Re-keying data
The same details typed into a form, a CRM, a spreadsheet, and three documents.
Done-for-you workflow automation
We automate your operations, from first lead to final invoice.
PakaiTech is a workflow automation agency for service businesses. We connect your tools and automate the whole flow, so your team stops copying data between apps, chasing documents, and missing follow-ups. You keep doing the expert work; the busywork runs itself.
30 minutes. No pitch. You leave with an automation opportunity report.
The problem
Your team is doing work a computer should do
In most service businesses the same manual work repeats on every single client, and it quietly costs hours, deals, and deadlines.
Chasing documents
Endless emails asking clients for the files you asked for last week.
Missed follow-ups
Leads that go cold and deadlines that get discovered too late.
No visibility
Nobody can answer "where is this client at?" without digging through inboxes.
What we automate
Your whole workflow, end to end
Every service business runs the same underlying flow. We automate each stage and connect them into one system that runs on its own.
Capture the lead
One inbox for every channel, auto-qualified and routed in minutes.
Onboard the client
Booking, intake, e-signed agreement, and document collection, automatically.
Deliver the work
Data flows into your documents; reviews, tasks, and deadlines run themselves.
Get paid
Invoices and payment plans triggered from the work, chased on autopilot.
Retain & refer
Renewal reminders, review requests, and referral asks at the right moment.
What we do
Done-for-you, from audit to ongoing support
We do the whole job: find the highest-value automations, build them on the tools you already use, and keep them running.
Automation audit
We map how your business actually runs and find the automations with the biggest payback. This is where every engagement starts, free.
Workflow design
We turn the audit into a clear, prioritized blueprint: what to automate first, what it connects to, and the result you'll get.
Build & integration
We connect your CRM, forms, scheduling, e-signature, documents, and payments into one workflow, tested against real cases.
Document & intake automation
Client portals, smart intake forms, checklists, and automatic reminders that end document chasing, the universal bottleneck.
AI automation & agents
AI that qualifies leads, reads documents, drafts replies, and triages requests, with a human in the loop where it matters.
Managed support
We monitor, maintain, and improve your automations every month, so they keep working as your business changes.
Industries
Built around how your industry actually works
The lead-to-delivery flow is the same everywhere, but the forms, tools, and rules differ. We know the specifics.
Immigration consultants
Intake, document collection, form preparation, e-signature, filing, and deadline tracking, from lead to decision.
See the case study →Law firms
Intake, conflict checks, e-signed engagement letters, matter setup, and document collection.
Automate your firm →Staffing agencies
Candidate screening, interview scheduling, submissions, and nurture, so recruiters place more, faster.
See the results →Accounting & bookkeeping
Proposals, e-signed engagements, client onboarding, and document collection, minus the tax-season scramble.
See the results →Insurance agencies
Quote intake, multi-carrier submissions, proposals, renewals, and certificates, without the re-keying.
See the results →Real estate & brokerages
Lead capture and routing, instant follow-up, and transaction coordination from offer to close.
Automate your pipeline →
How we work
A clear path from audit to autopilot
Free audit
A 30-minute call where we map your current workflow and spot the biggest automation wins. No pitch.
Opportunity report
You get a written plan: what to automate, the tools involved, and the time and money it should save, prioritized.
Build & test
We build the automations on your tools and test them against real cases, typically live in a few weeks.
Launch & train
We roll it out and train your team, with clear documentation so everyone knows how it runs.
Manage & optimize
Optional monthly support: we monitor, fix, and extend your automations as you grow.
Tools we work with
We build on the tools you already have
We're tool-agnostic. If it has an API, we can connect it. No rip-and-replace, no lock-in.
Zapier
Make
n8n
Airtable
HubSpot
Salesforce
Slack
monday
DocuSign
Stripe
QuickBooks
Calendly
Twilio
OpenAI
Google
+ any API
Results
What automation looks like in practice
A flagship example built from a real immigration-consultancy workflow. Figures are typical ranges from industry benchmarks, not a specific client claim.
Immigration consultancy
From scattered leads to a filed application, on autopilot
We consolidate lead capture, replace document-chasing with a client portal, auto-fill applications from a single intake, and track every deadline. The team stops re-keying data and starts handling more cases.
Read the full case studydays → mins
lead response time
Answer new leads before competitors do
~90%
fewer chase calls
Documents collected through a self-serve portal
enter once
data → every form
One intake auto-fills the whole application set
0 missed
deadlines & RFEs
Automatic tracking and escalating reminders
Ranges reflect published industry benchmarks and vendor case studies. We measure and report your actual results from your own deployment.
Why PakaiTech
An automation partner, not a software licence
The whole workflow
We automate end to end, not one disconnected task.
Tool-agnostic
We build on what you already use. No rip-and-replace, no lock-in.
Knowledge transfer
We document everything and train your team. You own what we build.
Security & NDA
We handle client data with care, sign NDAs, and follow least-privilege access.
Measured ROI
We baseline before, measure after, and report the real numbers.
Fast to value
Most first automations are live within a few weeks, not months.
In their words
The change teams notice first
"We stopped chasing documents. Clients upload everything through the portal and the reminders go out on their own."
Operations LeadImmigration consultancy (example)
"New leads used to sit for a day. Now they get a reply in minutes and booked before they cool off."
Managing DirectorStaffing agency (example)
"Quotes that took half an hour now take seconds, and renewals never slip through the cracks anymore."
Agency PrincipalInsurance brokerage (example)
Quotes are illustrative of the outcomes we build toward, not statements from named clients. We publish real case studies as clients approve them.
FAQ
Questions before the audit
What exactly do you deliver?
Working automations, built on your tools and connected end to end, plus documentation and training. Not a software licence and not a report that sits on a shelf. After the free audit you get a prioritized plan; if you go ahead, we build it.
Do we need new software?
Usually not. We're tool-agnostic and build on what you already use, adding a piece only when there's a clear gap. No rip-and-replace, no lock-in.
How much does it cost?
The audit is free. From there most work is a fixed project fee for the first workflow, with an optional monthly retainer if you want us to run and improve it. You'll get a clear quote before anything starts.
How long does it take?
Most first automations go live within a few weeks, depending on how many systems are involved. The audit tells you the realistic timeline for your case.
Will this replace our staff?
No. It removes the repetitive admin so your team spends time on the expert, human work, handling more clients without burning out.
Is our client data safe?
Yes. We sign NDAs, use least-privilege access to your systems, and follow the data-handling and privacy practices your clients expect.
Find your biggest automation wins, free
Book a 30-minute audit. We'll map your workflow and send you an opportunity report showing what to automate first and what it's worth. No pitch, no obligation.