Automation built and run for you
Connect your apps.
Automate the busywork.Keep the receipts.
Scaling is an automation team you hire by the month. We map the workflow, build it on integrations and tooling your company owns, wire in the AI steps that actually earn their place, and keep the whole thing running.
- Workflows built on tooling your company owns
- Every run logged, retried, and reviewable
- Fixed monthly scope — cancel with 30 days notice
Signals in
- Website forms
- Ad platforms
- Store & checkout
- Shared inbox
Scaling engine
- Validate & de-duplicate
- AI enrich & score
- Branch on rules
- Log & report
Delivered to
- CRM record
- Nurture email
- Team alert
Every run logged & retried
One workflow, end to end: capture, clean, decide, deliver — with a run history you can audit.
Systems we connect
If it exposes an API, a webhook, or a database we can reach, it can be part of the workflow. We confirm the specific objects and rate limits during scoping.
- CRM & sales pipelines
- Email & messaging providers
- Forms & landing pages
- Ad platforms
- E-commerce & billing
- Support desks
- Spreadsheets & databases
- Data warehouses
- Team chat
- Calendars & scheduling
- Document storage
- Model & AI providers
Capabilities
Everything between the form fill and the follow-up
Pick one workflow or hand over the whole operation. Each engagement covers the build, the integrations, the documentation, and the support afterwards.
App integrations
Two systems that should share data, and currently do not. We build the connection, handle the edge cases, and keep the field mapping documented.
- REST, webhook, and database sources
- Field mapping and de-duplication
- Backfills for historical records
AI-powered workflows
Language models used where rules run out: classifying free-text enquiries, drafting replies for a human to approve, summarising long threads.
- Classification and scoring steps
- Draft-then-approve, never auto-send
- Prompt changes versioned with the workflow
Lead capture
One intake path for every source — forms, ads, chat, imported lists — with validation, consent capture, and attribution attached before anything downstream fires.
- Server-side form endpoints
- Bot and duplicate filtering
- UTM and referrer attribution
CRM routing
Records land in the right pipeline, owned by the right person, with the fields your reporting depends on already filled in.
- Ownership and territory rules
- Stage and lifecycle updates
- Duplicate merge strategy
Email nurture
Lifecycle sequences that react to behaviour rather than a calendar — with suppression, unsubscribe handling, and re-engagement built in from day one.
- Behaviour-triggered sequences
- Segment-aware content
- Unsubscribe and suppression handling
Reporting & alerting
A single view of what ran, what converted, and what broke — delivered to the channel your team already reads.
- Run history and failure alerts
- Funnel and source reporting
- Scheduled digests
Managed automation
Already running automations that nobody owns? We take the pager: monitoring, fixes, upgrades, and a monthly review of what to change next.
- Monitoring and on-call fixes
- Vendor and API change handling
- Monthly improvement review
Use cases
The same engine, pointed at two very different funnels
Selling to companies and selling to people need different rules, different timing, and different definitions of a good lead. Pick the track that matches yours.
Longer cycles, named accounts, and a sales team that needs context — not another unqualified inbox.
Inbound demo request to a booked meeting
A form fill arrives with a company name and nothing else. Somebody has to research it, decide whether it fits, and follow up before it goes cold.
What we build
- Capture the form server-side with consent and campaign attribution
- Enrich the company, then score fit against your written ICP rules
- Route hot leads to an owner with a summary; queue the rest for nurture
- Create or update the CRM record and post an alert to the sales channel
Every request gets a decision the same day, with the reasoning attached.
Quote and proposal follow-through
Proposals go out and then live in someone’s sent folder until a reminder happens to surface.
What we build
- Trigger on the CRM stage change that means “proposal sent”
- Schedule follow-up touches that cancel themselves when the prospect replies
- Escalate to the account owner at the thresholds you define
- Log every touch back onto the opportunity record
Follow-up stops depending on who remembers.
Partner and reseller lead exchange
Leads arrive from partners as spreadsheets, emails, and portal exports in three different shapes.
What we build
- Normalise each partner feed into one internal record format
- De-duplicate against existing accounts before anything is created
- Attribute the lead to the partner for downstream revenue share reporting
- Return a confirmation payload so the partner system stays in sync
One clean pipeline instead of three reconciliation jobs.
How it works
A four-step engagement, not an open-ended project
Most first workflows go live inside a month. The timeline below is the default shape; scope and sequencing are agreed before anything starts.
- 1Week 1
Map the workflow as it really runs
A working session with the people doing the task today. We write down every step, exception, and manual workaround, then agree what good looks like in measurable terms.
You getWorkflow map, success metric, and a prioritised build list
- 2Weeks 2–3
Build on accounts you own
We build in your workspace, on your automation platform and your app subscriptions. Nothing depends on an account only we can reach.
You getWorking automation in a staging path, with test records
- 3Week 4
Validate against real traffic
We run live data through the workflow with a human checkpoint on anything that sends externally, and only remove the checkpoint once the results hold up.
You getTest log, failure handling, and sign-off before go-live
- 4Ongoing
Run, watch, and improve
Monitoring and alerting stay on. When an API changes or volume shifts, we fix it. Each month we review what ran, what failed, and what is worth automating next.
You getMonthly run report and a rolling improvement backlog
Why teams work with us
No borrowed logos, no invented case studies
Scaling is a young practice, so you will not find a wall of testimonials here. What we can put in writing are the commitments below — and they are part of the engagement, not the marketing.
You own everything we build
Workflows live in your automation platform, connected to your app accounts, under your billing. If we stop working together, nothing switches off and nothing needs rebuilding.
Least-privilege access by default
We ask for the narrowest scope that does the job, credentials stay in your secret store, and access is revoked at the end of an engagement. Secrets are never written into client-side code.
Every run is inspectable
Executions are logged with inputs, outputs, and retries. When something fails, you can see which record, which step, and why — without asking us first.
Response times in the agreement
Support windows, escalation paths, and how quickly we respond to a broken production workflow are written into the engagement — not left to goodwill.
How we work
- Anything that sends externally ships with a human approval step until you decide otherwise.
- Consent and unsubscribe handling is built into email workflows from the first version.
- Every workflow has a written runbook: what it does, what it touches, how to pause it.
- We will tell you when a workflow is not worth automating.
Engagements
Fixed scope, quoted before anything starts
Indicative starting points in USD. The scoping call ends with a written scope and a fixed number — not an hourly estimate that drifts.
Workflow sprint
From $3,500one-time, per workflow
One clearly defined workflow, mapped, built, tested, and handed over with a runbook. The usual starting point.
- Discovery session and workflow map
- One production workflow with up to 6 integrations
- Test plan, failure handling, and alerting
- Runbook plus a handover walkthrough
- 30 days of post-launch fixes
Automation retainer
Most chosenFrom $4,500per month
A standing build-and-run capacity: a rolling backlog of workflows plus monitoring and support for everything already live.
- Everything in the workflow sprint
- Rolling build backlog you reprioritise monthly
- Monitoring, alerting, and on-call fixes
- Monthly run report and improvement review
- Named contact with agreed response times
Managed operations
Customquoted per scope
You hand over an existing automation estate — ours or inherited — and we own its reliability, documentation, and roadmap.
- Audit of existing workflows and integrations
- Migration and consolidation plan
- Documented ownership for every workflow
- Quarterly roadmap and cost review
- Security and access review
FAQ
The questions that come up on every first call
Something not covered here? Send the question straight to admin@scaling.vn and you will get a real answer, not a sequence.
Which platform do you build on?
Usually a self-hosted or cloud workflow platform in your own account, with code-level steps where a visual node would be fragile. If you already run something in-house, we build on that rather than adding another tool to your stack.
Do we need engineers on our side?
No. We need someone who understands the process and someone who can approve access to the systems involved. If you do have engineers, we will work to their conventions and hand over code they can read.
What happens to our automations if we stop the retainer?
They keep running. Everything lives in accounts you own and control, and each workflow ships with a runbook covering what it does, what it touches, and how to pause it. We also offer a paid handover session for whoever picks it up.
How do you handle our data?
Data stays in your systems. We work with least-privilege credentials stored in your secret manager, we do not copy production data into our own tools, and access is revoked at the end of an engagement. Data processing terms are signed before any build starts.
Where does AI actually get used?
Where deterministic rules run out: classifying free-text enquiries, summarising long threads, extracting fields from messy inputs, and drafting replies. Anything customer-facing ships behind a human approval step by default, and every prompt is versioned alongside the workflow.
Can you work with our existing CRM and email provider?
Yes. Anything with a documented API, webhook support, or a database we can reach is in scope. During scoping we confirm the specific objects, fields, and rate limits involved before committing to a build.
How quickly can something go live?
A single well-defined workflow typically goes live within about four weeks, including a validation period against real traffic. Larger consolidations run longer and are broken into sequenced releases so value arrives before the whole programme finishes.
What if a workflow breaks at 2am?
Failures raise an alert to the channel you nominate, and failed records are retried or parked rather than silently dropped. Support windows and escalation paths are written into the engagement so you know exactly what response to expect.
Start here
Tell us the workflow that keeps breaking
Eight fields. No demo gate, no discovery questionnaire, no automated sequence afterwards — a person reads every brief that comes through this form.
- 1A 45-minute scoping callWe walk your current process end to end and separate what is worth automating from what is worth deleting.
- 2A workflow map you keepYou leave the call with a written map of the workflow and its exceptions, whether or not you hire us.
- 3A fixed quote, not a rangeIf there is a fit, you get a written scope and a fixed number within two business days.
Prefer email? Write to admin@scaling.vn with a couple of lines about the process and we will reply with the same questions this form asks.