A PRACTICAL GUIDE / AUTOMATION COSTS
How much does workflow automation cost for a small business?
Before you pay to automate a task, you should know what the build costs and what you'll keep paying for. Here's how I price the work.
THE SHORT ANSWER / MY PRICING
Most first builds: $1,500–$5,000.
At Built by Blake, most first workflow builds cost $1,500–$5,000 before the audit credit. The Business Systems Audit is $999, paid separately. If you hire me for the first build, that full $999 comes off the quoted build price. Software subscriptions and any ongoing support are spelled out separately in the proposal.
See how the $999 credit worksPLAN FOR THREE PARTS
What you're paying for.
These are my prices for a first workflow project. Your proposal separates the build from the costs of keeping it running.
01 / THE AUDIT
$999
One 90-minute owner session and a roadmap within five business days. The first recommended build is scoped and estimated.
Credited toward your first build with me.
02 / THE BUILD
$1,500–$5,000
I connect the agreed workflow, test real cases, and hand it over with instructions your team can use.
Typical quote before the credit. Scope and price agreed before work starts.
03 / ONGOING COSTS
Software + support
Subscriptions, usage charges, and any agreed support. These depend on the tools and how much care the workflow needs.
Spelled out separately in the proposal.
ONE CREDIT / YOUR FIRST BUILD
The $999 goes toward the build.
Your $999 audit fee goes toward your first build if you move forward with me. It comes off the quoted build price. The roadmap is yours either way.
ILLUSTRATIVE EXAMPLE / A $3,000 QUOTE
- Quoted build price
- $3,000
- Audit already paid
- − $999
- Remaining build balance
- $2,001
For a $3,000 build, you've already paid $999 and have $2,001 left to pay.
Total paid for the audit and build: $3,000. Software and any agreed support are separate.
If you stop after the audit, you've paid $999 for the session and roadmap. You can use the roadmap with your team or another builder.
WHAT CHANGES THE QUOTE
The details matter more than the task name.
Two businesses can both ask for “automated follow-up” and need very different builds. I look at the steps, the information, and what has to happen when something goes wrong.
For the first conversation, a rough example is enough: which tools the task touches, how often it happens, and an exception your team has to handle. You don't need to map the whole process or write a technical brief.
How many tools need to connect?
One clear connection is usually simpler than several accounts that all need to stay in sync. I check what each tool lets us read and update.
Is the information ready to use?
Consistent records are easier to work with. Duplicate contacts, missing fields, and conflicting numbers may need cleanup first.
How many exceptions are there?
A reminder with one rule is simpler than a follow-up that changes by customer, location, and reply. Those branches need to be built and checked.
What happens if it fails?
A missed internal reminder and an incorrect customer message carry different risks. Approval steps, alerts, and a way to recover can add work.
For example, the follow-up workflow I built for ReadyCrate, my moving-tote rental business, prepares Gmail drafts from an Airtable queue. A person reviews and sends them. That review step is part of the scope.
AFTER THE BUILD
What will it cost to keep running?
You may already have the software you need. If a new subscription or plan upgrade is required, I include it in the proposal. AI usage, message volume, and the number of times a workflow runs can also affect ongoing charges.
Support depends on the job. We agree on who checks failures, updates connections, and handles changes to the process. If you want me to keep improving systems across the business, we can discuss a Fractional AI Operator retainer separately.
BEFORE YOU SPEND
Will the improvement justify the cost?
Count how much time the task takes in a normal week and what missed steps cost you. Then allow for the review time that will remain, the build price, and ongoing costs. Hours freed up can help your team; they don't automatically become cash savings.
I check whether a step can disappear or your existing software can handle it before recommending a build. If a built-in reminder solves the problem, there's no reason to build a new system around it.
Still deciding where to start? Use the guide to choosing your first automation.
COMMON PRICING QUESTIONS
Before you decide.
Is $999 the price of the automation?
No. The $999 Business Systems Audit pays for the owner session and roadmap. The build is quoted separately. If you move forward with me for your first build, the paid audit fee comes off that quote.
Does AI make the build more expensive?
It can add setup, testing, and usage costs, especially when the output needs review. A reminder or a connection between tools may not need AI at all. I recommend it when the task calls for it.
Does the $1,500–$5,000 range cover a custom app?
That range is for most first workflow builds. A custom dashboard, portal, or internal app gets its own scope and quote. If you already know what it needs to do, we can start with a free conversation; a paid audit isn't a prerequisite for that project.
GET A CLEAR NEXT STEP
What are you thinking about automating?
Bring one task and the tools your team uses. We'll talk for 20 minutes, free, and decide whether the $999 Business Systems Audit would help you plan the work.
Free · 20 minutes · Kansas City + remote