What your automation includes
Only the tools and automations listed in the quote and its "Scope" annex.
- Mapping the flowsWhat moves between your tools, and when.
- Tool connections in the quoteThe tools in the quote are linked, with no re-keying.
- The automations listed in the quoteRepetitive tasks and notifications that follow clear rules.
- Handling the planned exceptionsUnusual cases follow a rule agreed with you.
- Testing on real casesEach automation is tried on real cases.
- Alerts when something failsIf a flow fails, an alert warns you.
- DocumentationA document describes what is in place and how it works.
- A 30-day warrantyFixing of bugs attributable to Kayo, from acceptance.
- Replacing your toolsThe automation links your current tools; it does not replace them.
- Cleaning historical dataData already in place is not sorted or corrected as part of the project.
- Tasks without clear rulesA task that needs case-by-case judgement cannot be automated.
- Third-party tool subscriptionsIncluding the automation tool, at your expense.
- Hosting the automation tool and monitoringRecurring service, on quote.
- Online bookingIt has its own page: integrated calendar or custom booking
How the project runs
- 01MappingWhat flows between your tools, and when.
- 02ScopeTools and automations listed in the quote: you approve in writing.Written approval
- 03BuildThe automations are built and connected to your tools.
- 04TestingOn real cases, in a test environment, before anything goes live.
- 05AcceptanceSigned report, deemed after 5 business days, or as soon as it is used
- 06BalancePaid after acceptance, before the automations go live for real.
- 07Go-liveThe automations run for real, with alerts in case of failure.
- Access to your tools, with active and paid-up accounts
- A description of the tasks, business rules and exceptions
- Examples and test data
Approvals are given in writing: an email or a message is enough. As soon as an automation processes personal data, a data processing agreement (DPA) is concluded with the quote.
What it looks like
A live project, then a typical example of a flow.
A booking paid online triggers, with no manual step:
- a check that the slot is available, before the booking;
- online payment, within the journey;
- confirmation of the booking, as soon as payment is validated;
- a confirmation email to the customer, in French or Dutch;
- an email to the spa with the booking details;
- the slot released if the payment is abandoned.
An incoming request, handled without re-entry
- Incoming requestA visitor submits your website's form.
- QualificationThe request is sorted by your rules: type of need, area, urgency.
- Added to your toolThe record is created in your CRM or spreadsheet.
- NotificationThe right person is notified. If something fails, an alert goes out.
Budget
- Automation · on quoteOne-off service, with optional recurring follow-up.
- Integration between tools · on quote
- Subscriptions to the connected tools
- The automation tool, for example n8n, and its subscription
- Hosting and monitoring, as a recurring service
- Additional tools
- The number of tools connected
- The number of automations
- The exceptions to plan for
The final price is the one in the signed quote. No VAT is charged (VAT exemption).
Your questions. Our clear answers.
What can be automated?
Repetitive tasks that follow clear rules, with reliable data: re-entry from one tool to another, notifications, request follow-up. Exceptions are planned from the mapping stage; a task without clear rules is not automated.
Do we have to replace our tools?
Not necessarily. We look at how they can be connected and whether it makes sense to keep them. Replacing a tool is not included in an automation.
What happens if a connection fails?
Every project includes alerts when something fails, and the delivered automation is under a 30-day warranty. Monitoring and recovery after a failure are a recurring service, on quote. Third-party tools' APIs and their changes remain outside our control.
Do we need AI?
No. A simple rule can be enough. AI is only used for a precise purpose, with human approval and known limits.
Which tool do you work with?
It is chosen per project, for example n8n, an open-source automation tool. Its subscription is paid by you; its hosting and monitoring can be entrusted to Kayo as a recurring service.
How much does an automation cost?
It is priced on quote, depending on the number of tools connected, the number of automations and the exceptions to plan for. Tool subscriptions are extra. No VAT is charged (VAT exemption).
Is our data protected?
As soon as an automation processes personal data, a data processing agreement (DPA) is concluded with the quote. Access is handed over to you at delivery through a secure channel.