Slow lead response
Forms land in inbox chaos instead of becoming the right next action.
Practical automation for small teams
Spend your time on what matters.
Llama Heads maps, builds, and maintains practical automations for small businesses — from lead follow-up and reminders to reports, email drafts, and internal handoffs.
- Start with one workflow.
- Keep humans in control.
- Use the tools you already have.
If your business runs on chaos, things will slip.
We do not automate chaos. We help clean it up first, then build the pieces worth automating.
Manual handoffs
Staff copy the same customer details between tools, spreadsheets, emails, and texts.
Forgotten follow-ups
Important reminders depend on memory, and memory has the worst uptime.
Owner-as-router
The owner keeps answering “who has this?” because the workflow never became a system.
What we automate
Don't automate everything. Make impactful change.
Good candidates are repetitive, rules-based, annoying, and valuable enough to fix. Sensitive actions stay human-approved.
Lead intake and follow-up
Turn forms and emails into immediate replies, records, tasks, and scheduled follow-ups.
Customer communication
Summarize requests, draft responses, and route messages without losing the human touch.
Scheduling and reminders
Make appointment nudges, staff reminders, and payment follow-ups happen on time.
Forms, spreadsheets, and reporting
Move data between tools and generate recurring summaries without manual copy/paste work.
Internal handoffs
Create checklists, tasks, and notifications when a new client, job, invoice, or request appears.
AI-assisted summaries and drafts
Use AI where it helps: summaries, first drafts, classification, and knowledge-base answers.
The LLAMA Method
A simple Agile path from “this is annoying” to a documented workflow your team can actually use.
- Listen
We find where work gets stuck: repeated tasks, dropped balls, unclear ownership, and places that still depend on memory.
- Layout
We map how the work actually moves: steps, handoffs, decisions, tools, and the places the process needs to stay human.
- Apply
We put the fix into real use: tools, automations, prompts, checklists, approvals, and documentation where each one actually helps.
- Measure
We check whether the workflow saves time, reduces misses, improves visibility, and stays understandable to the team.
- Adapt
We train, refine, document, and expand only after the first system proves useful in real work.
Start small. Prove value. Then expand.
Clear packages make the first step obvious without forcing a giant software project.
Entry point
Automation Audit
Find the first workflow worth fixing with a discovery call and short recommendation.
Free early / later $150–$300Diagnostic
Workflow Map
Document the current process, identify bottlenecks, and produce an implementation roadmap.
$500–$1,000First build
Starter Automation
One useful workflow built, tested, documented, and explained to your team.
$750–$1,500Implementation
Automation Sprint
Two to four workflows mapped, built, tested, and documented in a focused sprint.
$2,500–$5,000Retention
Automation Care
Monthly monitoring, support, small improvements, and workflow review.
$300–$1,500/moEnablement
Team Training
Short workshops, SOP creation, office hours, and safe AI workflow training.
$500–$2,000Example workflow wins
Make your systems work for you.
These are deliberately practical. The first win should be boring, useful, and obvious in hindsight. That is how you know it was worth building.
Website form waits in an inbox
Lead record + reply + task + follow-up
Customer email needs manual summary
Summary + category + draft response
Weekly report takes an hour
Report generated and sent automatically
Unpaid invoices get forgotten
Payment nudges and reminders happen on time
New client starts in email chaos
Onboarding checklist and handoff created
Practical automation, not reckless AI.
AI scares sensible business owners when it sounds like a mystery box. We keep the workflow understandable, documented, and human-approved where it matters.
Human approval
Sensitive customer actions can stay in draft or approval mode.
Careful data handling
Customer data should be routed only through tools that make sense for the workflow.
Existing tools first
We avoid giant migrations when your current software can support the workflow.
Documented systems
Your team gets an explanation of what was built, what can break, and how to request changes.
Trust signals
Small business automation. Understandable. Measurable. Impactful.
We keep the first engagement practical: a clear workflow, plain-English notes, human approval points, and a small next step before anyone commits to a larger build.
Small team, direct work
Work with people. Design and automate your workflows.
Llama Heads combines technical automation strategy with hands-on workflow implementation. Jose leads architecture, client discovery, and quality control. Miriam supports operations, implementation, and the careful review that keeps workflows usable.
Small is an advantage here: less handoff theater, more direct attention to the work that actually wastes your week.
Questions worth asking
No magical robots. Just helpful agents.
Do we need to know exactly what to automate?
No. The audit exists to find the friction first. Bring one annoying recurring task and we will trace the workflow from there.
Will this replace staff?
No. The goal is to remove repetitive admin work and keep humans focused on judgment, relationships, and decisions.
Can you work with our current tools?
Usually, yes. We prefer using existing tools when possible: forms, email, calendars, spreadsheets, CRMs, scheduling tools, and automation platforms.
What happens after the first automation?
You can stop after the first win, build another workflow, or move into Automation Care for monitoring and small improvements.
Contact
Have a workflow worth fixing?
Send a note with the task, handoff, report, or follow-up that keeps stealing time. We’ll help decide whether it belongs in an audit, a workflow map, or a small first automation.
Phone412.259.3433
Mailing address3202 McKnight East Drive PMB 381
Pittsburgh, PA 15237
