# Rex Automaton

> Premium automation and AI agency. We build the workflows, voice agents, and outreach systems that let businesses scale without hiring. Founded 2018, based in Vancouver, BC and serving clients across Canada, the United States, and remotely worldwide. Work is delivered as fixed-scope builds or a flat monthly automation membership.

## What we do

- [AI-Powered Sales Outreach](https://rexautomaton.com/services/ai-sales-outreach): Lead sourcing, hyper-personalized cold email, and automated follow-up at scale.
- [Workflow Automation](https://rexautomaton.com/services/workflow-automation): Make.com, n8n, and Google Apps Script systems that run your operations on autopilot.
- [AI Voice Agents](https://rexautomaton.com/services/ai-voice-agents): Inbound and outbound voice agents that book meetings, qualify leads, and follow up.
- [AI Chat & Messaging Agents](https://rexautomaton.com/services/ai-chat-agents): Web-chat and WhatsApp agents that answer questions, qualify leads, and book, in your brand voice and any language.
- [CRM Automation](https://rexautomaton.com/services/crm-automation): HubSpot, Zoho, and GoHighLevel automation that keeps your pipeline alive without manual data entry.
- [Document Automation](https://rexautomaton.com/services/document-automation): Contracts, reports, and onboarding docs generated and delivered without anyone clicking around.
- [Custom AI Integration](https://rexautomaton.com/services/custom-ai-integration): Classification, extraction, and analysis powered by GPT and Claude, built into your stack.
- [AI Search Optimization (GEO/AEO)](https://rexautomaton.com/services/ai-search-optimization): Get found and cited by Google AI Overviews, ChatGPT, and Perplexity, not just ranked on page one.
- [Custom Dashboards & Client Portals](https://rexautomaton.com/services/dashboards-and-portals): Live dashboards and client-facing portals your team and your customers actually log into, built on your real data.

## Proof of work

- [Capcon Networks: $3.5M+ pipeline from AI-driven outreach](https://rexautomaton.com/case-studies/telecom-cold-outreach): Capcon Networks, a global telecom infrastructure provider, hired Rex Automaton to replace their manual lead-research process with an automated AI outreach pipeline. The system monitors industry RSS feeds for infrastructure-funding announcements, scores prospects by deal size and timeline urgency, and runs personalized Outreach.io sequences. Capcon's sales team generated $3.5M+ in incremental pipeline, hit a 23% reply rate (versus the 5% B2B average), and reclaimed 252 sales-rep hours per year.
- [RocketPlanTech: $3.42M ARR from an AI-powered call center](https://rexautomaton.com/case-studies/rocketplantech-ai-call-center): RocketPlanTech, a restoration services SaaS, replaced manual call-center agents with an AI voice system built by Rex Automaton that triages 60% of inbound emergency calls, runs automated outbound campaigns, and operates 24/7 without overnight staffing. The deployment generated $3.42M in incremental ARR, saved 2,500 agent hours per year, and lifted inbound conversion from 10% to 15% across the restoration-company customer base.
- [Crohn's & Colitis Canada: an AI content engine grounded in their own knowledge base](https://rexautomaton.com/case-studies/ccc-ai-content-engine): Crohn's and Colitis Canada (CCC), the country's largest volunteer-based IBD charity, deployed a Retrieval-Augmented Generation (RAG) content engine built by Rex Automaton. The system ingests 231 web pages and 800+ YouTube transcripts as searchable vectors via Pinecone and OpenAI, lets CCC's content team request new articles in Airtable, retrieves relevant context from their own approved sources, and generates medically-grounded drafts in CCC's voice for human review.
- [Forward Funding Canada: $830,250/year unlocked from AI underwriting](https://rexautomaton.com/case-studies/forward-funding-ai-underwriting): Forward Funding Canada, a merchant cash advance (MCA) lender, replaced manual bank-statement reviews with an AI underwriting pipeline built by Rex Automaton. The system extracts bank statements to JSON at ~95% field accuracy, applies deterministic knockout rules with confidence thresholds, and routes qualified files to sub-60-second outreach in Salesforce. The pipeline delivers roughly $830,250 in annual benefit through 405 hours of direct underwriter labor saved plus a funded-deal-rate lift from 10% to 25%.
- [Lyft Commodity: $665K annual benefit by automating manual data entry](https://rexautomaton.com/case-studies/lyft-commodity-transcription): Lyft Commodity, a 20-trader commodity trading firm, automated voice-note transcription and trade-system data entry via an AI pipeline built by Rex Automaton. The system eliminated $346,253 in direct annual labor cost, reclaimed 2,400 trader hours per year for revenue-generating work at $133/hr, and delivered a total $665,381 annual benefit at a 192% first-year ROI.
- [Chris C. Gallagher: 2,160 hrs and $173K of opportunity cost recovered](https://rexautomaton.com/case-studies/ig-dm-automation): Chris C. Gallagher, a wholesale real estate educator with 200+ daily Instagram DMs, automated his inbox via a Rex Automaton system that classifies inquiries by intent, sends personalized responses with merge fields, escalates high-intent leads within 5 minutes, and syncs qualified prospects into a CRM. The system recovered $172,800 in opportunity value annually, lifted DM-to-enrollment conversion 30%, and cut average response time from 4 hours to under 1 hour.
- [IT360 (New Zealand): $555K/year saved on sales-call review and onboarding](https://rexautomaton.com/case-studies/it360-sales-call-intelligence): IT360, New Zealand's largest managed IT services provider, deployed an AI sales-call summarization platform built by Rex Automaton. The system auto-transcribes 2,000+ monthly calls into structured 2-3 minute executive summaries graded across Greeting, Discovery, Objection Handling, and Closing, with insights synced into CRM deal records and LMS training modules. IT360 saves $555K+ annually, cuts new-hire ramp time 75%, and achieves consistent compliance auditing across every call.
- [LandFinder: 187 prospects, 25% reply rate](https://rexautomaton.com/case-studies/land-developer-lead-gen): LandFinder, a real-estate development firm, partnered with Rex Automaton on a hyper-targeted cold outreach campaign. The pipeline pulled property records and ownership data, verified contacts via Apollo, and sent first emails referencing the specific parcel each landowner controlled. The 187-prospect campaign achieved a 25% reply rate (5x the B2B industry average) by trading volume for deep per-prospect personalization.
- [Troy Shepherd: 0 to daily booked meetings in 6 weeks](https://rexautomaton.com/case-studies/education-consultant-pipeline): Troy Shepherd, a solo education consultant focused on private school admissions and teacher training, deployed Rex Automaton's full outreach stack and moved from zero inbound to daily booked discovery calls within six weeks. Apollo-sourced ICP filtering, AI-personalized cold email, Cal.com booking integration, and reply triage run hands-off in the background while Troy stays focused on the actual consulting work.
- [AppFolio per-investor distribution for $3M AUM firm](https://rexautomaton.com/case-studies/appfolio-investor-distribution): A $3M AUM real estate investment firm automated monthly per-investor distribution reporting via a direct AppFolio API integration built by Rex Automaton. The pipeline pulls live property data, applies per-investor ownership splits, generates personalized branded PDF statements, and emails each one with the right subject line and attachment. Monthly distribution runs now require zero human intervention from a single trigger.
- [700+ receipts/month extracted at $4-9 total cost](https://rexautomaton.com/case-studies/receipt-extraction-pipeline): A multi-client accounting firm migrated 700+ monthly receipt extractions from a fragile paid third-party service to OpenAI's native PDF processing via a Rex Automaton pipeline. Total monthly cost dropped from a recurring subscription to $4-$9 in API spend. A mass-patcher script rolled the new architecture across 115+ client scenarios in a single pass with no per-client manual work.
- [AI voice agent qualifies 5,000+ dormant leads 24/7](https://rexautomaton.com/case-studies/ai-voice-agent-real-estate): A real estate brokerage with 5,000+ dormant leads deployed a conversational ElevenLabs voice agent built by Rex Automaton that makes outbound qualification calls 24/7. The agent identifies buying versus renting intent, captures budget and timeline, and books appointments directly into agents' calendars. Natural pacing, filler words, and pauses keep prospects on the line instead of hanging up the way they would on a typical robocaller.
- [30 minutes of post-call admin reduced to under 5](https://rexautomaton.com/case-studies/post-meeting-pipeline-dogfood): Rex Automaton's internal post-meeting pipeline reduces 30 to 45 minutes of after-call administrative work to under 5 minutes. Fathom transcripts auto-route through AI analysis into branded scope-of-work Google Docs, personalized follow-up Gmail drafts, and Notion CRM records with next-step tasks. The system makes back-to-back discovery calls operationally viable and ships to clients as our PreMeet product.

## Tool comparisons

- [Make vs n8n](https://rexautomaton.com/compare/make-vs-n8n): Make is a visual, cloud automation platform that is fastest for non-developers and has the larger app catalog. n8n is a developer-friendly, self-hostable tool that wins on custom logic, data privacy, and cost at high volume. Non-technical teams start faster on Make; engineering teams and privacy-sensitive work pay off on n8n.
- [Make vs Zapier](https://rexautomaton.com/compare/make-vs-zapier): Zapier is the easiest automation tool with the largest app catalog, best for simple, linear automations. Make is more powerful and far cheaper per action, with visual multi-step branching, but has a steeper learning curve. Choose Zapier for quick, simple workflows; choose Make when workflows get complex or volume makes Zapier expensive.
- [n8n vs Zapier](https://rexautomaton.com/compare/n8n-vs-zapier): Zapier is a no-code, cloud automation tool with the biggest app catalog, ideal for non-technical users and simple workflows. n8n is a developer-focused, self-hostable platform that is far cheaper at scale and far more flexible, but expects technical skill. Choose Zapier for ease; choose n8n for control, privacy, and cost.
- [Make vs Power Automate](https://rexautomaton.com/compare/make-vs-power-automate): Power Automate is Microsoft's automation tool and the natural choice if your business runs on Microsoft 365, with deep Office, Teams, and SharePoint integration plus desktop RPA. Make is a platform-agnostic visual builder that is easier to learn, cheaper for non-Microsoft stacks, and stronger at connecting third-party SaaS. Pick Power Automate inside the Microsoft world, Make outside it.
- [Zapier vs Power Automate](https://rexautomaton.com/compare/zapier-vs-power-automate): Zapier is the easiest automation tool with the widest third-party app catalog, ideal for connecting cloud SaaS quickly with no technical skill. Power Automate is Microsoft's tool, best when your stack is Microsoft 365 and you need desktop RPA or enterprise governance. Choose Zapier for breadth and ease, Power Automate inside the Microsoft ecosystem.
- [GoHighLevel vs Zapier](https://rexautomaton.com/compare/gohighlevel-vs-zapier): GoHighLevel is an all-in-one CRM and marketing platform with automation built in, best for agencies and service businesses that want CRM, funnels, email, and SMS in one place. Zapier is a universal connector that links thousands of separate apps. They solve different problems and are often used together: GoHighLevel runs the marketing, Zapier connects it to everything else.
- [AppFolio vs Buildium](https://rexautomaton.com/compare/appfolio-vs-buildium): AppFolio is a mid-market property management platform with a modern interface, deep automation and AI features, and a robust REST API, best for growing portfolios (it carries a monthly minimum). Buildium is more affordable and SMB-friendly, strong for smaller portfolios and community associations. Choose AppFolio to scale, Buildium to start lean.
- [AppFolio vs Yardi](https://rexautomaton.com/compare/appfolio-vs-yardi): AppFolio is a modern, mid-market property management platform that is quick to deploy with a clean interface and strong automation. Yardi is enterprise-grade (Voyager) with deep configurability for large and commercial portfolios, plus a lighter SMB product (Breeze). Choose AppFolio for mid-market speed and usability, Yardi for enterprise scale and complex commercial needs.

## Key pages

- [Services](https://rexautomaton.com/services): Full catalogue of automation services.
- [Membership](https://rexautomaton.com/membership): Flat monthly automation subscription, unlimited queued requests.
- [ROI Calculator](https://rexautomaton.com/roi): Estimate hours and dollars recovered by automating a process.
- [Case Studies](https://rexautomaton.com/case-studies): Measured client outcomes.
- [About](https://rexautomaton.com/about): Company background and how we work.
- [Team](https://rexautomaton.com/team): Who builds the systems.
- [Contact](https://rexautomaton.com/contact): Email jacky@rexautomaton.com, phone 587-317-8355.

## Recent writing

- [AI Voice Receptionist: How to Do Warm Transfers and Routing](https://rexautomaton.com/blog/ai-voice-receptionist-warm-transfer-routing): We built AI voice receptionists with warm transfer, live-agent routing, on-hold queues, and failover to voicemail or SMS. This guide shows the exact call control patterns and gotchas we solved.
- [AI Voice Receptionist Scripts: Call Flow Examples](https://rexautomaton.com/blog/ai-voice-receptionist-scripts-call-flows): Proven AI voice receptionist scripts and call flows we run in production: triage, qualify, and warm transfer with guardrails. Includes templates and build steps.
- [AI Voice Receptionist After Hours: Overflow + Warm Transfer](https://rexautomaton.com/blog/ai-voice-receptionist-after-hours-overflow): How we built after-hours and overflow call answering with warm transfer and safe failover. In production it handles missed calls without losing leads.
- [AI Voice Receptionist Pricing and ROI](https://rexautomaton.com/blog/ai-voice-receptionist-pricing-and-roi): What it really costs to run an AI voice receptionist: minutes, telephony, calendars, transfers, and human failover. How we price it and model ROI from live deployments.
- [How to Add an AI Voice Receptionist to RingCentral](https://rexautomaton.com/blog/ai-voice-receptionist-for-ringcentral-setup): We installed an AI voice receptionist on RingCentral without porting. It qualifies callers, transfers to extensions/queues, handles after-hours, and archives voicemail + recordings.
- [How to Send Elementor Forms to Google Sheets with Uploads](https://rexautomaton.com/blog/elementor-forms-to-google-sheets-with-uploads): We built a reliable Elementor Forms to Google Sheets sync that also saves file uploads to Drive: stable field mappings, dedupe, and an audit trail for compliance.
- [Typeform to Google Sheets With Attachments](https://rexautomaton.com/blog/typeform-to-google-sheets-with-uploads): How we capture Typeform file uploads to Google Drive and log clean rows in Google Sheets with working links. Uses Typeform webhooks and a script that saves files before links expire.
- [How to Send Jotform to HubSpot With File Attachments](https://rexautomaton.com/blog/jotform-to-hubspot-with-attachments): We built a webhook-based Jotform to HubSpot integration that preserves multiple file uploads: uploads to HubSpot Files, creates a Note with hs_attachment_ids, and associates to the right contact and deal.
- [Intercom to GoHighLevel: Two-Way Sync and Lead Routing](https://rexautomaton.com/blog/intercom-gohighlevel-sync-and-lead-routing): How we ship Intercom to GoHighLevel two-way sync with webhooks and Make: route chats and emails to the right pipeline, owners, and SLAs so nothing slips.
- [Who Can Build a Custom AI Automation for My Business?](https://rexautomaton.com/blog/who-can-build-custom-ai-automation): How we scope, build, and ship custom AI automations: real patterns, gotchas, and what to ask any vendor so you keep ownership and get a reliable result.
- [How to Send JotForm Uploads to Google Drive Folders](https://rexautomaton.com/blog/jotform-to-google-drive-with-attachments): We built a JotForm webhook + Apps Script flow that saves each submission into its own Google Drive folder and logs working links to Google Sheets. Handles Shared Drives, stable links, and the JotForm privacy setting that breaks file URLs.
- [How to Send Gravity Forms to Google Sheets With Uploads](https://rexautomaton.com/blog/gravity-forms-to-google-sheets-with-uploads): We wired Gravity Forms to Google Sheets with file uploads preserved as links using the Webhooks Add-On and a Google Apps Script endpoint. Real-time rows, deduping, and checkbox flattening built in.
- [Stripe Dunning Emails: How to Set Up and Customize Retries](https://rexautomaton.com/blog/stripe-dunning-emails-automation-guide): A build-first guide to Stripe dunning: listen to the right webhooks, keep Smart Retries, and run on-brand emails via your mailer with idempotent handlers to prevent double sends.
- [How to Automate LinkedIn Content Scheduling](https://rexautomaton.com/blog/automate-linkedin-content-scheduling): We built a production LinkedIn scheduler that drafts on-brand captions, routes approvals, and posts as your Page with link-in-comment handling. Here is the exact architecture and the gotchas we fixed.
- [AppFolio Workflow Integration: Maintenance, API, Zapier](https://rexautomaton.com/blog/appfolio-workflow-integration-guide): AppFolio workflow integration to automate maintenance work orders, owner updates, and AR dunning using Stack API or scheduled CSV for fast, reliable delivery.
- [Stripe Smart Retries vs Custom Retry Logic: When to Use Each](https://rexautomaton.com/blog/stripe-smart-retries-vs-custom-retry-logic): We shipped dunning that blends Stripe Smart Retries with custom webhook-driven retries. Learn when Stripe's ML timing is enough and when to build your own for SCA, non-card rails, and custom windows.
- [How to Generate ASIN-Compliant Titles at Scale](https://rexautomaton.com/blog/generate-asin-compliant-titles-at-scale): We built a post-matching pipeline that turns mapped ASINs into Amazon-policy-safe titles and bullets at scale. It validates length, banned terms, and brand authority, then stages SP-API updates with monitoring.
- [Fathom to ClickUp: Create Tasks with Owners and Due Dates](https://rexautomaton.com/blog/fathom-to-clickup-tasks-from-calls): We wired Fathom AI webhooks to auto-create ClickUp tasks with assignees and due dates. This guide shows the exact flow using Fathom webhooks/API and ClickUp auth to ship a production, duplicate-safe build.
- [Stripe invoice.payment_failed event: docs and dunning](https://rexautomaton.com/blog/stripe-invoice-payment-failed-vs-charge): Stripe invoice.payment_failed event: use it for subscription dunning and access gating. Align with Smart Retries. Restore access on invoice.paid.
- [How to Create HubSpot Tickets from Fathom Calls](https://rexautomaton.com/blog/fathom-hubspot-create-tickets-from-calls): We built a Fathom to HubSpot bridge that turns call summaries into tickets and auto-associates the right contacts and companies. In production it removes manual triage and speeds follow-up.
- [How to Automate Client Onboarding Emails and Tasks](https://rexautomaton.com/blog/automate-client-onboarding-emails-tasks): A signed deal can trigger welcome emails, task checklists, document collection, and a live status page. We built this pattern in production and cover the exact steps and gotchas.
- [Intercom to HubSpot Sync: Lead Routing and Gmail Logging](https://rexautomaton.com/blog/intercom-hubspot-sync-and-lead-routing): How we shipped bi-directional Intercom, HubSpot sync with webhook-driven lead routing and HubSpot Gmail thread logging so reps never miss a conversation.
- [Fathom to Pipedrive: Create Follow-Up Tasks from Calls](https://rexautomaton.com/blog/fathom-to-pipedrive-create-tasks-from-calls): We built a Fathom to Pipedrive bridge that turns call summaries into assigned Activities with due dates and owners. Safer handoffs, zero copy-paste, and cleaner follow-up.
- [Fathom to HubSpot: Auto-Create Contacts and Link Deals](https://rexautomaton.com/blog/fathom-to-hubspot-associate-calls-deals): We built a Fathom to HubSpot sync that auto-creates contacts from meeting participants and attaches AI summaries to the right companies and deals using webhooks and the Fathom API.
- [Fathom to Salesforce: Auto-Create Tasks and Notes From Calls](https://rexautomaton.com/blog/fathom-to-salesforce-create-tasks-from-calls): We built a Fathom-to-Salesforce integration that turns AI call summaries into Tasks, Notes, and follow-ups automatically. Uses Fathom webhooks/API and respects Salesforce object limits.

## Everything else

- [Blog index](https://rexautomaton.com/blog): All 180 articles.
- [Sitemap](https://rexautomaton.com/sitemap.xml): Every indexable URL.