FAQ
Frequently Asked Questions
Benian Technologies ships production-ready workflow automation, Voice AI for inbound call handling, Chat AI grounded on your knowledge base, deployable AI Agents, Data Intelligence dashboards, and a productized AI Audit for mid-market businesses. Below are answers to the most common questions about pricing, timelines, infrastructure ownership, and what each of our six navbar solutions actually covers.
Getting Started & Pricing
Every engagement starts with a free discovery call, followed by a scoped proposal with fixed deliverables, a fixed fee, and a fixed timeline. Most projects ship in 14 to 21 business days. You approve the scope in writing before any work begins, and every deliverable is reviewed in weekly checkpoints.
Individual workflow builds typically range from $750 to $10,000+ depending on scope and integration complexity. Smaller automations (a single content pipeline, one CRM sync) land at the low end. Multichannel lead generation systems, RAG agents, and full orchestration builds sit at the high end. Every proposal is flat-fee with no hourly billing.
Most first builds ship in 14 to 21 business days from kickoff. Smaller single-workflow projects can ship in 7 to 10 business days. Multi-part builds (voice AI plus CRM orchestration, for example) are scoped in phases so the first value lands early even when the full engagement runs longer.
You do. Every workflow runs on your n8n instance, your domains, your inboxes, your phone numbers, your vector store, and your CRM. Credentials, logs, and recordings stay inside your accounts. Benian does not operate proprietary middleware or host client data.
Every project includes one week of post-launch support bundled in — bug fixes, monitoring, and small tweaks. Ongoing support is optional through a monthly retainer (typically around $500/month) that covers monitoring, weekly tuning, small iterations, and first-response on any issues.
Payments are split into milestones: 50% at kickoff to lock scope and start work, 50% at launch. Longer engagements get split into three milestones tied to phase deliveries. Third-party costs (API credits, hosting, domains, sending tools) are billed separately at cost and itemized in the proposal.
No. You can engage Benian directly for any feature or use case build without a prior audit. AI Audit is a separate productized engagement for teams that want a mapped roadmap across multiple automation opportunities before committing to builds.
Workflow Automation
Workflow automation means production-grade n8n pipelines that connect your systems, move data between them, and handle exceptions. Every workflow is built on your own n8n instance, runs on your credentials, and is fully inspectable. We use n8n because it is self-hostable, code-adjacent, and easy to audit. See our workflow automation solution.
Over 100 platforms through native n8n nodes and direct REST APIs: HubSpot, Salesforce, Pipedrive, Close, Redtail, Wealthbox, Orion, Clio, MyCase, Google Workspace, Microsoft 365, Slack, Notion, Airtable, Postgres, Supabase, MySQL, Twilio, Stripe, and every major email, calendar, and messaging provider.
One workflow is one end-to-end automation with a defined trigger and a defined outcome — for example, "new form submission creates a CRM record and sends a Slack alert." Complex flows with multiple branches, subflows, and retry logic still count as one. A cold email pipeline with sourcing, personalization, and reply routing is typically three or four coordinated workflows.
Every build ships with a monitoring dashboard showing throughput, success rate, failed runs, and queue depth. Failures alert to Slack or email. Exception queues surface records the workflow could not auto-resolve so your team can review and clear them in minutes instead of hours.
Every workflow has retry logic, fallback paths, and an exception queue for anything it cannot auto-resolve. Failures are logged, alerted, and captured with full context so no record is silently dropped. During the first week after launch we watch every run; after that, monitoring continues under the optional retainer.
Yes. Because everything runs on your own n8n instance with your credentials, you can take over at any time. We deliver full documentation, a video walkthrough of every workflow, and a handover session. Many clients operate their builds internally after launch and re-engage only for new features.
Voice AI
Voice AI is our inbound-call automation product. It answers every call in under two seconds, understands caller intent, books appointments against your live calendar, answers questions from your knowledge base, and escalates urgent issues to a human. Built on VAPI and deployed on your own phone number.
The agent handles unlimited concurrent calls with no busy signals or hold queues. Typical mid-market deployments run 500+ calls per month without any capacity concerns. Sub-two-second answer latency means every caller gets picked up on the first ring regardless of how many other calls are live.
Yes. The agent reads your live calendar (Google Calendar, Microsoft 365, Calendly, or industry-specific booking systems), offers real available slots, confirms bookings inside the call, and logs the entire interaction to your CRM (HubSpot, Salesforce, Pipedrive, or vertical CRMs) with a transcript and source attribution.
Yes. The agent automatically detects what language the caller is speaking (typically English and Spanish in North American deployments) and responds in that language without a menu prompt or extra friction. Other language pairs are supported on request — the underlying models cover 45+ languages.
Yes. Voicemail is the single biggest source of missed opportunity, and the agent replaces it with a live conversation that captures the ask, classifies the urgency, books an appointment if possible, and notifies the right person immediately. No caller ever hits a voicemail dead end.
Monthly operating costs depend on call volume and model choice. Typical mid-market deployments running 500+ calls per month land between $300 and $900/month in third-party usage (VAPI, models, telephony). The build itself is a one-time flat fee. Benian does not mark up third-party costs.
Data Intelligence
Data Intelligence is our dashboards and analytics product line. It turns raw data from your CRM, workflows, and databases into live operational dashboards covering pipeline metrics, workflow health, exception rates, and revenue attribution. Every dashboard is built on your own data warehouse.
HubSpot, Salesforce, Pipedrive, and most CRMs via native APIs. Postgres, Supabase, MySQL, and BigQuery for structured data. Google Sheets, Airtable, and Notion for lightweight sources. Stripe for revenue. Gmail/Outlook for email analytics. Plus any source exposed through REST or GraphQL APIs.
Both. Operational dashboards (pipeline, workflow health, exceptions) refresh in near-real-time through webhooks and live queries. Heavier historical analytics and trend reports run in batch on a daily or weekly schedule to keep query costs predictable. The refresh cadence per view is configurable.
You do. Dashboards are built in your own tooling (Metabase, Superset, or a custom Next.js app on your Supabase) and run on your data warehouse. Benian does not operate a proprietary BI platform. You can modify, extend, or replace any dashboard without vendor involvement.
Yes. Every Data Intelligence engagement starts with a scoping session where we map the metrics and reports you need. Custom KPIs, cohort analyses, executive summaries, and automated weekly/monthly reports are all in scope. New reports added post-launch fall under the optional retainer.
AI Audit
The AI Audit is a productized engagement that maps your current operations, identifies automation and agent opportunities, ranks them by ROI, and hands you a build-ready roadmap you can execute with Benian or any other team. It covers workflow surface area, data availability, integration complexity, and cost-to-value estimates for every opportunity.
A written audit report, a prioritized opportunity roadmap with effort and ROI estimates, a 60-minute presentation of findings, and concrete recommendations for the highest-leverage first builds across voice AI, workflow automation, agentic AI, and AI agents. Clients receive the full report in editable form so they can iterate on it internally.
No. Teams that already know what they want to build can engage Benian directly for a feature or use case build without an audit first. The audit is the right choice when the direction is unclear or when multiple opportunities need prioritization.
A typical AI Audit takes two to four weeks from kickoff to final report, including stakeholder interviews, system review, and writeup. The timeline depends on the number of systems, stakeholders, and workflows in scope. A clear engagement window is set in the proposal before work begins.
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