Frequently asked questions

AI Flow Systems helps small teams automate their business workflows using custom-built systems and AI tools. We build chatbots, automate repetitive tasks, streamline operations across platforms, and offer tailored consulting if you don’t know where to start. It’s all about reducing friction and saving time — without forcing you into someone else’s template.

We help you remove repetitive tasks, reduce manual errors, and give your team back time to focus on high-value work. That might mean a chatbot answering support questions 24/7, or a backend workflow that automatically tracks orders or updates your CRM. We design around your actual workflows — not buzzwords.

Yes. In fact, that’s who we work best with. Most of our clients are small teams, solo founders, or lean e-commerce shops who can’t afford bloated systems or clunky SaaS stacks. We build solutions that fit your size, scale with you, and don’t require a tech team to run.

AI Flow Systems is a Global agency, based in Hong Kong, offering services to clients worldwide, working with a distributed team.

You can either fill out a short form and tell us what’s bugging you, or jump on a call if you prefer to talk it through. We’ll help you figure out where automation makes the most impact — and if we’re not the right fit, we’ll tell you that too.

Not at all. Most of our clients don’t — that’s our job. You just need to know your business and your bottlenecks. We’ll handle the tech, explain things clearly, and only suggest what makes sense for your situation.

Mainly small e-commerce brands, solo founders, and lean service teams who are overwhelmed by repetitive tasks but don’t have the budget (or desire) to hire more people. We also work with niche operators — anyone who wants to run a tighter ship using smart systems.

We work with Make.com, Voiceflow, Airtable, Shopify, WooCommerce, Notion, Slack, Gmail, most CRMs, and a lot more. If it has an API or plays well with others, we can probably build around it. If not, we’ll tell you up front.

A chatbot handles conversations — like answering customer questions on your site (live).
Workflow automation handles processes — like updating spreadsheets, sending emails, checking invoices, or syncing platforms behind the scenes.
We can help you with either — or combine both when it makes sense.

Nope. If you hate discovery calls, we get it. You can just fill out a form and explain your situation in your own words — no pressure, no pitch. We'll review it and follow up with ideas, not spam.

It depends on the scope — but we keep things lean and transparent.

Here’s the simple structure:

• One-time setup fee: This covers the actual build — whether it’s a chatbot, workflow system, or custom integration. You pay for the time and complexity involved.
• Optional monthly fee: If you want us to host, monitor, or maintain the system (like ongoing updates, bug fixes, or tweaks), we offer a low-friction support plan. No long contracts, just what makes sense for your setup.

You’ll always know what you’re paying for. If something is a one-off, we don’t try to turn it into a subscription.

That depends on the complexity.
Here’s a rough idea:

• Simple chatbot or automation: 1–5 days
• Multi-step workflows or integrated systems: 1–3 weeks
• Full custom consulting + build: 2–4 weeks

We’ll give you a clear estimate once we understand the scope. We don’t drag things out.

You can either:

• Book a free call, or
• Fill out our onboarding form and tell us what’s slowing you down.

From there, we’ll:

1. Ask the right questions (strategy/discovery)
2. Map your workflows
3. Suggest a solution with pricing + timeline
4. Only start if you’re happy with the plan

No pressure. No shady upsells.

Totally normal. Most clients just know they’re drowning in manual work or answering the same questions every day.

That’s why our discovery phase exists — we’ll help you sort signal from noise and spot opportunities that actually save time (not just look cool).

Probably — especially if they have public APIs or connect to Make.com, Zapier, or common platforms like:

• Shopify, WooCommerce, Amazon Seller Central
• Gmail Suite, Google Sheets, etc.
• Airtable, Notion, Slack
• ClickUp, Monday, ZenDesk
• Typeform, Calendly, etc.

Just tell us what you’re using — we’ll confirm before we quote.

Yes — we build systems you can understand and maintain.
If you prefer to have us handle changes, we also offer a light ongoing support plan. But we won’t lock you out or keep things overly technical on purpose.

Yes. You can either:

• Go fully self-managed (we hand it over, you run it), or
• Let us host and maintain it under a monthly plan (includes updates, monitoring, and small tweaks).

We’ll always give you the choice. You're not locked into a retainer unless you want one.

If the new tool plays well with APIs, we can usually adapt the automation — either with minor edits or a partial rebuild. We design things to be modular and transferable where possible.

We take that seriously. If something isn’t working, we’ll fix it — quickly and clearly. And if it turns out we’re not the right fit, we’ll be honest and help you find another option.

Zapier is great for simple, one-directional automations — but it has limits:

• It gets expensive at scale
• It can’t handle complex logic or multi-step flows
• It’s hard to maintain when things grow

We use tools like Make.com, which are more flexible, visual, and powerful — or we build custom integrations when needed. Zapier’s fine for quick wins, but most real workflows outgrow it fast.

Probably yes. Here’s how we see it:

• Your VA is a person. Automation isn’t a replacement — it’s a tool that removes the repetitive stuff and frees them up for smarter tasks.
• Automating 30–50% of their workload means fewer mistakes, faster ops, and more room to grow without hiring again.

We can even build automations for your VA — making their job easier, not eliminating it.

Yes. You don’t need to write a line of code. We’ll either:

• Set it up so you can click and update things yourself
• Or manage it for you under a simple monthly plan

Either way, we avoid complexity for complexity’s sake. Smart systems should make life easier — not give you another dashboard to dread.

Sure. But here’s what usually happens:

• You spend more time trying to “make it fit” than if we’d built it right
• It’s generic, slow to adapt, and doesn’t understand your brand or customers
• You still end up manually replying when it breaks

We build chatbots trained on your content, with your tone, policies, and logic. The result feels more like a team member — not a button-mashing script.

We get it. That’s why we:

• Use free or low-cost tools wherever possible
• Avoid stacking unnecessary subscriptions
• Offer one-time builds (no forced retainers)
• Give you full control — you own what we build

You shouldn’t have to keep paying just to keep your business running. We automate once, then keep it simple.