Microsoft 365 & Power Automate
If your business runs on Microsoft 365, Power Automate often fits. We build flows that connect Microsoft 365, Teams and Outlook to the other apps you rely on, so your systems actually talk to each other.
Business process automation for Phoenix small businesses.
Repetitive tasks quietly eat your week. Firmroot Digital builds automations that run in the background, connecting the tools you already use and pairing dependable rules with AI that can read, sort and write, so your team gets hours back for the work that matters. Based in Phoenix, Arizona, and working with businesses across the Valley and nationwide.
What we automate
Workflow automation for the jobs that repeat every week.
If someone on your team copies, sorts or retypes the same information every week, it’s usually a candidate. These are the most common places to start.
Lead follow-up
New inquiries are qualified, added to your CRM and routed to the right person, and your team is notified the moment a form comes in.
Document data entry
AI reads invoices, intake forms and attachments and pulls out the fields you need, with a person reviewing anything where accuracy matters.
Request triage & replies
Incoming emails and tickets are sorted by topic and urgency, and routine replies are drafted for your team to check and send.
Reminders & scheduling
Follow-ups, reminders and booking confirmations go out on time, without anyone having to remember to send them.
Data syncing between apps
Customer, order and project details stay in step across the apps you use, so nothing gets typed in twice.
Reports & dashboards
The numbers someone pulls together by hand every week are gathered automatically and delivered where you'll see them.
How it works
Dependable rules, useful AI and a person in charge.
Every workflow pairs the steps that must happen the same way every time with AI that handles the reading and writing.
Rules for the steps that never change
Routing, record-keeping and notifications follow fixed logic, so they happen the same way every time.
AI for reading, sorting and writing
AI reads documents, sorts requests and drafts replies: the work that used to need someone to look at it first.
People for the decisions that matter
Every workflow keeps a person in charge of the decisions that matter, with human review wherever accuracy counts.
The right tool
Power Automate when it fits. Custom code when it doesn’t.
We pick the tool for what the workflow needs, not the fanciest one on offer.
Custom-coded pipelines
When a workflow outgrows what a platform does well, we write it in code: API integrations between your tools, AI steps where they help, and the cloud servers it runs on, configured and managed for you with no hardware to buy.
Already using Zapier, Make or n8n? We work with those too, along with HubSpot, Slack, Notion, Airtable and most other software with an API.
Example workflows
Automation examples from six industries.
Illustrative workflows with sample data, not client results. You can watch them run on our home page.
Lead response & showings
Every portal inquiry is qualified, routed and answered with matching listings, automatically.
- InputInbound buyer leadPortal inquiry · website · text
- AILead qualificationReads the messages and scores intent
- RulesRouting & MLS matchAssigns the next agent, pulls MLS matches
- AIPersonal follow-upDrafted in the agent's voice
- OutputShowing bookedCRM · calendar · nurture drip
Daily field reports
Photos and voice notes from the site become a complete daily log, with schedule risks flagged.
- InputField updatesSite photos · voice notes · timesheets
- AITranscribe & summarizeTurns voice notes into daily log entries
- RulesJob data mergeAdds weather, crew hours and the schedule
- AIRisk & RFI reviewChecks the log against plans and specs
- OutputDaily report sentPDF to owner, architect & PM
Support & order ops
"Where is my order?" tickets answered instantly with live tracking. Anything unusual goes to your team.
- InputCustomer ticketEmail · chat · social DM
- AIIntent & sentimentSorts the ticket and gauges urgency
- RulesOrder & tracking lookupLooks up the order and live tracking
- AIReply draftedIn your brand voice, within your policies
- OutputTicket resolvedHelpdesk · CRM · reporting
Accounts payable
Vendor invoices are read, matched, coded and posted. Your team only reviews the exceptions.
- InputVendor invoicesAP inbox · vendor portal · scans
- AIInvoice extractionReads the vendor, totals and line items
- Rules3-way matchPO · receiving report · invoice
- AINon-PO line codingSuggests accounts from vendor history
- OutputPosted to the booksPosts the bill, routes approval, schedules payment
Client intake & conflicts
A consultation request becomes a cleared, opened matter with the engagement letter out for signature.
- InputConsultation requestWeb form · email · uploaded documents
- AICase triagePractice area, parties, key dates
- RulesConflict checkChecks every party against your client list
- AIEngagement letterDrafted from your template + fee terms
- OutputMatter openedPractice management · e-signature · calendar
Patient intake
From referral fax to a verified, booked visit, using HIPAA-compliant AI, before anyone at the front desk touches it.
- InputNew patient packetWeb form · insurance card · referral fax
- AIDocument extractionHIPAA-compliant AI reads the insurance card, form and referral
- RulesEligibility checkConfirms coverage with the insurer before the visit
- AIPrior auth reviewFlags prior auth and drafts the request
- OutputChart & scheduleCreates the chart, books the visit, texts a reminder
Process & pricing
From a manual task to a dependable workflow.
Every automation is priced by scope, so you pay for the workflow you need. You’ll get a written proposal with the scope, timeline and price before any work begins.
What affects the price
- How many tools and systems need to connect
- How sensitive the data is
- Whether AI is involved (and its usage costs)
- How many people will use it
- 01
Map the work
We learn how work actually moves through your business and which tools you already use, then pick the steps worth automating.
- 02
Agree on the plan
A written proposal with scope, timeline and price, broken into stages so you can start small. We walk you through which AI services a workflow would use and what data they see.
- 03
Build in stages
Each workflow is built and shown to you before it goes live, so you can give feedback as we go.
- 04
Launch & support
We deploy, hand everything over and stay available as your needs grow.
Questions
Automation questions
What kinds of tasks can you automate?
Repetitive work that moves information between people and tools: lead follow-up, document data entry, request triage, reminders, syncing data between apps, approvals and reports. If someone on your team copies, sorts or retypes the same information every week, it's usually a good candidate.
Do you work with Microsoft 365 and Power Automate?
Yes. If your business runs on Microsoft 365, Power Automate is often the right fit, and we connect it to Teams, Outlook and the other apps you rely on. When a workflow needs more than Power Automate handles well, we build it in custom code instead.
Will AI make decisions for my business?
No. AI handles the reading, sorting and drafting. Dependable rules handle the steps that must happen the same way every time, and a person stays in charge of the decisions that matter, with review wherever accuracy matters.
What happens to my data?
Before anything goes live, we walk you through exactly which AI services a workflow uses, what data they see and each provider's data policies. Sensitive steps keep a person in the loop.
How much does an automation cost?
Every automation is scoped individually. The price depends on how many tools and systems need to connect, how sensitive the data is, whether AI is involved (and its usage costs) and how many people will use it. You'll get a written proposal with the scope, timeline and price before any work begins. AI usage fees and automation-platform licences are billed by those providers, and we'll outline every expected cost up front.
Is automation worth it for a small business?
Often, when the same task takes hours every week. Less manual work means you can grow without adding staff at the same pace. When automation or AI isn't the right call, we'll tell you so.
Do you work with businesses outside Phoenix?
Yes. Firmroot Digital is based in Phoenix, Arizona, and works with clients across the Valley and nationwide.
Tell us what eats your week.
Describe the task you'd rather stop doing by hand. We'll recommend the right approach, even if it's a small first step.