Consulting · AI · Automation
Three services. One system. Built in order.
Consulting first. Implementation next. Automation on top. A good process automated is powerful — a broken process automated is expensive.
30 minutes. Real conversation. No pressure.
References
Don’t take our word for it: Amparo’s employers put it in writing
Verbatim excerpts from her employment references and recommendation letters.
“Her work results were always of the highest quality and of great benefit to the company. Her performance was always to our fullest satisfaction.”
Banking · Germany · translated from German
“Thanks to her consistently friendly and even-tempered manner, she was highly valued by everyone. She always actively fostered good collaboration and a good team atmosphere.”
Technology · Germany · translated from German
“She would be an asset to any employer and I recommend her for any endeavor she chooses to pursue.”
IT consulting · Montevideo, Uruguay
Step 1 — Consulting
Before any AI. Before any automation. Order.
We diagnose your business before proposing any technology. A full process map, AI roadmap and ROI projection — delivered in a structured Notion document.
- Phase 1
Process Mapping (BPMN)
We interview key team members and document every operational process end-to-end. No assumptions — we map what actually happens.
- Phase 2
AI Opportunity Detection + Security Review
We identify every process that can be automated or enhanced with AI. Plus a basic cybersecurity scan to ensure the foundation is solid.
- Phase 3
Prioritized Roadmap + ROI Estimation
A ranked action plan: quick wins first, then strategic automations. Each item includes time estimate, cost estimate and projected return.
- Delivery
Notion Deliverable + 60-min Closing Meeting
Full documentation in Notion, executive presentation and a 60-minute walkthrough where we answer every question.
Book Implementation after the Diagnosis → Diagnosis investment fully credited The Diagnosis is the first step: its process map and roadmap are what the Implementation is built on.
The RCT Framework — How we work with AI
The difference between generic AI output and actionable output is the input. The framework we use internally and teach every client.
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R
Role
Tell AI who to be. "You are a senior veterinary practice manager with 15 years of experience."
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C
Context
Give the business background. Your clients, your process, your constraints. The more specific, the more useful the output.
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T
Task
Define exactly what you want. Format, length, tone, constraints, output type. Ambiguous tasks produce ambiguous results.
Step 2 — AI Implementation
A complete AI system. Built for your business.
From the first conversation to the moment your system goes live — we handle everything. You get a system that works the way your business actually works.
What gets delivered
Every implementation includes these core components, adapted to your industry and workflow.
Appointment confirmation and reminders via WhatsApp
Automatic confirmation. 24h, 2h and 30-min reminders. Up to 35% fewer no-shows (estimated).
Post-service follow-up with risk keyword detection
Automated check-ins after each service. AI scans for risk keywords and escalates when needed.
Lead qualification across WhatsApp, Instagram and web
First response within seconds. AI qualifies, answers basic questions and routes to a human when needed.
Automatic document generation in Google Drive
Reports, consents, checklists, invoices — generated automatically from form inputs or system events.
Segmented client reactivation campaigns
Identify dormant clients and re-engage them with personalized WhatsApp messages based on their history.
Automatic KPI dashboard in Google Sheets
Dashboard updated in real time. Revenue, no-shows, leads, response rate — always current.
Team training and SOPs delivered at Go Live
Documentation and training so your team can use the system day to day. Operation, monitoring and adjustments are handled by Neurohain for the term of the contract.
From access handover to Go Live
Not a demo — a fully operational system in your business.
Guaranteed to go live — or you don't pay the rest. If your system is not live and working as promised, you do not pay the second installment. That is our commitment.
Contract signed
Kick-off call, infrastructure access granted, project timeline confirmed. The under-1-month clock starts the day those accesses reach us.
Process mapping + system design
Deep-dive into your current operations. Define the exact automation flows, integrations and triggers.
Build & configure
n8n workflows built. WhatsApp API connected. Google integrations set up. All systems configured in your environment.
Testing + team training
End-to-end testing with real scenarios. Training sessions for your team. SOPs delivered.
System Live
Your system is live and operational. Only now is the second 50% of the setup invoiced.
Step 3 — Automation
Automate the work that shouldn't require a human.
Once your processes are mapped and your AI system is live, we add the automations that compound. These are the six core areas we automate.
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Appointment confirmation and reminders via WhatsApp
Automatic confirmation at booking. Reminders 24h and 2h before. Auto-rescheduling if no response. Synced to Google Calendar.
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Lead response and qualification from WhatsApp, Instagram and web
Lead created automatically in your CRM/Sheets. Initial qualifying response sent within seconds. Human takes over when ready.
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Post-service follow-up with automated risk detection
Automatic message the day after a visit. Structured questions. Risk keywords → immediate alert. Converts satisfied clients into reviews.
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Document generation connected to Google Drive
Visit reports, consents, checklists, invoices — generated from structured data, filed to Drive. Zero manual effort.
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Segmented reactivation campaigns based on client history
Reactivation after 3 months, preventive reminders, seasonal offers. WhatsApp + email. Targeted, not mass blasts.
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Automatic KPI dashboard in Google Sheets — no manual work
Updates automatically from your operations. Revenue, appointments, no-shows, leads — always current.
What changes
Estimated impact after Go Live
- Up to 35% Fewer no-shows (estimated)
- 8–12 h Admin hours recovered per week (estimated)
- €150–600 Weekly revenue recovered (estimated)
- < 1 Month from access handover to Go Live
Indicative figures: Neurohain estimates for a typical business. In every project we measure your numbers before and after Go Live.
Where your system lives
Your infrastructure. Your data. We design and operate it.
Every Neurohain system is installed on your own server and runs on your own accounts and API keys. Your customers' data is not stored on Neurohain's systems. We keep limited technical access — the minimum needed to operate and update the system — through named accounts, never shared credentials, and you can revoke it at any time from your own admin.
What does go through third parties: WhatsApp messages pass through Meta; whatever the system sends to the AI passes through the provider you use (OpenAI or Google Gemini); and whatever is kept in Drive, Sheets or Calendar is held by Google. You contract these services yourself, in your own name, and they may process data outside the EU under your own agreements with them; we point this out before Go Live. Our access is governed by a data processing agreement (Art. 28 GDPR), signed before Go Live. See the template
- n8n / Python Self-hosted n8n on YOUR server
- WhatsApp Business API YOUR own Meta Business account
- OpenAI / Gemini YOUR own API key — you control the spend
- Google Workspace YOUR own Google account — Drive, Sheets, Calendar
Your data. Your infrastructure. Designed around your operation, and kept fitting it.
What is yours — and what happens if you leave
- Always yours: your data and your customers' data, your accounts and credentials (server, domain, Meta Business, Google) and the content you provide.
- Neurohain's: the software, workflows, prompts, configurations and templates. For the term of the contract you have the right to use the system for your own business; no ownership or perpetual licence is transferred.
- Term (standard terms): minimum 12 months from Go Live. After that, either party can terminate with three months' notice to the end of a month, in text form (an email is enough).
- If you leave: Neurohain stops operating the system and the right of use ends. Our access is revoked, your administrators remain the sole holders of the credentials, and we help you export your data in a common, machine-readable format.
Full terms for business customers: Terms and Conditions, clauses 4, 5 and 8. Anything agreed in your signed offer takes precedence.
Pricing and terms
Service pricing
Nothing hidden. Pick the entry point that matches where you are.
VetFlow AI · Setup + monthly fee
from €2,000 + from €200/mo
Pack Base · live in under 1 month · built for you
LeadFlow AI · Modular
1 to 5 modules
Any local business · scope and figures set in the demo call
One-off support
€80/hour
Quoted before any work starts
- VetFlow AI setup: 50% on signing + 50% on Go Live · invoices payable within 14 days
- Monthly fee mandatory from Go Live, with a 12-month minimum term; after that, three months' notice to the end of a month · 15% discount if paid annually in advance
- Not included, in your name and billed by your own providers: server, WhatsApp Business API message fees, AI provider usage and domains.
- Net prices, plus statutory VAT · Business customers only, not consumers · Full terms: Terms and Conditions · anything agreed in your signed offer takes precedence
For your team
Training
Your team needs to understand AI and work with it confidently day to day. That is what the training is for.
Training modules
Five focused modules designed for service-business teams. Each one combines theory with hands-on exercises applied to your own workflows.
- Basic 01
AI for non-technical teams
Core concepts of AI applied to daily work. What LLMs can and cannot do, how to evaluate tools, and where AI realistically saves time in a service business.
- Intermediate 02
Advanced prompting
How to write instructions that get consistent, useful output from tools like ChatGPT and Claude. Templates, patterns, and review checklists your team can reuse every day.
- Intermediate 03
Automation with n8n
Build no-code workflows that connect your tools (calendar, CRM, email, WhatsApp). From basic triggers to multi-step flows with AI decision nodes.
- Intermediate 04
WhatsApp Business API
Set up WhatsApp as a real channel for client communication: automatic replies, reminders, confirmations, and AI-assisted answers — without violating policy.
- Advanced 05
AI Agents in operations
What AI agents really are, how they differ from chatbots, and when to use them. Real use cases — from inbox triage to multi-step client onboarding.
How we deliver the training
Three formats. Choose the one that fits your team's location, schedule, and learning style.
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In-person
We come to your office in Düsseldorf or anywhere in the DACH region. Best for teams of 5–15 working together on shared workflows.
DACH -
Online (live)
Live sessions over video for teams anywhere in Europe and the Americas, including remote-first companies. Same hands-on exercises, async support included.
Europe · Americas -
Hybrid
Kickoff in-person, follow-ups online. Recommended for distributed teams that want the energy of an on-site start and the flexibility of remote follow-through.
DACH + online
Training programs available now
We design training programs tailored to your team's process and maturity level. In-person in DACH, online across Europe and the Americas, or hybrid. Request a custom proposal — we will reply within 24 hours.
How we work
The method
First order. Then AI. Then scale. The four phases, in order, never skipped.
Most AI implementations fail before they touch a single tool.
Not because the technology doesn't work. Because the underlying process was never documented, never optimized and never agreed on. Automating a broken process just makes it break faster.
Neurohain doesn't sell "AI agents" or "automations". We sell operational clarity, with AI as the tool of last resort — applied only after the process is mapped, simplified and validated. This page documents exactly how we do that.
The four phases — in order, never skipped.
BPMN Audit
Map what actually happens.
We don't ask "how do you think your business runs?". We document, in BPMN notation, how it really runs — through Marketing, Sales, Delivery and Admin. The first deliverable is almost always a moment of "I didn't know we did it like that".
- Start/end boundaries — where each process actually begins and ends
- Manual tasks — the steps that survive on tribal knowledge
- Decision points — the implicit Yes/No criteria that depend on one person
- Owners — who actually executes each task today
Process Optimization
Simplify, standardize, clarify — before any tool.
Automating disorder makes it faster, more expensive and harder to fix. This phase isn't technical — it's about business logic. It happens after the BPMN and before any technology decision.
- Simplification — fewer steps, fewer exceptions, eliminate what adds no value
- Standardization — same task, same way, every time, regardless of who runs it
- Clarity — anyone new could execute the process, alone, after reading it once
Tech Stack & AI Opportunities
Technology doesn't fix processes — it amplifies them.
Only here, after order and optimization, do we look at the technology stack. We map what already exists (and what's being paid for but unused), and we identify real automation opportunities — distinguishing them from "this would be cool to automate".
- Saves significant time on a truly repetitive task
- Reduces predictable human errors
- Improves decisions that follow the same criteria every time
- Scales a process that's already clear and documented
- Reduces dependency on one specific person
Saying "no, don't automate this" is also part of the deliverable. A roadmap of what NOT to automate is as valuable as the roadmap of what to automate.
Cybersecurity Review (4 angles)
Security doesn't block projects — it makes them sustainable.
Every opportunity from Phase 3 is reviewed from four angles before it enters the roadmap. If one fails and the risk can't be mitigated, the opportunity doesn't ship — full stop.
- Access — who has access to what, what happens if that person leaves
- Data — what data is used, where it is stored, who sees it
- Dependencies — what happens if a tool or vendor fails, is there an alternative
- Control & traceability — can the system be audited, is there a log, can it be shut off quickly
Why BPMN, specifically.
BPMN (Business Process Model and Notation) is a standard notation for drawing processes, also published as ISO/IEC 19510. ISO 9001 does not require any particular notation; it does require an organization to determine the processes it needs and their interactions (clause 4.4) and to maintain the documented information it needs. A BPMN map is one clear way to document those processes and how they interact. With or without ISO 9001, BPMN is simply the clearest, lowest-jargon way to make how your business actually works visible.
| BPMN element | What it reveals |
|---|---|
| Start / End events | The real boundary of the process — almost always fuzzier than the owner believes. |
| Tasks | Each repeated manual step is a direct automation candidate. |
| Decisions (gateways) | Implicit Yes/No criteria that only one person knows — the largest hidden risk in any business. |
| Owners (swimlanes) | Critical human dependencies — processes that break the moment the right person is away. |
Next step
Ready to build your system?
30 minutes. Real conversation. No pressure. We'll tell you exactly what your business needs — and if Neurohain is the right fit.
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