Keystone Automations builds custom AI workflows for small businesses — one painful, recurring task at a time. Your team becomes the reviewer instead of the typist. Most clients save 10-20 hours every week within 30 days.
5 to 15 hours a week per employee on tasks AI can already handle. Reporting. Drafting. Intake. Lookup. Follow-up. Boring. Predictable. Process-driven. The kind of work no one signed up for.
Your team types the same kinds of documents week after week — quotes, reports, certificates, summaries — from data that already exists somewhere else.
Leads, renewals, claims, and clients fall through the cracks because no one has time for the personalized 3-touch sequence that would have saved them.
Your best people spend 20-40% of their week pulling data from one system, formatting it, and pasting it into another.
Monday mornings, Friday afternoons, end-of-month — recurring reports that take hours to assemble and ten minutes to read.
You opened ChatGPT, got a generic answer, and concluded AI wasn't ready. ChatGPT is a chatbot. Real workflow AI is a different category entirely.
No subscriptions. No transformation projects. No platforms to learn. We build a custom AI agent that does one specific painful task in your business — end to end — and then we measure exactly what changed.
— Independent agency owner, Bucks County, PA
Every output is reviewed by your team. Every send is human-approved. The agent handles the typing; humans handle the deciding. The result is software that actually feels like an employee — except it never gets tired and it never types the wrong policy number.
A clear, predictable engagement designed for small business operators who don't have time for vague projects or open-ended timelines.
We work with regional operators in eight industries where the same five-task pattern shows up every week.
Certificates of insurance, renewal reviews, lead follow-up, endorsement drafting, policy audits.
Listing descriptions, comparative market analyses, client follow-up, market reports.
Client communications, monthly close summaries, billing narratives, advisory reports.
Client reporting, content production, competitive analysis, SEO briefs.
Proposals, SOPs, client onboarding, case summaries, billing narratives.
Quote drafting, scheduling follow-up, customer communication, review responses.
Patient intake summaries, prior-auth drafts, appointment reminders, clinical documentation.
Quote requests, status updates, document processing, customer communication.
If you don't see your industry above and you have 5+ recurring weekly workflows, talk to us anyway. The pattern is what matters, not the vertical.
Fixed-fee engagements with measured outcomes. No hourly billing. No surprises. No retainers required to start — though most clients add one once the first build is live.
Care Plan: $500/month — monitoring, bug fixes, quarterly check-in. Growth Plan: $1,000/month — adds 3 hours/month of refinements + a new small automation each quarter.
Here's a recent build for a 14-person independent insurance agency in Bucks County, PA. The pattern — drafting, lookup, follow-up — translates to any industry on this site.
The agency was processing 47 Certificate of Insurance requests every week. Each one took a CSR 12 minutes — read the email, look up the policy, fill the ACORD 25, draft the email, send, file, log. Nine and a half hours a week of typing.
We built a six-agent system: one to read the request, one to find the policy, one to validate compliance, one to fill the form, one to QA the output, one to deliver after CSR approval. Two weeks later the CSR was a reviewer, not a typist.
More case studies coming as builds wrap. If you'd like to be one of the first three named studies on this page, ask about our free pilot program.
Keystone Automations is a one-builder practice. That's not a stage we're growing through — it's the model. You talk to the person doing the work. Decisions happen in hours, not weeks. There's no junior staff to train on your business.
Most agencies that promise "AI transformation" hand the work to a project manager who hands it to a developer who hands it to an offshore contractor. By the time something ships, your business has changed and the build is already stale.
Here, you get one builder, one phone number, and the same brain in every meeting. That's the whole pitch.
Talk to me directlyChatGPT is a chatbot. You drive it; it answers. What we build is workflow software with AI inside, running on a schedule, with explicit guardrails for your industry. The agent reads the request the same way every time, looks up data the same way every time, fills the form the same way every time. It's boring on purpose — that's what makes it reliable.
Every output is reviewed by a human on your team before send during the first 30 days. Every agent has explicit guardrails — it can't invent data, it flags ambiguous cases, and every output is traceable to source data. Most clients find their error rate goes down after launch because the agent never copy-pastes from the wrong record the way a tired human does at 4pm.
Almost always less than you'd expect. Most builds run on a daily CSV export from your main system, plus your email, plus a shared folder. Direct API integration is available for clients who want it but isn't required to start.
No. Your data stays in your environment. We don't train models, we don't aggregate client data, and we don't share anything with anyone. At the end of the engagement we return or destroy any data we held, at your choice.
We currently offer one free pilot per month to a regional small business in exchange for permission to use the measurable results as a named case study. Four hours of your time, real numbers measured before and after. No contract beyond the pilot. If you want to be considered, mention "pilot program" when you book a call.
A Starter build is 14 days from kickoff to live use. A Workflow System is 4-6 weeks. A Premium engagement is 6-10 weeks. We're tightly scoped for solo delivery — if your project would take longer than 10 weeks, we'll tell you up front and either restructure or recommend someone bigger.
We measure baseline before we start. Acceptance criteria are written into the SOW. If the system doesn't hit them after the testing period, we don't go live and we work until they're hit. No client to date has needed a refund, but the offer's in writing.
Based in Philadelphia. We work in person with clients in PA, NJ, and DE when it's useful — and remote everywhere else. Most discovery and demo sessions are over video; the majority of clients never need an in-person meeting.
Walk us through your most painful weekly workflow. We'll tell you honestly whether AI is the right tool, what it would cost to build, and what the time savings would look like. No pitch deck. No follow-up sequence.
Book a 15-minute call