Kaistra AI

Kaistra AI is an AI automation agency built on one principle: Outcomes Over Workflows. We don't sell hours, dashboards, or "transformation roadmaps." We ship working automations that replace manual work and pay for themselves in weeks.

We work with SMB and lower mid-market companies (11-50 employees) in marketing, professional services, e-commerce, education, and B2B SaaS, the segment that has real operational pain, real budget, and is underserved by enterprise consultancies focused on Salesforce-tier clients.

What we build with Zapier:

• AI enriched lead pipelines: form/webhook → enrichment → LLM qualification and scoring → CRM with hot-lead Slack alerts

• Cold email infrastructure: scraping → validation → Zapier routing into Instantly/Smartlead with status sync back to Airtable/Sheets

• Client onboarding: Stripe/HelloSign trigger → Drive provisioning → kickoff doc generation → CRM stage update → sequence enrollment

• Support and ops automation: Help Scout / Gmail → AI tagging and summarization → routing → KB suggestion drafts

• Reporting pipelines: scheduled Zaps pulling from multiple sources, LLM summarization, daily digest to Slack/email

Our approach:

1. Discovery: we map your actual workflow (not the org chart version), identify transfer/lookup/notify work, and quantify hours lost.
2. Design: we scope to measurable outcomes (lead response under 2 min, zero manual CRM-to-billing entry, etc.), not vague "automation."
3. Build: Zapier is our default for cross-app workflows using Paths, Filters, Formatter, Storage, Webhooks, and Code steps where logic gets non-trivial, plus Zapier AI / OpenAI / Anthropic for classification and content.
4. Optimize: we monitor task usage monthly, refactor noisy Zaps, and migrate the heaviest jobs to other backend services only when Zapier isn't the right tool.

If your team is doing repetitive work that could be triggered by an event in another tool, we can probably automate it. Book a free discovery call and we'll tell you straight whether we are the right fit before you spend a dollar.