QUESTIONS
Frequent questions about our automation work
The questions we are asked before a first conversation, with short answers you can verify.
DIRECT ANSWER · What does VirtuaTech do, and for whom?
VirtuaTech builds custom automation for SMBs and organizations from Montréal: information intake, follow-up, document preparation and data entry between tools. An agent prepares the work; a person on your team approves what matters. It all starts with a free 20-minute discovery call.
What does VirtuaTech actually build?
Websites and intake forms, connections between your tools, CRM or tracking interfaces and AI agents for repetitive tasks. For example: receive a request, create its file, identify missing documents and prepare the next action for your team.
Who is this for?
SMBs and organizations whose teams regularly handle requests, registrations or files and lose time to data entry, follow-up or searching for information. Our past mandates come mostly from financial advisory practices, brokers and a regulated trading desk: environments where every step has to be verifiable. The first conversation checks whether your problem fits what we can build.
Do we need to automate the whole company?
No. We start with one defined process, such as incoming requests, prospect follow-up or file preparation. We agree the scope before building and expand only when the results justify it.
What happens on the first call?
Bring an example of a request or file that costs your team time. We look at the steps, tools and point where work gets stuck, then discuss a possible first scope. A quote and schedule follow definition of the work; they are not assumed in advance.
Do we need to replace our CRM or software?
Not necessarily. We first check what your tools can do and how to connect them. A new interface or replacement is proposed only when the process needs it.
Can AI agents talk directly to our clients?
They can reply, request a document or help arrange a meeting within limits you choose. Exchanges requiring advice or an important decision go to a person.
Who approves important decisions?
Your team. We define which tasks may run automatically and which must wait for approval. A consequential action remains tied to the data and conditions the person reviewed.
What if a document is missing or a tool goes down?
The file stays waiting with a visible reason and owner. The system retains the request and flags the exception; it does not treat a missing check as a success.
Will our client data train AI models?
Data in the systems we build belongs to you and is processed under your instructions. Services and their data handling terms are defined in the engagement. We do not reuse your files to promote VirtuaTech or train general-purpose models.
What does the work cost, and how long does it take?
Price and timing depend on the process, tools, available access and required checks. We define that scope and give you a quote before building. We do not guarantee a universal deadline or saving.
How do we know the automation helps?
We track measures relevant to your process: handling time, completed files, waiting time, corrections or recorded meetings. We distinguish executed tasks from client outcomes and compare with available data from before the change.
Do you work in English and French?
Yes, including conversations, documentation and agent messages. We work remotely with teams in Canada, the United States and international markets.
Make, Zapier, n8n or custom code: which do you use?
The tool follows the process, not the other way round. A simple link between two systems can run on Make or Zapier; a process with sensitive data or approvals is better built on n8n, which you can host, or in custom code. The choice is justified in writing in the audit.
Where is my data hosted, and what about privacy law?
For each automation we document which personal data moves, where it is stored, who can access it and for how long. Hosting in Canada is possible when your obligations require it; the ChainMyne Cockpit, for example, is hosted on AWS in Canada.
Why is the audit paid?
Because it produces real work: the written map of your process, priorities calculated from your own data and a firm quote. The report is yours, and its fee is credited toward the build if you go ahead within 60 days. The 20-minute discovery call is free.
Start with one process that gets stuck
Bring an example of an unanswered request, repeated data entry or a file waiting on documents. We look at the steps and tools with you, then discuss what a first project could cover. The scope, quote and schedule are agreed before construction.