AI automation agency FAQ

AI automation for a service business is AI and connected software doing the repetitive sales and admin work that people do by hand today.

Typical examples are replying to new leads, following up, booking appointments, sending reminders, entering data from emails and PDFs, and preparing reports. People stay on the decisions and conversations that need judgment.

See what AI Formula builds →

Speed to lead is how quickly a business replies to a new enquiry, and slow replies lose leads to whoever answers first.

AI closes that gap by answering every new lead within seconds, day and night, including evenings and weekends when no one is at the desk.

See how AI lead follow-up works →

An AI chatbot answers questions, while an AI appointment setter also qualifies the lead, follows up and books the appointment into your calendar.

A chatbot ends the conversation with an answer. An appointment setter keeps going until the lead books or says no, then hands the serious ones to a person.

An RPA (robotic process automation) robot is software that works through another program's screens the way a person would: logging in, clicking, typing and checking.

It's how you automate software that has no API. AI Formula uses RPA robots for systems like ABC Financial, where the robot opens every account, waives the fee and confirms it on screen.

See the ABC Financial case study →

No. AI handles the repetitive first contact and follow-up, so your front desk and sales team spend their time on the conversations that close.

At Anytime Fitness, the AI engages new leads, books appointments and gets people to show up, which frees club leaders to focus on tours and sales.

AI Formula is an AI automation agency that helps service businesses scale sales by automating key sales and customer processes.

That includes:

• AI that answers and follows up every new lead, by SMS or social media DMs
• Database reactivation for old leads you already paid for
• Workflow automation in GoHighLevel and other tools, including software with no API
• Sales reporting that traces every sale to its ad
• AI training for teams, built around their own work

See the facts page for services, prices and results in one place →

AI Formula works best for established service businesses with a team and a lot of manual work in sales or admin.

• A good fit: you have systems someone else set up that you'd like to take further, and you want to know what will move the needle
• Less suited: you want it cheap and fast, offer revenue share only, or want a big project with no audit first

AI Formula is based in Vilnius, Lithuania, and works remotely with clients in the US, Australia, Lithuania and other EU countries.

It works in English and Lithuanian and is run by co-founders Ged Ulbikas and Gabrielė Vaineikytė. It does business as AI Formula agency (AIFormula.co); the legal name is Klientai, MB.

AI Formula's projects start with an audit and plan from $1,000, credited if you continue, and solutions start from $2,000.

Scope and price are fixed and agreed before any work starts. AI training and the monthly AI concierge plan are quoted on the free intro call.

See pricing →

The audit decides what's worth building before you spend more, and its fee is credited if you continue.

AI Formula maps how the work really runs, measures the time it takes, and writes a ranked plan showing what each opportunity is worth and the order to tackle them.

Yes: the software the system runs on, plus an optional monthly plan.

Subscriptions such as your CRM, messaging and AI usage are set up in your own accounts and billed by those providers. AI Formula's AI concierge plan adds monitoring, a monthly results report and an agreed number of changes.

For repetitive work, usually yes, because an AI Formula build is a fixed one-off price, plus the software it runs on, rather than an ongoing salary.

Twenty hours a week of manual work at $30 an hour costs $31,200 a year. For one US gym franchise group, AI Formula's billing robot took about 30 hours a week of manual work off the team.

See the case study →

No. Every AI Formula project has a fixed scope and price agreed before work starts.

You know the full cost up front, rather than paying a share of revenue or a fee per appointment.

Most AI Formula solutions take 2 to 4 weeks from approved plan to launch.

AI training runs in individual sessions over a few weeks.

The free intro call is 30 minutes with one of AI Formula's co-founders, Ged or Gabby.

You look at where your systems could be doing more and whether a build or training suits you better. If it's a fit, they propose the first step; if not, you leave with ideas.

Book a free intro call →

Time to show how the work runs today, access to the tools involved, and quick decisions during testing.

In the first weeks of a build, AI Formula sends unusual cases to a person on purpose, so your team decides how each one should be handled.

No. AI Formula builds alongside your current setup and switches over only once it works.

Everything is tested on your real data first, so your team keeps working as normal in the meantime.

Yes, every AI Formula build is tested on your real data before it's switched on.

For a US gym franchise group's billing robot, unusual accounts went to a person for the first weeks. Each decision became a rule, and within a month the daily list needing a person fell from 79 accounts to 1.

See the case study →

Usually within the first weeks after launch.

Property Wealth Creator had 71 investor appointments in six weeks, and a US gym franchise group's first live runs cleared about $42,000 in built-up fees.

See all case studies →

AI Formula protects your data by agreeing clear limits on what the AI can see and do, and limiting access to what each job needs.

Where you have an IT partner, AI Formula works with them to set those limits.

Only what the job needs, agreed with you before anything is built.

At Geros buhalterės, an accounting firm in Vilnius, the limits were agreed with the firm's IT partner, and the AI enters records but stops at anything unclear. AI Formula's billing robot for a gym group works the same way: when something on screen doesn't match what it expects, it flags the account instead of guessing.

In your own accounts wherever possible, so your data and the system stay with you.

Where something has to run on a server, AI Formula sets up a private one for that job, and your contract names whose account it sits in.

AI Formula is an EU company in Vilnius, Lithuania, that works under GDPR and offers a data processing agreement (DPA) as standard.

The AI only gets access to the data each job needs, and those limits are agreed with you before anything is built.

Yes. Most of AI Formula's work connects systems a business already uses, including GoHighLevel, HubSpot and software with no API.

There's no need to switch platforms first.

AI Formula can still automate it, with a robot that works through the software's screens the way a person would.

For a US gym franchise group, a robot logs into ABC Financial every day, opens about 3,000 accounts and confirms every fee waiver on screen.

See the case study →

Yes. Many AI Formula clients arrive with a setup built by a previous team, an agency's contractors or an earlier attempt.

The audit maps what it does, what's broken and what's worth keeping, so the work builds on it rather than starting again.

By SMS, social media DMs such as Facebook Messenger, and web chat.

The AI replies in your own words within seconds, day and night, wherever the lead first got in touch.

A GoHighLevel (GHL) specialist sets up and runs a business's GoHighLevel account: pipelines, workflows, calendars, forms, texting, email and AI, so every lead is followed up and nothing is done by hand twice.

AI Formula builds GoHighLevel systems for service businesses, from a first setup to fixing one that has stopped working, and connects GoHighLevel to the other tools a business already uses.

What AI Formula builds in GoHighLevel →

Yes. AI Formula builds GoHighLevel setups from scratch and takes over existing ones that need fixing.

For Ready for Love, AI Formula audited and rebuilt the back end, and the founder says what used to take hours of manual work now runs on autopilot.

See our GoHighLevel experts page →

With AI Formula, a GoHighLevel project starts with an audit and plan from $1,000, credited if you continue, and builds start from $2,000 at a fixed price.

For context, 2026 guides from GoHighLevel agencies put a done-for-you setup at $1,500 to $5,000 one-off, and freelancers at $25 to $100 an hour. Your GoHighLevel subscription and usage are billed by GoHighLevel, in your own account.

See GoHighLevel pricing →

Set it up yourself if you need one or two simple workflows and have the time; hire an expert like AI Formula when the system touches revenue, such as lead follow-up, bookings or billing.

A DIY setup takes weeks of your own time. A done-for-you build from AI Formula is tested on your real data and handed over with written instructions and a video.

Compare doing it yourself, a freelancer and AI Formula →

With AI Formula, a focused GoHighLevel fix can be live in 3 days; a full build or migration typically takes 2 to 4 weeks from the approved plan.

Everything is tested on your real data before it goes live, so your team keeps working as normal in the meantime.

How a GoHighLevel project works →

You do. AI Formula builds in your own GoHighLevel account, so the account, the contacts and the automations stay yours; your contract sets out the details.

Every handover includes written instructions and a video.

GoHighLevel work at a glance →

Ask to see a live build for a business like yours, who will build your account, who owns it, how it's tested and what happens when something breaks.

Also check that the scope and price are written down before work starts. AI Formula agrees a fixed scope and price in a written plan, builds in your own account wherever possible, and offers a monthly plan for monitoring and changes.

How to choose a GoHighLevel consultant →

Yes. AI Formula moves your contacts, tags and fields into GoHighLevel, then rebuilds your workflows, pipelines and calendars and tests them before you switch over.

A migration is more than importing contacts: automations don't copy across between platforms, so each one is rebuilt and checked before the old system is switched off.

GoHighLevel migrations →

Yes. AI Formula sets up the A2P 10DLC registration that US businesses need to send texts from GoHighLevel, including the opt-in and opt-out wording carriers check.

Without it, US carriers filter or block texts sent from standard 10-digit numbers. Approval usually takes one to two weeks, longer if the registration is sent back.

A2P 10DLC and texting →

Yes. AI Formula sets up AI in GoHighLevel that replies to new leads by SMS and social media DMs within seconds, answers their questions, books them into your calendar and hands serious leads to your team.

GoHighLevel's own AI add-on, AI Employee, costs $50 or $97 a month per sub-account on top of the platform subscription, depending on the plan. AI Formula builds on it, on other AI platforms, or as a custom AI agent, whichever fits the job.

GoHighLevel AI lead follow-up and booking →

Yes. AI Formula builds GoHighLevel systems for marketing agencies to deliver to their own clients, under the agency's name.

The agency keeps the client relationship, and AI Formula handles the build, testing and handover.

White-label GoHighLevel builds →

You own what we build for you; your contract sets out the details.

Every handover includes written instructions and a video, so your team knows how it works.

You keep what we built for you and its documentation; your contract sets out the details.

AI Formula builds in your own accounts wherever possible. Anything that runs in AI Formula's accounts is named in your contract and handed over if you leave.

On AI Formula's monthly AI concierge plan, the team watches your systems, catches problems early and fixes them within the agreed number of changes.

Builds are also designed to fail safely: the gym group's billing robot keeps a saved copy of each day's report, so if ABC refuses a login, the day isn't lost.

Yes. Every AI Formula handover includes written instructions and a video.

AI Formula can also train your team to make routine changes themselves.

An AI appointment setter is AI that replies to new leads within seconds, answers their questions, follows up and books them straight into your calendar.

AI Formula builds them inside your own tools. For Property Wealth Creator, one booked 71 investor appointments in six weeks without the founder making a single call.

See the case study →

It hands the lead to the right person on your team, with the conversation so far.

AI Formula's lead systems follow up until a lead books or says no, and pass the serious ones to a person.

Yes. AI Formula's lead systems answer and book day and night.

Property Wealth Creator's founder says investors book appointments around the clock without having to chase anyone.

Yes. AI Formula's systems send reminders so people show up, and chase no-shows and quiet quotes for you.

Property Wealth Creator's founder reports almost no no-shows across 71 investor appointments.

Database reactivation is contacting the old leads you already paid for and bringing the right ones back with a personal message.

AI Formula's campaign for three Anytime Fitness locations brought back 49 new members with no ad spend, 4.7x the industry benchmark. For The Brothers That Just Do Gutters, a cold database produced $224K in pipeline and 44 opportunities.

See the Anytime Fitness case study →

It depends on how the contacts were collected, so before any AI Formula reactivation campaign starts, the client confirms their list is allowed to be contacted.

Every message also gives people a simple way to opt out. Rules differ by country, so for specific questions about your list, check with your legal adviser.

AI Formula sets this with each client: whether the AI introduces itself as an AI assistant follows your rules and the law where you sell.

Either way, it writes in your words and tone, and hands serious leads to the right person on your team.

Both. AI Formula can build the system for you, or train your team on their own tasks and tools so they do it themselves.

Many clients do a bit of each.

Each AI Formula training session is individual, built around your team's real tasks, and ends with a working document you can reuse.

A session starts with what you did since the last one, fixes what isn't working, then covers a short piece of theory practised on your real work. The document after it holds the key points, steps, screenshots and prompts to copy. Sessions are scoped on the call, for example a plan of four sessions.

Yes. Many AI Formula clients come after trying AI themselves and want it to work reliably.

Every project starts with a plan, so the work builds on what you already have.

AI Formula's system answers every gym enquiry at once, books the visit and sends reminders, with no extra staff.

At Anytime Fitness, leads the AI booked became members at 73%, against 38% for leads who booked themselves.

See the case study →

Yes. AI Formula built a robot that works ABC Financial's daily delinquency list for a US gym franchise group.

It waives eligible fees, re-drafts bank payments ABC has stopped retrying, and flags the few accounts that need a person. It took about 30 hours a week of work off the team.

See the case study →

Yes. For Biuro, AI Formula cut job ad setup from about 30 minutes to 5 per ad.

The system reads each job listing, writes the ad and its image, and publishes it to Meta after a review. For Workis, 260 live jobs run across 3 countries with one click per job.

See the Biuro case study →

AI Formula's published case studies show results across fitness, property, recruitment and home services.

• US gym franchise group: about 30 hours a week of ABC Financial billing work automated, and about $42,000 in built-up fees cleared in the first runs
• Property Wealth Creator: $360K+ pipeline and 71 investor appointments in six weeks, no cold calls
• Anytime Fitness: AI-booked leads became members at 73%, against 38% for self-booked
• Anytime Fitness: 4.7x the industry benchmark, 49 new members from old leads, no ad spend
• Biuro: about 5 minutes per job ad instead of 30
• The Brothers That Just Do Gutters: $224K in pipeline and 44 opportunities from a cold database

See all case studies →