Your AI automation - running by Friday.
Zapier hits a wall the moment the input gets messy. We build AI automations that handle real complexity - emails, PDFs, free text - and route the results exactly where they need to go.
No commitment · free 30-min call · working automation delivered
Sound familiar?
You know it should be automated.
The inputs just make it impossible.
You have a repetitive process that eats hours every week - but the inputs are messy enough that Zapier breaks on them
You tried to build an automation but the AI keeps returning data in the wrong format or missing fields entirely
Someone on the team manually copies between tools every day - and everyone knows it should be automated, but it never gets prioritised
You started a no-code automation but it breaks whenever the input format changes slightly
The process involves reading an email, PDF, or free-text field - and no tool you have tried handles unstructured input reliably
You know exactly what should happen automatically. The problem is connecting all the pieces without a full engineering team
Appaca Concierge builds AI automations that handle real-world inputs.
Unstructured, variable, and messy - we build the AI layer that processes them and routes the right outputs to the right places. Scoped on a free call, delivered in days.
Book a free scoping callWhat we automate
If it is repetitive and involves
reading or writing, we can automate it.
Here are the most common AI automations we build. Your process might be on the list - or it might be entirely specific to your workflow.
Email triage & routing
Reads inbound emails, classifies them by intent or urgency, and routes to the right team member, inbox, or system.
PDF & document extraction
Pulls structured data from invoices, contracts, or intake forms - amounts, dates, names - and writes to your database.
Automated report generation
Pulls data from multiple sources, formats it, and generates a structured report delivered on schedule.
AI-powered data entry
Reads inputs from one system and writes structured, validated records to another - no manual copy-pasting.
Content classification
Tags, categorises, and sorts incoming content - support tickets, applications, submissions - without manual review.
Lead processing
Reads form submissions or emails, enriches and scores each lead, and logs structured records to your CRM automatically.
Meeting note processing
Takes raw notes or transcripts and produces structured summaries, action items, and follow-up tasks.
Data quality automation
Detects missing, inconsistent, or duplicate records and either fixes them automatically or flags them for review.
Don't see your process on the list?
Describe the inputs, the decisions, and where the output needs to go. If it can be described, we can automate it.
How it works
From manual process
to automated in days
Three steps. No endless back-and-forth before you see something running.
Scoping call
We map the current process step by step - triggers, inputs, decisions, outputs. We identify where AI adds value and where simple logic is enough.
We build and test it
We build the automation, wire up the AI processing layer, define fallback paths for edge cases, and test it against real examples from your workflow.
It runs in the background
The automation handles work automatically. You get an audit log of every run and a clear way to catch any cases it flags for human review.
What's included
One scoped fee.
Everything to go live.
Every automation we build includes the full stack - trigger, AI processing, output routing, error handling, and audit log.
Trigger design
We configure what starts the automation - inbound email, form submission, file upload, scheduled time, or API event from your existing tools.
AI processing layer
We build the AI step at the core - prompt, model selection, output schema, and retry logic - for reliable, structured results every time.
Output routing
We route the processed output to wherever it needs to go - database, email, Slack, CRM, spreadsheet, or API.
Error handling & fallbacks
We define what happens when the AI returns unexpected output or the input is outside scope - flag for review, alert a human, or gracefully skip.
Audit log
Every automation run is logged - what came in, what the AI decided, what went out - so you can review and catch anything unusual.
Delivered to your stack
The automation is live and handed over. You own the logic, the prompts, and every connection - nothing lives in a vendor black box.
Compare your options
AI automation versus the alternatives
Zapier, manual processes, hiring a developer - each path has real costs and limits when inputs get complex.
| Zapier/Make | Manual process | Hire a developer | Appaca Concierge | |
|---|---|---|---|---|
| Handles unstructured inputs (email, PDFs, free text) | Rarely | Yes (but slow) | ||
| Upfront cost | $0 setup + monthly | Staff time only | $8K–$20K | $499 flat |
| Time to running | Days | Already running | 4–8 weeks | Days |
| Robust to varied inputs | Often breaks | Only if built right | Yes - fallbacks built in | |
| You own the logic | Partially | N/A | ||
| Audit trail of every run | Basic | Depends |
Pricing
Simple, transparent pricing
Pay once to get your automation built. Then keep it running on Pro - cancel any time.
Concierge Build
We scope, build, and deliver your AI automation - trigger, AI processing layer, output routing, and error handling all included.
- Scoping intake call
- Trigger, AI layer, and output routing
- Error handling & fallback paths
- Audit log of every run
- Delivered to your stack
- One round of revisions
Pro Plan - to run your work
Keep your automation running on Appaca with full Pro features - unlimited apps, team members, and storage.
- 3,000 AI credits/mo
- Unlimited apps
- Unlimited members
- 25GB storage
- 50,000 database records
The Pro plan is required to keep your Concierge-built work live and accessible to your team. Cancel any time.
Common questions
Questions about AI automation builds
The most common questions we get before scoping an automation project.
Text-based inputs: emails, form submissions, PDFs, CSVs, plain text, and meeting transcripts. We can also process structured JSON from webhooks or APIs. If your input is image-heavy or requires visual parsing, we discuss that during scoping.
Inbound email, form submissions, file uploads, scheduled runs (daily, weekly, hourly), webhooks from third-party tools, or manual triggers via a button in your Appaca app. If it has an API or can send a webhook, we can trigger from it.
We test every automation against real inputs including messy edge cases. For high-stakes steps - writing to a database, sending an email - we build in a review step or human-approval gate. Every run is logged so errors are visible immediately.
Yes. Connecting the automation to your existing tools is the whole point. We scope which tools need read and write access on the intake call.
We build extraction logic to be robust to minor format variation. If your input format changes significantly, one round of revisions is included to adjust - and you can make smaller updates yourself directly in Appaca.
Yes. AI model calls are billed to your own API key and are separate from the build fee. We give you a realistic cost-per-run estimate during scoping so you can plan for volume.
Appaca Concierge
Other services we offer
We build across the full AI and app stack. If your project spans multiple services, we scope them together.
Business Apps
Custom internal tools, CRMs, portals, and workflows
AI Agents
Autonomous multi-step AI workflows connected to your tools
Native AI Apps
Custom AI-powered apps built around your data and team
AI Chatbots
Chatbots trained on your knowledge base and processes
AI Integrations
AI reasoning wired into your existing tools and stack
Let's build your automation
Pick a time that works for you. Walk us through the process. We'll handle everything from there.