Our Process

We never build before we understand

And nothing goes live without your approval. Here's exactly how we work — from the first conversation to a live, running system.

Discovery & Workflow Mapping

Week 1–2

Before we touch a single tool or write a single line of configuration, we spend time learning your business. This means understanding your current workflow, where work comes in, how it moves through your operation, and where time and money are slipping through the cracks.

What happens

Kick-off call to walk through your current process end-to-end
Workflow mapping session — we document exactly how work flows today
Identification of the top 2–3 automation opportunities
Review of existing tools (CRM, email, job management software)

What you get

A clear picture of your workflow and a shortlist of where automation will have the most impact.

Scope Agreement & Sign-Off

Week 2

We write up exactly what we're going to build: what the automation does, what triggers it, what it sends, how it escalates, and what happens when something goes wrong. You review it. You approve it. Then — and only then — we build.

What happens

Written scope document with step-by-step automation logic
Walkthrough call to explain every decision
Revision cycle until you're satisfied
Formal sign-off before build begins

What you get

A signed scope document that defines exactly what gets built. No surprises.

We treat this step as non-negotiable. The scope document is the contract between us on what the system will do. If you want to change it later, that's fine — we just update the scope first.

Build & Shadow Mode Testing

Weeks 3–4

We build the automation system. During this phase, we also run it in shadow mode — meaning it processes real data but doesn't take any action yet. You can watch it work, see the decisions it's making, and confirm it's behaving exactly as designed.

What happens

Full automation build in your accounts
Shadow mode activation — runs alongside your real process without affecting it
Test scenarios covering normal flow, edge cases, and error conditions
Review session with real data output so you can see it working

What you get

A working automation system you've seen in action before it touches anything real.

Client Approval & Go-Live

Week 5

After shadow mode testing, we walk you through the results. You review, ask questions, request any tweaks. When you're satisfied, you say go. We flip the switch. From this point, the system is live and handling real work.

What happens

Shadow mode results review — walk through what happened and why
Final adjustments if needed
Your formal go-live approval
System activation

What you get

A live automation system, running in production, with your explicit approval.

Nothing goes live without your explicit sign-off. Full stop.

Ongoing Monitoring & Support

Monthly

This is where most vendors disappear. We don't. Every system we build is monitored monthly. When something breaks — or when your business changes and the system needs to adapt — we handle it. That's included.

What happens

Monthly system health check
Error log review and remediation
Tool integration updates as platforms change
Responsive support for questions and minor adjustments

What you get

A system that keeps working as your business grows and changes.

Quarterly Strategy Reviews

Every 3 Months

Every quarter, we sit down and look at what's working, what's changed in your business, and where we can improve the system further. Automation isn't a one-time project — it's an ongoing capability we develop together.

What happens

Quarterly review call covering system performance
Identification of new automation opportunities
Recommendations for adjustments or additions
Updated roadmap for the next quarter

What you get

An automation capability that evolves with your business — not a static build that ages out.

Our philosophy

We only take on clients we see as long-term partners. We're not here to sell you something and disappear — we want to grow together.

We never build first and ask questions later

Every system starts with a deep understanding of your workflow. We don't make assumptions about how your business operates — we ask, you explain, we map it out.

You approve the design before we build

The scope document is the blueprint. You sign off on exactly what gets built. No surprises, no scope creep, no "that's not what I asked for."

Built to handle the unexpected

If something unexpected happens, the system stops, alerts us, and waits — rather than taking bad actions. We'll likely know about it before you do. Your data is never at risk.

You're always in control

Your data is always yours. We build on your accounts and your systems, so your tools stay with you. You can stop working with us anytime — no years to detangle, no lock-in, no entanglement.

How we operate

Automate processes, not people

We don't automate people out of jobs. We automate the work that was never a good use of their time — so your team can focus on the work only they can do.

Human-in-the-loop, always

We automate process, not judgment. Every system we build keeps your people in control of the decisions that matter. Automation handles the repetitive steps between those decisions.

Built for iteration

Your business changes. Your systems should change with it. Every automation we build is designed to evolve through quarterly reviews and continuous improvement.

Why CoreStream

Technology is moving fast and becoming more accessible. We help bridge that gap through partnership — so you get the benefits of automation without needing to become a tech company.

We build on n8n — an open-source workflow automation platform that gives clients full visibility into their systems. Unlike black-box tools, n8n workflows are auditable: you can see exactly what triggered, what ran, and what happened.

Your data is always yours. We build on your accounts and your systems, so your tools stay with you. If we ever part ways, your data stays yours and your business keeps running. No lock-in, no entanglement.

Your data, your accounts, our expertise.

Ready to see how this fits your business?

The discovery call is where everything starts. We spend 30 minutes understanding your operation — you walk away with a clear picture of what automation can do for you.

Book a Discovery Call