MANAGED AI EMPLOYEES BY HUBFLOW
AI EMPLOYEES FOR THE WORK YOUR TEAM REPEATS.
Hubflow builds and manages AI-powered workflows that handle approved business tasks, connect with your existing tools and bring the right situations back to your human team.
CHOOSE THE WORKFLOW YOU WANT TO IMPROVE
Three Focused AI Employees. Three Clear Business Roles.
Start with the workflow creating the most repetitive work or missed opportunities. Each AI employee is built, tested and managed around your existing process.
AI Lead Follow-Up & Booking Agent
Respond Faster. Book More Meetings.
Responds to new enquiries, asks approved qualification questions, manages follow-ups, updates your CRM and books qualified prospects into your calendar.
- Lead capture and initial responses
- Approved qualification questions
- Scheduled follow-up sequences
- CRM updates and lead-stage tracking
- Calendar booking and sales handoff
AI Customer Support Agent
Resolve Routine Questions. Escalate What Matters.
Answers approved customer questions, gathers relevant details, updates supported tickets and transfers complex or sensitive issues to your team.
- Routine first-line questions
- Approved knowledge retrieval
- Customer-detail collection
- Ticket creation and status updates
- Human escalation with conversation context
AI Invoice Follow-Up Agent
Keep Invoice Follow-Up Moving. Without Manual Chasing.
Monitors approved invoice records, sends professional reminders, tracks replies and payment promises, and escalates disputes to your finance team.
- Due-date and invoice-status monitoring
- Approved payment reminders
- Response and payment-promise tracking
- Internal status updates
- Dispute and exception escalation
FIND THE RIGHT STARTING POINT
Which AI Employee Fits Your Current Bottleneck?
| If your team is struggling with… | Start with… | Primary outcome |
|---|---|---|
| IF YOUR TEAM IS STRUGGLING WITH: Slow responses to new enquiries | START WITH: AI Lead Follow-Up & Booking Agent | PRIMARY OUTCOME: More consistent lead handling and booking |
| IF YOUR TEAM IS STRUGGLING WITH: Repetitive customer questions | START WITH: AI Customer Support Agent | PRIMARY OUTCOME: Faster first-line assistance and clearer escalation |
| IF YOUR TEAM IS STRUGGLING WITH: Manual chasing of B2B invoices | START WITH: AI Invoice Follow-Up Agent | PRIMARY OUTCOME: More consistent administrative follow-up |
Decision Note: If more than one workflow needs attention, begin with the process that has the clearest rules, reliable data and strongest measurable business impact. Additional AI employees can be introduced after the first workflow is stable.
AI EMPLOYEES IN ACTION
See Your AI Employees at Work.
Explore three everyday workflows—from following up leads and answering customer questions to managing invoice reminders. See what the AI handles and where your team steps in.
Start the Conversation.
Turn a new enquiry into a structured conversation and a prepared meeting handoff.
Hi, we receive website enquiries, but our team often follows up late. Can you help?
Hi Alex, I’m the AI assistant. I can ask a few questions and help arrange a conversation with the team. Approximately how many enquiries do you receive each week?
Around 40. We track them in a CRM, but the follow-up is manual.
Choose a Meeting.
Turn a new enquiry into a structured conversation and a prepared meeting handoff.
Thanks, Alex. A discovery meeting would help the team understand your workflow. Select an example time to continue.
In a connected workflow, availability follows your approved calendar and booking rules.
The Conversation Arrives With Context.
Turn a new enquiry into a structured conversation and a prepared meeting handoff.
The full demo also explores qualification and scheduled follow-up.
Understand the Question.
Answer questions using approved information and prepare a human handoff when more help is needed.
Hi, how do I invite a colleague to our workspace?
Hi Jordan, I’m the AI support assistant. In this example service, workspace owners and admins can invite colleagues through Settings → Team → Invite Member.
Let the Customer Respond.
Answer questions using approved information and prepare a human handoff when more help is needed.
Does that answer your question, or would you like help from the support team?
Select a sample reply to continue.
A Clear Outcome. A Connected Conversation.
Answer questions using approved information and prepare a human handoff when more help is needed.
Preview a Reminder.
Follow up an outstanding invoice, record the customer’s response and identify the next action for your finance team.
Hi Alex,
A quick reminder that invoice INV-1042 for £1,250 is now seven days overdue. Please use the payment details on your original invoice.
If you’ve already paid or have a question, please reply so the accounts team can check.
Thank you,
Accounts Team
Explore the Response.
Follow up an outstanding invoice, record the customer’s response and identify the next action for your finance team.
Select a sample reply to continue.
Keep Your Finance Team Informed.
Follow up an outstanding invoice, record the customer’s response and identify the next action for your finance team.
Select a reply to preview the next action.
Turn a new enquiry into a structured conversation and a prepared meeting handoff.
These previews illustrate sample workflows. Channels, integrations, permissions and human handoff rules are agreed during setup. No real messages are sent, bookings made or payments processed.
AUTOMATION WITH CLEAR BOUNDARIES
Your Team Decides What the AI Employee Can Do.
Every implementation is built around approved knowledge, permissions, business rules and escalation conditions. Human oversight remains essential whenever judgement, risk or sensitive communication is involved.
The AI Employee
- Handles approved repeatable tasks
- Uses permitted data and knowledge sources
- Follows defined communication and action rules
- Records activity in supported systems
- Escalates situations outside its scope
Your Team
- Approves messaging, knowledge and workflows
- Defines permitted and restricted actions
- Controls access to business systems
- Handles sensitive, complex and high-risk cases
- Can pause, review or take over the process
Hubflow
- Designs and configures the workflow
- Implements approved integrations
- Tests normal, unusual and failed scenarios
- Monitors technical performance
- Maintains and improves the system
GOVERNANCE BOUNDARIES
Governance Note
AI employees should not provide regulated professional advice, invent company policies, make unsupported promises or perform sensitive actions without appropriate permissions and human oversight.
CONNECTED TO YOUR EXISTING SYSTEMS
Works Where the Process Already Happens.
Your AI employee should fit the way your team already works. We assess your communication channels, business systems and data requirements, then recommend suitable AI models and supported connections for the role.
Communication Channels
Website forms, website chat, email, WhatsApp and other approved communication sources.
Customer & Sales Systems
CRMs, help desks, customer records, lead pipelines and supported ticketing platforms.
Scheduling Tools
Calendars, appointment systems and team-routing workflows.
Finance & Data Systems
Accounting platforms, spreadsheets, databases and approved internal records.
Internal Notifications
Email, messaging tools or task systems used to alert the right team member.
Custom Connections
Supported APIs and automation platforms for workflows requiring additional business tools.
Technology Selected for the Role.
We select AI and automation tools around the task, response quality, access requirements and running costs. If your needs change, we assess which parts of the setup can be adapted and what additional work is required.
Available connections depend on your software, account plans, permissions and API access. Additional integrations, provider changes and migrations are scoped and quoted separately.
NOT SOFTWARE YOU ARE LEFT TO CONFIGURE
We Build the Workflow and Help Keep It Working.
Hubflow provides a managed implementation. We work with your team to understand the process, configure the AI employee, connect approved tools, test the workflow and support it after launch.
Discover
We map the current workflow, repeated tasks, decision rules, systems, data and escalation requirements.
Build
We configure the AI behaviour, automations, integrations, internal notifications and activity records.
Approve
Your team reviews the messaging, permissions and realistic test scenarios before launch.
Manage
Hubflow monitors the technical workflow, maintains agreed connections and applies approved improvements.
You Provide
- The real business process
- Accurate knowledge and data
- Approved rules and communication guidance
- Access to selected systems
- Responsible contacts for approval and escalation
Hubflow Handles
- Workflow design and configuration
- Approved AI and automation setup
- Supported integrations
- Testing and launch support
- Monitoring, maintenance and agreed improvements
MORE THAN A STANDALONE CHATBOT
A Managed System Built to Handle a Defined Role.
An AI employee is not a person and it does not replace human judgement. It is a connected system that uses AI, automation and approved business rules to complete repeatable tasks within a clearly defined workflow.
Understands Approved Requests
Identifies what a lead, customer or internal record needs based on the information and rules approved by your team.
Takes Approved Actions
Sends responses, collects information, updates records, schedules follow-ups or books meetings where the workflow permits.
Works Across Your Tools
Connects approved channels, CRMs, calendars, help desks, accounting systems and other business software where supported.
Knows When to Hand Off
Escalates sensitive, unusual or high-value situations to the right person instead of acting beyond its approved scope.
Each AI employee is configured for a specific business role. Its capabilities depend on your workflow, systems, data quality, permissions and selected implementation.
ONE CONTROLLED OPERATING MODEL
From Incoming Task to Human Handoff.
Although each role is different, every Hubflow AI employee follows the same controlled operating principles.
Receive
Receives an approved request, message, form submission or system record from a connected source.
Understand
Identifies what is needed using the business information and rules approved by your team.
Act
Completes the permitted response, follow-up, update, routing or scheduling action.
Record
Stores relevant details, notes and status changes in the connected system where supported.
Escalate
Transfers requests outside its approved scope to the right person with the available context.
Improve
Hubflow monitors the technical workflow and applies agreed updates as your process develops.
DESIGNED TO IMPROVE REPEATABLE WORK
Less Manual Administration. More Consistent Execution.
AI employees support your team by handling defined operational steps reliably—not by replacing the experience and judgement your people provide.
Faster First Actions
Approved requests can move forward without waiting for someone to complete the first routine step manually.
Consistent Processes
Repeated tasks follow the same approved rules, questions, messages and escalation conditions.
Better System Records
Relevant activity and status updates can be recorded in connected tools for easier review.
Clearer Human Handoffs
Your team receives the available context when a request needs judgement or specialist attention.
More Time for Higher-Value Work
Employees can focus on relationships, decisions, problem-solving and work that cannot be reduced to a repeatable process.
A Workflow That Can Develop
The implementation can be reviewed and improved as your business process, tools and requirements change.
Results depend on the quality of the underlying process, data, offer, knowledge, systems and human follow-through. Hubflow does not guarantee a specific financial or operational result.
START WITH ONE CONTROLLED WORKFLOW
Validate the Role Before Expanding It.
Start with one AI employee, one focused workflow and clear success criteria. A managed pilot lets both teams test the real process before expanding channels, integrations or responsibilities.
Lead Follow-Up & Booking Pilot
From £499 · 14-Day Managed Pilot
- One approved lead source
- One core qualification workflow
- One follow-up sequence
- One calendar connection
- Basic sales-team handoff
- Pilot monitoring and final review
Customer Support Pilot
From £499 · 14-Day Managed Pilot
- One approved support channel
- One focused knowledge collection
- Routine customer-question handling
- Basic customer-detail collection
- Human escalation workflow
- Pilot monitoring and final review
Invoice Follow-Up Pilot
From £299 · 14-Day Managed Pilot
- Up to 20 approved outstanding invoices
- One email reminder workflow
- Customer-response tracking
- Payment-promise tracking
- Human escalation rules
- Pilot monitoring and final activity report
Pilot Scope & Pricing: Prices are in GBP for focused workflows with standard integrations. Scope, activity limits and deliverables are agreed before setup. Full deployment, ongoing management and third-party fees are quoted separately.
What You Need to Know About Hubflow AI Employees.
+ What is an AI employee?
It is a managed combination of AI, automation, integrations and approved business rules configured to handle a defined operational role. It is not a human employee or an independent decision-maker.
+ Is an AI employee the same as an AI agent?
An AI agent is a technical component that can interpret information and take actions. “AI employee” describes the complete business-facing system: the agent, workflow, integrations, controls, human handoffs and ongoing management working together for a specific role.
+ Will it replace our human employees?
The goal is to reduce repetitive administrative work, not remove the need for human judgement. Complex, sensitive and high-value situations remain with your team.
+ Can we change the workflow later?
Yes. Approved rules, messages, knowledge and routing can be updated through the agreed management process. Larger scope changes may require a separate quote.
+ Can it work with our existing software?
Where the platform supports the required connection and permissions, Hubflow can integrate approved systems. The exact scope is confirmed before implementation.
+ What information does it use?
It uses the data, knowledge and system access approved for its role. Data access should be limited to what the workflow genuinely requires.
+ Can a team member take over?
Yes. Human takeover, approval and escalation conditions are defined during setup.
+ How long does implementation take?
Timing depends on workflow complexity, data readiness, integrations and approval requirements. Your proposal will include an estimated timeline.
+ What happens after launch?
Hubflow can monitor the technical workflow, maintain agreed integrations and apply approved improvements through an ongoing management plan.
+ Are third-party costs included?
Not automatically. Software subscriptions, messaging charges, AI-model usage, automation platforms and API costs are listed separately unless explicitly included.
+ Do you guarantee results?
No. AI employees can improve speed and process consistency, but results also depend on the business process, data quality, demand, customer behaviour and human follow-through.
+ Can we launch multiple AI employees at once?
It may be possible, but beginning with one controlled workflow is usually easier to test, manage and improve. Additional roles can be added after the first implementation is stable.
FIND THE RIGHT AI EMPLOYEE
Let’s Identify What Your Business Should Automate.
Tell us which process is taking up your team’s time. We’ll review the workflow and recommend the right AI Employee or next step.