Repetitive work, automated.
Watched by a person.

Book a Discovery CallSee What We Automate
Built and RunSame person, month to month
Live in 2 WeeksFirst automation from blueprint
You Own ItOpen platforms, no lock-in
A Virtual Wise automation assistant at his laptop, surrounded by his work: a trigger, an n8n workflow, an AI step, an SMS, a booked AI call and a report
Where the week goes

Six leaks most small teams have stopped noticing.

Each one is a few hours a week of work a machine was built for. Together they are a part-time job. The ranges are typical; we measure yours on the discovery call rather than guess.

Map my week
01Around 6 to 8 hrs

Manual lead follow-up

A form fills, a notification sits, and by the time you call back they have gone elsewhere.

Weekly drainHigh
02Around 4 to 5 hrs

Copy-paste reporting

Every Monday, four tabs open, numbers keyed into one sheet by hand.

Weekly drainMedium
03Around 5 to 6 hrs

The content treadmill

One article rewritten as five posts, a newsletter and an email, by hand, every week.

Weekly drainHigh
04Around 3 to 4 hrs

Tool silos

The CRM does not talk to the email tool or the books, so you are the glue.

Weekly drainMedium
05Around 2 to 3 hrs per client

Manual onboarding

Welcome email, questionnaire, call, folder, tasks. Five steps that should be one event.

Weekly drainLow
06Leads, not hours

The after-hours dead zone

Someone enquires at 11pm and hears nothing until morning, if at all.

Weekly drainCritical
What we automate

Six workflows, drawn as they actually run.

Each chain is a real build pattern. The dark node is the trigger, blue is where AI works, green is what you get. A person sits on every chain.

TriggerAutomated stepAI worksYou get
01

Lead capture, call and nurture

A lead lands from an ad or a form. Within seconds they have a text; within minutes an AI agent has called them in your voice, answered the easy questions and offered a slot in your calendar.

Every lead answered, day or night; you only speak to the warm ones
  1. Lead lands
  2. SMS in seconds
  3. AI call after 5 min
  4. Nurture by SMS and email
  5. Call booked with you
02

Email and SMS sequences

Drips that adapt to what the contact does. AI drafts the copy in your tone, the workflow times the sends, and replies route to your assistant, not the void.

Follow-up that never lapses, with a person on the replies
  1. Contact enters pipeline
  2. AI drafts the sequence
  3. Sends on triggers
  4. Replies to your assistant
  5. Weekly performance note
03

The content engine

One input on Monday becomes a week of on-brand posts, a carousel and a short video. The AI drafts and designs; your assistant edits and publishes.

A week of content reviewed in forty minutes
  1. Photos or a post
  2. Copy and images generated
  3. Laid out on brand
  4. Assistant edits and approves
  5. Scheduled across channels
04

Data sync between your tools

A deal closes in the CRM, an invoice appears in the books, the sheet updates and the team hears about it. One change, everywhere it needs to be.

Zero copy-paste between systems
  1. Deal closed
  2. Sheet updated
  3. Invoice created
  4. Team notified
  5. No re-keying, ever
05

Client onboarding

Payment lands and the welcome, the questionnaire, the folder, the kick-off slot and the task list all happen before anyone opens their laptop.

Five manual steps become one event
  1. Invoice paid
  2. Welcome and questionnaire
  3. Folder and tasks created
  4. Kick-off booked
  5. Client set up in minutes
06

Monday reporting with an AI summary

The numbers are pulled overnight from your store, ads and analytics, an AI writes the one-page summary, your assistant checks it and it is in your inbox before you sit down.

One page that says what moved and why
  1. Nightly pull
  2. Compiled in a sheet
  3. AI writes the summary
  4. Assistant checks it
  5. In your inbox Monday 8am

Want to see the same workflows as illustrated stories? They are on the AI-Fluent VAs page.

Real numbers

From work our assistants have delivered.

Same hourly rate on both sides of each arrow. No projections, no industry averages.

$0.34
per training video
$2 a minute from a vendor
41
weekly analytics runs
A day of screenshots each week
4,800
contacts imported in a day
Weeks of manual entry
11 min
from call end to summary
Notes typed up next morning
Real builds

Systems our assistants built and still run.

Described without client names. Each one is live today and maintained by the person who built it.

An AI agent that texts and calls every lead, then books the ownerFeatured build
01 · Google Ads agency

An AI agent that texts and calls every lead, then books the owner

When a lead lands, a customised SMS goes out at once and an AI voice agent calls five minutes later, speaking in the style the client specified. It answers the questions that do not need a person, and when a question needs one, or at the end of the call, it books a slot with the business owner. n8n hosts the knowledge base the agent reads from, tracks what has been sent to each lead and when, and coordinates the SMS and email campaigns. The call agent, SMS, email and the Facebook and Instagram agents all see the owner’s live availability and can offer and book real slots.

ReplacedA sales team calling back hours later, and leads lost overnight
GoHighLeveln8nTwilioMetaGoogle Ads
A complete marketing and CRM system
02 · US financial advisory

A complete marketing and CRM system

A 36-page site inside the CRM, six ad landing pages with attribution, a 4,800-contact SMS import with state-level compliance exclusions, six-stage SMS and email workflows gated by an AI negative-intent check, and a conversation assistant trained on the client’s own books that books calendar slots.

ReplacedFour disconnected tools and a spreadsheet
GoHighLeveln8nMeta AdsClaude
Course enrolment and trial funnels that run themselves
03 · Education and coaching

Course enrolment and trial funnels that run themselves

Enrolment triggers a welcome email, a record in the client’s sheet and day 7, 14 and 21 reminders; completion sends follow-ups matched to the learner’s choice. For a membership trial, AI reviews each applicant’s website and returns pass, review or decline before the welcome sequence starts.

ReplacedManual welcomes and reminders sent from a spreadsheet
ClickFunnelsn8nGoogle SheetsClaude
A video production line at a fraction of vendor cost
04 · Training and explainer video

A video production line at a fraction of vendor cost

Script to AI narration to visuals to rendered file, with an AI quality pass on every clip. Calculator explainers with word-synced captions, ad cuts from client footage and a self-hosted lesson pipeline.

ReplacedA $2-per-minute vendor, now about $0.34 a video
RemotionHeyGenWhisperClaude
Dashboards and internal apps built to order
05 · Solar, events and our own operations

Dashboards and internal apps built to order

A 23-widget sales dashboard embedded in a solar company’s CRM, a 270-event industry directory with map and calendar views refreshed nightly by an AI job, and our own time-tracking-to-invoicing platform.

ReplacedReports built by hand from screenshots
Next.jsSupabaseGoHighLevelClaude
How a build runs

First automation live within two weeks of the blueprint.

No cookie-cutter templates. Every workflow is built on your tools and your rules, then kept running by the person who built it.

  1. Day 1

    Discovery call

    We map your workflows and tools and find the two or three automations worth doing first.

  2. Day 2 to 3

    Blueprint

    A one-page plan per automation: trigger, steps, which tools connect, where a person signs off. You approve it.

  3. Day 4 to 9

    Build and test

    Built on your accounts, run on test data, edge cases handled, your rules written into the AI prompts.

  4. Day 10

    Launch

    Live with monitoring on. You see the first real runs and the assistant is on the alerts.

  5. Then monthly

    Manage and improve

    The same assistant watches the runs, fixes what breaks, tunes the prompts and adds the next automation.

Rules we build by

Fast because of AI. Safe because of people.

Four commitments in every engagement, written into the blueprint before a single workflow is built.

Kelvin Njoroge

“Every automation we build for you is documented and handed over. If we stop working together, the systems are still yours and still running.”Kelvin Njoroge, Founder & Team Leader

01

A person signs off

AI drafts, classifies, calls and researches. Your assistant reviews the outputs, handles the escalations and owns the result. Nothing reaches a customer unread.

02

Your data stays yours

Every assistant signs an NDA before day one. AI tools run under your accounts, and your data is never used to train models.

03

Official APIs only

Platform-approved integrations and official APIs. No scraping behind logins, no bots impersonating you, nothing that risks your accounts.

04

No lock-in

Built on open platforms such as n8n, documented and handed over. If we stop working together, the systems are still yours and still running.

The stack

Models think. Engines connect. Your apps do the work.

AI models do the thinking, automation engines do the plumbing, and the apps you already pay for do the work. Anything with an API can join.

AI models
ClaudeOpenAIGemini
Automation engines
n8nMakeZapierGHL Workflows
Your apps
GoHighLevelHubSpotShopifyQuickBooksGoogle SheetsSlackCalendlyKlaviyoTwilioMetaGmailNotionStripeAirtableSupabaseWhatsApp
Who it is for

If you use more than three tools, something is worth automating.

Six kinds of business and the chain we usually build first for each, step by step.

E-commerce

First build: Order-to-books sync
  1. Order placed
  2. Stock updated
  3. Invoice created
  4. Shipping notice sent
  5. Review request on day 7

Coaching and consulting

First build: Lead-to-booking funnel
  1. Guide downloaded
  2. Nurture sequence
  3. Discovery call booked
  4. Welcome kit on payment
  5. Project set up

Agencies

First build: Client reporting
  1. Ad and analytics data pulled nightly
  2. Branded client sheet
  3. AI writes the summary
  4. Report emailed every Monday

Nonprofits

First build: Donor communications
  1. Donation received
  2. Thank-you sent
  3. Donor tagged by amount
  4. Quarterly impact report
  5. Year-end receipt

Local services and clinics

First build: Lead answering
  1. Enquiry lands
  2. SMS in seconds
  3. AI call answers questions
  4. Appointment booked into the live calendar

Real estate

First build: Enquiry-to-viewing
  1. Listing enquiry lands
  2. Details and photos sent
  3. Viewing booked into the calendar
  4. Follow-up the day after
  5. Offer logged in the sheet
Why Virtual Wise

An assistant who builds and runs it, not an agency that builds and leaves.

Who builds it
Virtual WiseA dedicated assistant who also runs your admin or marketing
Typical agencyA project team you will not see after launch
Who maintains it
Virtual WiseThe same person, month to month, on the alerts
Typical agencyA support ticket, or nobody
How it is priced
Virtual Wise$8 to $15 an hour, no retainer, no contract
Typical agencyA build fee plus a monthly retainer
Who owns it
Virtual WiseYou: open platforms, your accounts, documented and handed over
Typical agencyOften built on the agency’s accounts
When AI decides
Virtual WiseNever alone; a person signs off on outputs and escalations
Typical agencyVaries
Adding the next one
Virtual WisePart of the same hours; no new proposal
Typical agencyA new scope and a new quote

Same assistant, same hourly rate, whether they are building a workflow or clearing your inbox.

Book a Discovery Call
Automation questions

What owners ask before they let a machine touch the work.

Straight answers on ownership, failures, data, AI decisions and cost.

You do. They are built on your accounts, on open platforms such as n8n, documented as they are built and handed over. If we stop working together they keep running and you keep every workflow, prompt and credential.

Monitoring is switched on at launch and your assistant is on the alerts. Most failures are a changed API or an expired login, fixed the same working day. If a run fails, the affected items are queued and reprocessed, not lost.

Anything with an API or a native integration: CRMs such as GoHighLevel and HubSpot, Shopify, QuickBooks, Google Workspace, Slack, Calendly, Klaviyo, Twilio, Meta and hundreds more. If a tool is missing from the list, ask; it is usually a day of work.

Only inside the limits you set. An AI agent can answer known questions, classify a lead or draft a reply. Anything it is unsure about, and anything with money, contracts or reputation attached, goes to your assistant or to you. The escalation rules are written into the blueprint.

Every assistant signs an NDA before day one. AI tools run under your accounts or ours under contract, never personal logins, and your data is not used to train models. We use official APIs and platform-approved methods only.

Yes. We have built voice agents that call a lead minutes after they enquire, in a style the client specified, answer the routine questions and book a slot in the owner’s live calendar. Escalation questions are handed to a person. You hear the recordings before it goes live.

Discovery on day one, a blueprint you approve by day three, and the first automation live within two weeks of that blueprint. Larger systems are delivered in stages so something is working early.

Assistants are $8 to $15 an hour with no contract. A first automation usually takes 10 to 25 assistant hours to build, and the same assistant then maintains it within your monthly hours. There is no separate build fee and no retainer.

No. You describe the work in plain language on the discovery call. Your assistant translates it into triggers, steps and rules, shows you the blueprint, and explains every automation in one page you can read without a developer.

Stop doing the work a machine was built for. Book a discovery call.

Tell us which tools you use and where the week goes. We will map the workflows, show you what we would automate first, and send two or three profiles of assistants who can build it.

Book a Discovery Call