At Vita AI, we don’t just build automation for clients—we live by it. Our agency runs on the very same AI automation systems we deliver to others. This blog pulls back the curtain to show exactly how we use AI automation to operate leaner, faster, and smarter.
Why We Automate Everything We Can
Running an agency means wearing a hundred hats—sales, onboarding, operations, content, delivery. Early on, we realized that manual work was bottlenecking our growth and draining our team’s creativity. So we began implementing AI automation across every layer of our business, turning repetitive tasks into intelligent systems that free us up to focus on strategy and results.
Our Core Tech Stack
We use a powerful combination of no-code, low-code, and AI tools to keep our workflows tight:
Zapier & Make (Integromat): For automating tasks across our CRM, email, forms, Slack, Notion, and Google Workspace.
n8n: For complex, secure, self-hosted workflows that handle sensitive internal data.
OpenAI GPT-4 APIs: To generate content, summarize briefs, and power our internal chatbots.
Voiceflow: For prototyping and deploying custom AI chat interfaces.
Vapi & Google Gemini: For AI voice automation and deep research tasks.
Key Areas Where We Use AI Automation
1. Lead Generation & Qualification
We use AI to pre-qualify leads via chatbots and forms, syncing them to our CRM in real-time. This ensures we’re only spending time on prospects who are a great fit.
2. Client Onboarding
Our onboarding process is fully automated—from intake forms and welcome emails to account creation and onboarding content delivery.
3. Internal Communication
Slack alerts, task assignments, and handoffs between departments are powered by Make and Zapier. This reduces the chance of anything slipping through the cracks.
4. Content Creation
We use OpenAI and Gemini to generate outlines, repurpose content, and write first drafts of everything from proposals to blog posts.
5. Reporting & Dashboards
Automated reports are generated from Airtable and Google Sheets, keeping our team and clients informed without manual updates.
The Benefits We’ve Seen
Time saved: We’ve cut down admin time by over 60%.
Better focus: Our team spends more time on strategy and creativity.
Consistency: Every client and internal task follows the same reliable, scalable process.
Scalability: We can handle more clients without growing our overhead.
Lessons Learned
Start small. You don’t need to automate everything overnight. Start with your most repetitive pain points.
Keep it human. AI supports our work—it doesn’t replace the personal touch that makes great service.
Test and evolve. We constantly audit and improve our automations as we grow.
Final Thoughts
AI automation isn’t just a tool we offer—it’s the backbone of how we work. It’s what allows us to move faster, scale smarter, and deliver more value to every client we serve.
Want to see what automation could look like inside your business?
👉 Book a free audit call and we’ll map out your biggest automation opportunities.
