How This DJ Automated Everything with AI
Overview
This business case showcases how we transformed the administrative operations of a DJ’s business, allowing him to focus on performing while automating tasks like invoicing, billing, and communication. With a mix of traditional automation tools and AI agents, we eliminated repetitive and time-consuming tasks, delivering a seamless experience for both the DJ and his clients.
Challenges
Manual and Repetitive Work:
The DJ had to manually manage playlists, create WhatsApp groups, and handle contracts for up to four weddings weekly, leading to inefficiencies.
Administrative tasks like invoicing, contract management, and playlist updates consumed hours of valuable time.
Lack of Integrated Systems:
Existing tools were not connected, creating silos of information and manual handoffs.
Managing client communications and contracts through WhatsApp required repetitive actions and lacked centralization.
Limited Scalability:
The manual processes made it difficult to scale operations, limiting the number of events the DJ could handle.
Solutions Implemented
Step 1: Comprehensive Process Analysis We began by analyzing the DJ’s workflow, identifying bottlenecks, and defining areas where automation could create the most impact.
Step 2: Tech Stack Implementation A combination of tools was used to automate and optimize the DJ’s administrative tasks:
Make.com: Trigger-based automation for predictable and repetitive tasks.
Relevance AI: AI agents for handling unpredictable scenarios and client-specific requests.
Spotify: Automating playlist creation, updates, and personalization.
WhatsApp via MaytAPI: For seamless communication and group management.
Airtable: Centralized database for client and event management.
Google Calendar: For scheduling and managing events.
Signwell: Contract creation and signature collection.
Stripe: For processing client payments.
Step 3: Workflow Automation The automation process was divided into three steps:
Client Onboarding:
Incoming leads were qualified through a phone call.
AI agents transcribed call details and created records in Airtable.
WhatsApp groups were automatically created, contracts were generated and sent, and initial playlists were shared for client feedback.
Event Management:
Playlists for each wedding (cocktail, dinner, and party) were automatically created and customized based on client preferences.
Google Calendar was updated with event details, ensuring the DJ’s schedule was optimized.
Payment and Follow-Up:
Contracts were signed through Signwell and stored in Google Drive.
Payment links were generated and shared via WhatsApp.
AI agents ensured all tasks were completed and flagged the DJ for approvals when necessary.
Results
Time Savings:
Administrative workload reduced by over 80%, allowing the DJ to focus on performances and client interaction.
Improved Client Experience:
Clients received timely updates and personalized service through automated WhatsApp messages and playlist sharing.
Scalability:
The DJ can now handle a higher volume of events without additional administrative effort.
Cost Efficiency:
Maintenance costs for the automated system are approximately $200/month, delivering exceptional ROI by freeing up significant time and resources.
Key Takeaways
Balancing Automation and AI: Combining traditional automation with AI agents provides a flexible and efficient solution for diverse tasks.
Custom Solutions: Understanding the unique needs of the DJ’s business allowed us to create a tailored system that enhances operations.
Client-Centric Design: Automating client interactions through WhatsApp ensures a personal touch without the manual effort.
Conclusion
This project highlights the power of automation in transforming a small business. By automating the DJ’s administrative tasks, we unlocked more time for creativity and client engagement, creating a scalable and efficient operation.
Ready to automate your business processes? Let’s discuss your project!
Davy Martial
January 20, 2025
