01 · Process Automation

Your team is the integration layer. That is the problem.

Q: Do we have to replace our current systems?

Almost never. Most of what we build connects the systems you already run. Replacing software is a separate decision, and not one automation requires you to make first.

Q: What happens to the people doing this work today?

In our experience they move to work that needs judgement. Automation removes the part of a role that a rule can do; it rarely removes the role. We will tell you plainly if we think a process is an exception.

Q: Is our data safe?

Automations run inside your own environment and under your own accounts and permissions wherever possible. We do not move your data somewhere we control in order to process it.

Q: How do we know it worked?

Because we time the process before we change it. Without a baseline there is no way to claim a saving honestly, so measuring first is part of the engagement, not an extra.

Q: Where do we start?

With one process. Pick the one that annoys your team most and we will measure it. That is the free automation audit, and it works as a standalone piece even if you go no further.

Invoices re-keyed into the accounting system. Reports rebuilt every Monday morning. Approvals chased over email. This work is invisible on an org chart, but it consumes real payroll and it is where errors come from.

Book a free automation audit See what we automate

Before and after

Four processes, drawn out.

The same work twice: how most companies run it today, and how we simplify it.

Supplier invoices

Before

Invoice arrives by email
Someone opens and reads it
Typed into a spreadsheetby hand
Typed again into the ERPby hand, again
Approval chased over email
Filed in a shared folder

After

Invoice arrives by email
Read and posted to the ERPovernight
One approval request, one person

Six steps become three, and the two that were typed by hand are the two that disappear.

The Monday report

Before

Export from the ERP
Export from the CRM
Paste both into Excel
Fix the formatsevery week
Rebuild the charts
Email it round

After

It refreshes overnight
Everyone opens the same linkalways current

Nobody builds it. The report is there on Monday morning, and it is the same one for everybody.

A new client starts

Before

Deal marked won
Somebody remembers to tell operationsor does not
Folder created by hand
Welcome email written from scratch
Tasks assigned one by one

After

Deal marked won
Folder, welcome email and tasks createdthe same minute

Nothing depends on remembering. The trigger is the deal itself.

Chasing overdue payments

Before

Someone opens the ledger
Filters what is overdue
Writes each reminder
Notes who replied
Forgets to follow upthis is where the money goes

After

Overdue detected daily
Reminders sent on a schedule
Only the hard cases reach you

The chasing happens whether anyone feels like it or not.

Every process is different.

We design the automation around how your company actually runs, not around a template. These four are the patterns we meet most often; yours will look like your own.

Tell us which process is costing you the most

Financial automation

Finance is where automation pays back first.

Journal entries, reconciliations, invoicing, payroll and the monthly close repeat every month, follow rules and break when done by hand. We automate them with Excel, Power Automate, macros, SQL and AI. These are results measured before and after on finance processes our team has automated; the companies are not named.

90%

Less time to produce invoices

A U.S. software company went from several weeks to under 48 hours, and the recurring errors behind client complaints disappeared.

$600K+

Unrecorded revenue recovered

An online seller: sales, refunds and fees flowing from the marketplace into automatic journal entries showed what the books were missing.

2 daysMonthly accounting, down from three weeks

−95%Payroll errors, from about 50 a month to one or two

4×Employees on payroll, with the same admin team

<1 dayReporting cycle, down from five days

17 hSaved per entity each month, across 50 subsidiaries

40 hA month back in real-estate invoicing

What we automate in finance

Journal entriesBank reconciliationsAccount reconciliationsInvoicingPayrollMonth-end closeIntercompanyFinancial statementsReporting packs

And when the same process has to run in several entities or countries, we build it as a framework: one model, configured per company, that grows without being rebuilt.

Figures measured before and after on real processes. The companies are not named, and each result depends on the process.

Train your team to build them

Sound familiar?

Ten processes we are asked about most.

These are the situations that come up again and again. If you recognise two or three of them, there is almost certainly a week of somebody’s month hiding in your operation. What we build for each one comes out of looking at how your company runs, so it is never the same twice.

Payroll assembled by hand every cycle

Hours pulled from one system, bonuses and deductions from a spreadsheet, then re-typed into the payroll platform. One transposed figure and someone is paid wrong.

Invoices built and sent one at a time

Someone opens last month’s invoice, edits the numbers, exports a PDF, writes the email, attaches it, sends. Multiply by every client, every month.

The Monday report rebuilt from scratch

Export, paste, re-apply the formatting, fix the formulas that broke, send. Every week, the same four hours.

Data re-keyed between accounting and spreadsheets

QuickBooks says one thing, the operations sheet says another, and someone reconciles them by eye at month end.

Approvals chased over WhatsApp and email

Nobody knows whose desk it is on. The audit trail is a chat thread. The request that mattered got buried.

Quotes and proposals assembled by copy-paste

Pricing lives in one person’s head and one old file. Two quotes for the same work come out different.

Timesheets collected, chased and consolidated

Different formats from different people, a day spent chasing the stragglers, then manual totals before billing.

Stock and inventory living in disconnected sheets

The count on the floor, the count in the file and the count in the system are three different numbers.

Client onboarding documents chased one by one

A checklist in someone’s notebook, follow-up emails written by hand, and no clear view of who is missing what.

The KPI dashboard that someone updates manually

It is accurate the day it is built and stale by Wednesday, so people stop trusting it and go back to asking around.

These describe the kinds of work we take on, not specific client engagements. Where a project is referenced with figures, those figures are measured — which is why we baseline before we build.

How an engagement runs

Measure first. Always.

Discover

We sit with the people doing the work and time the actual process, not the documented one.

Map

Every step, decision and system, with the hours and the cost attached to each.

Build

The automation, tested against real cases before it touches production.

Measure

Hours and error rate, before against after, in writing.

What we build with

Power AutomatePower BIExcel & VBAGoogle Apps ScriptMaken8nQuickBooksSQLAI agents

We work inside the tools you already pay for wherever that is possible. A new licence is a cost, and the point of this exercise is to remove cost.

Questionnaire

Tell us about the process.

Six questions about how often it happens, how long it takes and where it lives. With that we can tell you whether it is worth automating before anyone quotes anything.

The questionnaire needs JavaScript. If you cannot enable it, write to us and we will go through your case with you directly.

Common questions

What people ask before they start.

Do we have to replace our current systems?

Almost never. Most of what we build connects the systems you already run. Replacing software is a separate decision, and not one automation requires you to make first.

What happens to the people doing this work today?

In our experience they move to work that needs judgement. Automation removes the part of a role that a rule can do; it rarely removes the role. We will tell you plainly if we think a process is an exception.

Is our data safe?

Automations run inside your own environment and under your own accounts and permissions wherever possible. We do not move your data somewhere we control in order to process it.

How do we know it worked?

Because we time the process before we change it. Without a baseline there is no way to claim a saving honestly, so measuring first is part of the engagement, not an extra.

Where do we start?

With one process. Pick the one that annoys your team most and we will measure it. That is the free automation audit, and it works as a standalone piece even if you go no further.

Pick the process that annoys your team most.

We will measure it and come back with what it costs you today and what it would cost to automate. No obligation, and you keep the analysis either way.

Book a free automation audit