied wording on every send (spintax), so the campaign never puts your main domain at risk. Every reply is read and routed: interest reaches you within minutes, questions go to the right person, a no is honoured for good. Every send, reply and outcome is logged against the record, so you can see which signals, segments and messages convert and change the next campaign accordingly.

Research

Defines the target and the signalsRole, size, hiring, funding, tools, website
ApolloBuilds and enriches the listMore than one data source
Worth your time?Scored and prioritised before any research
Reads the whole websiteEvery page, not the homepage

Writing and sending

Evidence strong enough?If not, the company is skipped
ClaudeWrites three sentencesAbout the one thing it found
InstantlySends from warmed mailboxesSeparate domains, daily limit each, rotation, varied wording
AirtableEvery send, reply and outcome loggedReports on what converts

Replies

Reply: interest, question or no?A no means never again
Assessment builtFor that company, from their own site
GmailAssessment requested. You take the callOnly with people who asked
Opportunity assessment:Wrenmoor Homes
The assessment document
Social selling

LinkedIn outreach system

Finds the right people, connects at a human pace, and opens with something useful rather than a pitch. AI reads every reply. A polite acknowledgement keeps the sequence going, a no ends contact for good, and real interest reaches you within minutes. It never messages someone you already know, and it clears old unanswered invitations every week so the account stays healthy. Every message is logged, so you can see where each conversation stands.

Around 2,000 contacts, one deployment
Google SheetsEvery message logged
Every reply read, in the background
Interest, no, or unclear?
unclear goes to a person
Real interest, within minutes
SlackJordan Hale wants to talkA person steps in here
Survey Data

Benchmark-led email campaign system

Turns an organisation’s own survey data into an outbound campaign. The benchmark figures are computed first, with no single organisation allowed to dominate a figure and nothing published without enough respondents. The findings become a sequence of emails, each recipient gets their own briefing page built from the same numbers, and replies are read and routed. When the data is cut again, the whole campaign refreshes.

Before anything is sent

SmartSurveyAirtableBenchmarks computedNo organisation above a quarter of a figure
Enough respondents from enough organisations?
Figure held
Statistic still true?
Email held
HubSpotSends email 3 of 12To 1,240 recipients
AirtableLogs every openAnd every click

After each send

Scores engagementWarm, cooling or cold
WebflowUpdates their pageOne page per recipient
Lists warm contactsFor a call this week
Three contacts are warm today
Reply: briefing, question or stop?
OutlookQuestion forwarded to youReply-to set to your inbox
For Priya, Kestrel GroupYour benchmark, email 3 of 12 Your sector Your firm Book a call
Each recipient’s briefing page
Finance

Payments reconciliation and invoice chasing system

Matches every payment to its invoice and updates the CRM and project tools the moment it lands. Anything that doesn’t match goes to a person rather than being guessed. When an invoice goes overdue, the reminders start: polite first, firmer later, and they keep going until the money arrives. The third chasing email gets written every time, just not by anyone on your team.

When money arrives

StripeCard paymentsBank feed
XeroMatched against the invoiceAmount, reference and payer
Matches an invoice?
Unmatched: held with the likely matches
Full, partial or duplicate?
Partial: the balance stays open
Duplicate: flagged for refund
ZohoClickUpCRM and project tool updatedThe moment it lands

When an invoice goes overdue

XeroInvoice overdue
ChatGPTWrites the reminderTone set by a rule: polite, then firmer, then final
ActiveCampaignSends reminder 1, 2 or 3Day 3, 10 and 17
Paid yet?Yes: the chase stops
ZendeskQuery or dispute: a person takes it

Not yet: the next reminder

INV-2048Due 2 Oct $4,800 PAID
StripePaid by card link
Integration

Data silos into one connected, two-way flow

The same customer sits in the CRM, the survey platform, the finance tool and a spreadsheet, each holding its own version. This system connects them: one clean record, with every change sent back to every tool in both directions. Duplicates are merged, conflicts go to a person to decide which record wins, and the dashboards and scheduled reports draw from the clean record only. Your team keeps working in the tools they know, and the numbers agree with each other.

Data silos

  • SalesforceCRMA change in either place updates the other
  • QualtricsSurvey platform
  • QuickBooksFinance
  • Google SheetsSpreadsheets
  • Google AnalyticsWeb analytics
  • MetaAd data
  • PartnerStackPartner and affiliate data

Seven tools, seven versions of the same customer

One connected flow

AirtableOne clean recordDe-duped, reconciled, validated
Conflict?
You pick the record that wins

What comes out

Attribution: which channel and which partner produced each deal
Conversion: where leads drop, by source, so spend moves to what works
Affiliate and partner reporting: performance and payouts from one record
Sales data: pipeline and customer records correct in every tool
Revenue by source OrganicPaidPartnerOutbound
Internal tools

Company knowledge assistant

Your team asks a question in the chat tool they already use and gets the answer from your own material: contracts, client terms, proposals, past projects, call transcripts, policies, price lists and technical sheets. Each answer shows the document and section it came from, so it can be checked in one click, and when the answer isn’t in the documents it says so rather than guessing. New files are picked up as they’re added, so the answer comes from the current version. A clause, a price or how a past project was scoped takes seconds instead of a dig through folders and a message to whoever might remember.

Google DriveInternal docsNotionPast projectsZoomTranscriptsGoogle SheetsPolicy sheets
GeminiAssistantreads all of it
Asked in SlackNotice to move a survey? Ten working days.Client terms, section 4
SlackAsked in Slack

Safeguards built into every system

Automation that sends the wrong thing under your name costs more than it saves. So before we build, we work out what must never happen and write the rules in. These are from systems running now:

  • It never pitches someone you already know. Before any LinkedIn request goes out, it checks your connections, your past conversations and your CRM. Three separate checks, because a cold pitch to someone you know costs a relationship.
  • When someone says no, that’s final. One no removes the person from every sequence on every channel, permanently. Nobody on your team has to remember.
  • A real buyer never talks to a bot. When a reply shows interest or asks a question, the automation stops and the conversation reaches you within minutes. Anything it can’t read with confidence goes to a person too.
  • It won’t claim what it can’t back up. In tender and proposal responses, every statement is checked against your own documentation and live research, then given a confidence grade. Where the fit is poor, it recommends declining.
  • A statistic that’s stopped being true doesn’t get sent. Every figure in a campaign email has conditions attached. The system re-tests them before each send and holds the email if the data has moved.
  • Nothing goes out pointing at a page that isn’t live. Before an email with a link is sent, the system confirms the page exists. If it doesn’t, the email waits and a person gets the exact fix.
  • Only the right person can change the plan. Dates, closures and approvals sit behind one named person with a confirmation step. Colleagues see the update; they can’t trigger it by accident.
  • If something breaks, we know before you do. Every build reports a failure the moment it happens, with what broke, why, and the fix, to us.

None of these come built into a tool. They exist because we asked, before building, what must never happen, and then wrote the rule. That’s the difference between an automation and a system you can put your name to.

Pricing

Three ways to work with us. In every case the systems are set up on your own software accounts, in your name, so they belong to you. We build them and keep them running.

For one specific and urgent process

Project

One process. Fixed scope, fixed price.

Simple builds live in 4 to 10 days. Complex ones in 14 to 28.

We set the price once the process is mapped, so you are paying for a system that is already on paper. If the process is not worth automating, we say so on the call and you pay nothing.

From $5,495 USD

  • The process mapped, and what the system must do agreed in writing, before anything is built
  • Built in your own accounts, so you own it from day one
  • Tested on your real scenarios, including the exceptions
  • Notes on how every part works, handed over at launch
  • Thirty days of fixes and adjustments after launch
Book a 30-minute process call

For several processes and continued support

Automation Partner

Audit, build, run and improve, every month.

Monthly. We agree priorities with you at the start of each month.

It does the job of the specialist you would otherwise hire. We cover AI workflows, go-to-market operations and marketing automation. We start by auditing your processes and tools to find the bottlenecks and decide what is worth automating, then build it and keep every system monitored and improving as your business grows. Big systems and small requests go to the same person, who already knows how you work.

From $3,995 USD per month

  • An audit of your processes and tools, and a ranked list of what to automate next
  • New systems built, and new features added to the ones already live
  • Small requests handled as they come up
  • Every system monitored, with fixes when something changes or breaks
  • Input on messages, segments and what good output looks like
  • A monthly review of priorities with you
Book a 30-minute process call

For automations that never did the job

Rescue

Fix or rebuild what someone else built.

Whoever built it: an agency, a freelancer, a former colleague, or you in Claude Code.

For automations that broke, grew too complicated, or that nobody understands any more. We start with a written review, and if what you have is sound we say so and stop there.

From $2,895 USD

  • A written review of what was built and where it fails
  • What to keep and what to rebuild, in writing
  • The rebuild, tested on your real scenarios
  • Alerts added, so a failure reaches you when it happens
  • Moved into your own accounts if it is not there already
  • Notes on how every part works, handed over at the end
Book a 30-minute process call

Not sure which fits? The process call ends with a recommendation and a price for it.

Do you need an Automation Partner?

Our Automation Partner package is a monthly arrangement. At the start of each month we set priorities for that month and the quarter ahead. One month that could be a new customer onboarding system. The next might be an analytics dashboard that connects and standardises all your data sources. Other times you might need us to fix some of your process bottlenecks, like building an approvals workflow so content isn’t sitting with your CEO for months. We also handle all your smaller requests in between.

Everything we run is quality checked, so what goes out to your customers still sounds like you. When a tool changes or a process shifts, we update the system. When you are choosing between two projects, you get a straight commercial opinion from someone who has run marketing and revenue, including when the answer is to leave a process alone.

Each new system builds on the last, because we already know how your tools connect.

If you’d rather start small, start small. A single project is a perfectly good way to find out whether we’re as useful as this website claims.

    A new systemStill runningImproved since launchSmall requestAudit

    About the AI part

    You don’t need a position on AI to use any of this. We use it where it earns its keep: reading a call transcriptA written record of everything said on a call, made automatically from the recording., drafting a proposal, personalising an email at scale. Everywhere else it’s plain automationFixed steps that run the same way every time, like moving a new payment into your accounts. No AI involved. that does the same thing correctly every time. Where AI does make a call, rules run first, and anything ambiguous goes to a person rather than being guessed at.

    There’s nothing for your team to learn or manage, and nothing goes near your live systemsThe tools your team and clients use every day. New work is built and tested away from them first. until it’s proven. Then you judge it the way you’d judge a new hire: is the work getting done, and is it getting done well.

    StrategyMonitor and improve Reading a calltranscriptDrafting aproposalYou approve Plain automation AI, only where it earns its keep A person at the checkpoint

    Agreed in writing before we build

    If you’re new here, it’s fair to ask why you should trust a small agency with your operations. So before anything is built, we agree in writing what the system must do, on which real data, and what good enough looks like. The build is tested against that before it goes live, and you see the results.

    What the system must do

    On which real data

    Good enough

    What good enough looks like

    Agreed in writingBuildMeasured against it

    What happens after you book a process call

    1. The process call

      Thirty minutes on the process that costs you most. You leave with a prioritised list of what’s worth automating, whether we work together or not.

    2. The plan, on paper

      You see the whole system before anything is built: every trigger, every step, every point where a person decides. We agree in writing what it must do and what good enough looks like.

    3. Build and test

      Built around the tools you already run and tested on your real scenarios before it goes live. Simple builds take 4 to 10 days, complex ones 14 to 28.

    4. Go live

      The system runs in your own accounts, under your logins. Your team keeps working in the tools they already use. Nothing new to learn.

    5. The first 30 days

      Fixes, adjustments and prompt changes are included. After that, ongoing support is included in the Automation Partner package.

    Book a 30-minute process call

    FAQ

    How is this different from buying software?

    Software makes you adapt your process to fit the tool. We build around the process and tools you already have, so nothing changes about how your team works. The repetitive parts are what go away.

    What’s it built on?

    n8n or Make as the automation layer, depending on what fits, connected to your existing stack. You never touch either one. If something needs adjusting, a template, a scoring rule, a step, we handle it. We’re not tied to any one platform. We pick n8n, Make or direct code per build, after checking what each tool’s plan allows.

    What happens if something breaks?

    Every build ships with error handling, so failures notify us immediately. For the first 30 days after go-live we fix anything as part of the project. After that, anything caused by our build gets fixed free. Changes caused by an external tool updating its API fall under ongoing support, and we’re clear upfront about which is which.

    What does it cost?

    Three options: Project, Automation Partner or Rescue. Projects from $5,495 USD, Automation Partner from $3,995 USD per month, and Rescue from $2,895 USD. The price depends on what’s being automated and how complex it is, and you get a transparent estimate at the process call. Companies with several processes to automate are usually better serviced by the Automation Partner package.

    Couldn’t we build this ourselves in Claude Code or Codex?

    For a one-off script or a personal productivity task, yes, and we’ll say so on the process call. We use the same tools inside our builds. What a tool can’t do is decide what’s worth automating, set the standard the output has to meet, or own the system when a tool changes underneath it. That job lands on someone, usually the founder. If you’ve already built something yourself, Rescue covers a second opinion.

    Who owns the system?

    You do. Everything is built in your accounts, under your name: the workflows, the logins, the data. We manage it for you. If we ever parted ways, you’d keep all of it.

    How are you different from other automation agencies and freelancers?

    Three things you can check rather than take on trust. The decisions: every system on this page shows the rules it applies, and you’ll see yours in the diagram before we build. The output: we write what flows through the system, the email, the proposal, the report, to a standard a B2B buyer accepts. And durability: ask any agency whether their builds are still running six months on. Ours are, in the clients’ own accounts, and they’ve grown since launch.

    What won’t you automate?

    Decisions that need context and relationships, complex negotiations, and anywhere a human touch is your advantage. Some creative work too; current AI creative tools are built for consumer products, and the output doesn’t meet the bar B2B work needs. If your process is one of these, we’ll tell you on the call.

    Book a process call.

    30 minutes, a prioritised list, no obligation.

    Book a 30-minute process call