AI workflows that run themselves
We build AI agents and automations that do real work inside your systems: booking conversations on WhatsApp, support triage, bookkeeping, dashboards and content. Hireavilla's agents handle 5,000 to 10,000 guest conversations a month, and a person stays in the loop wherever a wrong call is costly.
Fig. 04 — The network effect
What we build with AI
Six kinds of work we have shipped for clients. Each one connects to the systems the team already uses, and each one hands over to a person where it should.
Customer-facing
Booking and sales agents
Agents on WhatsApp and Instagram that take an enquiry from the first message to a booking: checking live availability, answering questions about the property and sending a payment link.
Customer-facing
Support agents
Agents that answer customer questions from your own data, route tickets to the right person and escalate only what needs a human.
Operations
Guest and property operations
Self check-in, and agents for property management and day-to-day operations, so the team is not chasing the same steps on every stay.
Operations
Bookkeeping and back office
Financial bookkeeping agents, invoice processing and vendor follow-ups. Anything that moves money waits for a person to approve it.
Decisions
Dashboards and alerts
Sales, support and operations data pulled into one view, with an alert when a number needs someone's attention instead of a report nobody opens.
Content
Content and video agents
Research and writing agents, proposals and collateral drafted in your brand voice, and video editing agents. Your team reviews before anything is published.
What makes our automation stand out
We Map The Process First
We watch the real workflow and count the hours it burns before proposing a single agent. No automation until we know what's worth automating.
Small Agents, Not One Black Box
Modular agents you can inspect and swap out, not one giant prompt nobody can debug when it drifts.
A Human Gate Where It Matters
Approval steps wherever a wrong call is expensive. The agent drafts, a person signs off, then it proceeds. This is your business, not a demo.
Evals Catch Drift First
Every agent is scored continuously, so a quality slip shows up on a dashboard, not in a customer complaint two weeks later.
Automation isn't about replacing people — it's about removing the work that drains them. The right system gives your team time to think, decide, and build.
Workflows in production
One workflow for each kind of work above, step by step, with what changed.
- 01A guest messages on WhatsApp or Instagram.
- 02The AI agent checks live availability across about 150 villas and answers questions about the property.
- 03When the guest is ready, it sends a payment link inside the conversation.
A person steps in: VIP guests and offline payments go to the team.
Result
5,000 to 10,000 guest conversations a month, and 30% to 40% finish without a person stepping in.
Support
Holiday-home operator, Dubai
Guest questions answered from the reservation
- 01A guest asks a question on WhatsApp or email: Wi-Fi, parking, late checkout, directions.
- 02The agent matches the guest to their reservation and answers from the booking and the house manual for that property.
- 03Anything it cannot answer is routed to the guest team with the reservation and the conversation attached.
A person steps in: Refunds, damage claims and complaints always go to a person.
Result
65% of guest questions answered without the team, with replies in under 2 minutes, day or night.
Guest and property operations
Makarska Exklusiv
Direct booking to self check-in, synced with Hostaway
See the work
- 01Calendars and rates sync live from Hostaway, which stays the system of record.
- 02Guests book on the operator's own site and pay by card, PayPal or bank transfer, with a deposit split.
- 03Self check-in is automated for each stay.
Result
Direct bookings went from 10% to 60% within a year of launch, across 110 villas and apartments.
Bookkeeping and back office
Property management company, UAE
Supplier invoices coded and chased automatically
- 01Supplier invoices and receipts arrive by email or WhatsApp.
- 02The agent reads each one, pulls out the vendor, amount, VAT and property, and codes it to the right account in Zoho Books.
- 03It flags any invoice that does not match the purchase order or the bank feed, and follows up with vendors for missing documents.
A person steps in: Finance approves every entry before it posts.
Result
Month-end close went from 8 days to 3, and about 20 hours a week of data entry went away.
Dashboards and alerts
Real estate brokerage, Dubai
Lead response tracked, with an alert before a lead goes cold
- 01Leads from property portals, WhatsApp and the website land in one CRM, HubSpot.
- 02A dashboard shows leads by source, first-response time and viewings booked, per agent and per week.
- 03When a lead waits more than 15 minutes for a reply, the agent and the sales head get an alert.
Result
Average first response went from 4 hours to 12 minutes, and the sales head stopped building the weekly report by hand.
Content and video
Hospitality brand
Listing content and property reels from one shoot
- 01The team uploads photos, walkthrough footage and the property details.
- 02A writing agent drafts the listing copy, the guide page and social captions in the brand voice; a video agent cuts the footage into short reels with captions.
- 03The team edits and approves each piece in one review queue.
A person steps in: Nothing is published without a person approving it.
Result
60 pieces of content a month, each taking 15 minutes of review instead of 3 hours to produce.
Agents that decide the next step
A workflow follows fixed steps. These agents choose their next step from what they find, using the tools they are given, and stop for a person where a mistake would cost money.
Operations agent
Villa rental operator, Goa
From checkout to ready for the next guest
Tools it uses: PMS reservations, housekeeping rota, photo checks, vendor list, WhatsApp
- 01When a guest checks out, the agent reads the next arrival from the PMS and works out how long the team has.
- 02It assigns the clean to an available housekeeper and checks the photos they upload against the property's standard.
- 03If a photo shows damage or a missing item, it opens a maintenance job, asks vendors for a slot and books one that finishes before the next arrival.
- 04If nothing fits, it drafts a message to the incoming guest and holds it for the team.
A person steps in: Repairs over AED 1,000 and any message to a guest about a problem.
Result
Turnovers checked across 40 properties a day, with issues caught before 90% of arrivals instead of after guests find them.
Property management agent
Serviced apartment operator, Dubai
A guest's maintenance problem, handled to the end
Tools it uses: WhatsApp, reservations, property manuals, technician directory, job tracker
- 01A guest sends a photo or a voice note: the air conditioning is not cooling.
- 02The agent identifies the issue, checks that unit's troubleshooting notes and walks the guest through the fix.
- 03If that fails, it picks a technician by area, books the earliest slot and tells the guest when to expect them.
- 04It follows up after the visit and closes the job only when the guest confirms the fix.
A person steps in: Anything involving safety, gas or water goes straight to the on-call manager.
Result
45% of issues fixed without a visit, and time to a technician down from 6 hours to 90 minutes.
Bookkeeping agent
Vacation rental operator, UAE
Payouts reconciled, and every mismatch explained
Tools it uses: bank feed, PMS, OTA payout reports, payment gateway, Zoho Books
- 01Each week the agent pulls the bank feed, the PMS payouts and the payout reports from Airbnb, Booking.com and the payment gateway.
- 02It matches each deposit to the reservations it pays for.
- 03When an amount does not match, it investigates: commission, refunds, split payments, currency, and writes down the cause.
- 04It drafts the journal entries and a short list of the exceptions it could not explain.
A person steps in: Finance reviews the exceptions and approves the entries before they post.
Result
Reconciliation takes 3 hours a week instead of 2 days, and 85% of payouts match without a person.
Sales agent
Real estate brokerage, Dubai
A portal lead qualified, shortlisted and booked for a viewing
Tools it uses: WhatsApp, CRM, listings inventory, broker calendars
- 01A lead arrives from a property portal or WhatsApp asking for a two-bedroom in Dubai Marina.
- 02The agent asks what a broker would ask (budget, timeline, cash or mortgage, ready or off-plan) and scores the lead.
- 03It searches the brokerage's live listings, shortlists three that fit and sends them with photos.
- 04When the lead picks one, it books a viewing in the right broker's calendar and sends the broker a summary of the conversation.
A person steps in: Negotiation and anything about contracts goes to the broker.
Result
Leads qualified within 5 minutes, day or night, and 120 viewings a month booked by the agent.
E-commerce agent
Fashion retailer, Dubai
Order questions and returns, closed in the chat
Tools it uses: WhatsApp, store orders, courier tracking, returns policy, payment gateway
- 01A customer asks on WhatsApp or the site chat where their order is, or how to return it.
- 02The agent finds the order in the store, checks the courier's tracking and, if it is late, explains why and offers the options the policy allows.
- 03For a return, it checks the order date and the item against the returns policy, books the courier pickup and sends the label.
- 04When the item is scanned back in, it issues store credit, or queues the refund for approval.
A person steps in: Refunds over AED 500 and customers with repeated returns go to the team.
Result
70% of order and return questions closed without the team, and returns processed in 1 day instead of 4.
Content agents
B2B services firm
Research, writing and fact-checking as three agents
Tools it uses: web search, page fetch, brand voice guide, CMS drafts
- 01A research agent gathers sources on the topic, reads each one and keeps the quotes with their links.
- 02A writing agent drafts the article in the brand voice from those notes only.
- 03A checking agent tests every claim against the sources and marks anything it cannot support.
- 04The draft reaches the editor with the unsupported claims highlighted, not hidden.
A person steps in: An editor approves every piece before it is published.
Result
20 researched articles a month, each needing 30 minutes of editing instead of 6 hours of writing.
How we build it
We watch the workflow and count the hours it takes before proposing an agent, so we automate the work that pays.
Recent work
Explore all
Hireavilla
A luxury villa marketplace spanning Goa, Alibaug, Mangalore, Bali and Dubai
Makarska Exklusiv
A booking platform for the luxury edge of Croatia's Makarska Riviera
Frequently asked questions
Will AI agents replace my team?
No. They remove the repetitive work that drains your team, so people spend time on decisions and judgement. We put a human approval gate anywhere a wrong call is costly: the agent drafts, your team signs off.
How long before an automation is live?
Automations ship in weeks, not quarters. We start with a free 30-minute session that maps 2–3 automations you could ship this quarter, and you keep that roadmap whether or not you work with us.
What can you actually automate for a business like mine?
Four kinds of work, all delivered for clients: support agents that answer queries, route tickets and escalate only what needs a human; ops workflows such as invoice processing and vendor follow-ups; dashboards and alerts that pull sales, support and ops data into one view; and content, proposals and collateral drafted in your brand voice. For Hireavilla, AI agents handle the booking conversation on WhatsApp and Instagram end to end. We map yours specifically before quoting, because automation only pays when it targets the right hours.
Which tools do you build automations with: n8n, Make, Zapier or custom code?
All of them, chosen by budget and by the problem. n8n suits multi-step workflows you want to self-host and own. Make and Zapier are quickest when the job is connecting SaaS tools that already have integrations. Custom code is for logic, volume or data that a workflow tool handles badly, and for agents that need guardrails and evaluation. We recommend the tool after mapping the process, not before.
How much does an AI automation or agent pilot cost?
A pilot costs AED 12,000 to AED 35,000, excluding VAT, quoted as a fixed price after the free consult. The price depends on how many systems the agent connects to, how many actions it can take, the languages and the channels. Running costs are separate: model usage, channel fees such as WhatsApp templates, hosting, and an optional monthly retainer for tuning.
Which AI models do you build on?
OpenAI and Anthropic Claude models, chosen per project. The model is one part of the system. The tools it can use, the guardrails, the human approval gates and the evaluation around it decide most of how an agent behaves.
Who owns the agents and the code?
You do. The code and the IP belong to your business, and the monthly tuning retainer is optional.
