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.
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.
Process Mapping (BPMN)
We interview key team members and document every operational process end-to-end. No assumptions — we map what actually happens.
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.
Prioritized Roadmap + ROI Estimation
A ranked action plan: quick wins first, then strategic automations. Each item includes time estimate, cost estimate and projected return.
Notion Deliverable + 60-min Closing Meeting
Full documentation in Notion, executive presentation and a 60-minute walkthrough where we answer every question.
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.
Role
Tell AI who to be. "You are a senior veterinary practice manager with 15 years of experience."
Context
Give the business background. Your clients, your process, your constraints. The more specific, the more useful the output.
Task
Define exactly what you want. Format, length, tone, constraints, output type. Ambiguous tasks produce ambiguous results.
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. No-show rate drops up to 35%.
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
Full documentation so your team operates the system independently after Go Live. No Neurohain dependency.
From access handover to Go Live
Not a demo — a fully operational system in your business.
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. You only pay when the system is confirmed working.
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. Six core areas that cover 80% of the repetitive work in a service business.
Appointment confirmation and reminders via WhatsApp
Automatic confirmation at booking. Reminders 24h and 2h before. Auto-rescheduling if no response. Synced to Google Calendar.
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.
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.
Document generation connected to Google Drive
Visit reports, consents, checklists, invoices — generated from structured data, filed to Drive. Zero manual effort.
Segmented reactivation campaigns based on client history
Reactivation after 3 months, preventive reminders, seasonal offers. WhatsApp + email. Targeted, not mass blasts.
Automatic KPI dashboard in Google Sheets — no manual work
Updates automatically from your operations. Revenue, appointments, no-shows, leads — always current.
Results clients see after Go Live
Your infrastructure. Your data. We design and operate it.
Every Neurohain system is installed in your own infrastructure — your server, your accounts, your API keys. Your data never leaves your environment. We keep limited technical access: the minimum needed to operate and update the system, through our own named accounts and never shared credentials.
Service pricing — all ranges public
Nothing hidden. Pick the entry point that matches where you are.
Hosting and the WhatsApp Business API are separate: contracted in your name and billed by your own providers.
Training
Your team has to be able to run the system without us. That is what the training is for.
Training programs available now
We design training programs tailored to your team's process and maturity level. In-person in DACH, online for Spain and Latin America, or hybrid. Request a custom proposal — we will reply within 24 hours.
Training modules
Five focused modules designed for service-business teams. Each one combines theory with hands-on exercises applied to your own workflows.
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.
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.
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.
WhatsApp Business API
Set up WhatsApp as a real channel for client communication: automatic replies, reminders, confirmations, and AI-assisted answers — without violating policy.
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.
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.
DACHOnline (live)
Live sessions over video for teams in Spain, Latin America, or remote-first companies. Same hands-on exercises, async support included.
ES · LATAMHybrid
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 · ES · LATAMThe 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.
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
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
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
- Removes 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.
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 the same notation that ISO 9001 requires for documenting processes (clauses 4.4 and 8.1). For SMEs in any certification path, the deliverable from Phase 1 is already the documentation base they need. For everyone else, BPMN is just 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. |
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.
Book a Free Call