Your systems pass the work along, so people stop retyping it.
We connect your CRM, accounting, inbox, chat and spreadsheets with n8n, Make, Zapier or custom code. Documents and requests are read, classified and entered automatically, and a person sees only the cases that need a decision.
What changes on an ordinary day.
- Today: Invoices are retyped from PDFs into accounting, one field at a time.
- With automation: Invoices are read, matched to their orders and posted. People approve the exceptions.
- Today: A won deal is copied from the CRM into accounting, then again into the project tool.
- With automation: Marking a deal as won creates the customer, the draft invoice and the project.
- Today: Requests sit in a shared inbox until someone has time to sort them.
- With automation: Each request is classified, logged and routed to the right person as it arrives.
- Today: Someone chases missing documents by email, working from memory.
- With automation: Missing documents trigger reminders, and anything overdue is flagged in your team chat.
- Today: Weekly figures are pieced together from four exports and a spreadsheet.
- With automation: Figures from every system land in one report each Monday, with the sources linked.
What we build between your systems.
Each workflow runs in accounts registered to your company and comes with a runbook: what it does, what can fail and who gets alerted.
Data syncs
We link your CRM, accounting, online shop and spreadsheets so that a record changed in one is updated in the others. First, we agree which system owns each field.
Document intake
Invoices, orders, delivery notes and forms are read from email or upload. Each field gets a confidence score, and anything below your threshold goes to a person before it is entered.
Request routing
Messages to shared inboxes and chat channels are classified by type and urgency, then logged. Each one goes to the person or queue that handles it, with the customer record attached.
Approval steps
Payments, refunds and discounts above a limit you set wait for a named person, who approves from email or chat. Each decision is recorded with who made it and when.
Reports and alerts
Figures from each system are pulled into one daily or weekly summary. An alert goes out when a queue stalls or a number moves outside its usual range.
Error handling and logs
When a step fails, it retries and then alerts a named person with the record and the error. Every run leaves a log you can search.
Three workflows, with the arithmetic.
The companies are invented, and each result states its assumptions so you can rerun the sums with your own volumes.
-
Example scenario
Emailed purchase orders into the warehouse system
A customer emails a purchase order as a PDF to your orders address.
- The order is read: customer, delivery address, product codes, quantities and requested date.
- Each line is checked against your price list, stock levels and the customer's credit limit.
- Clean orders are created in the warehouse system and confirmed to the customer by email.
- Orders that fail a check go to the sales desk with the reason and the original PDF attached.
The sales desk gets back about 15 hours a week and now handles only the orders that fail a check.
Assumes 40 orders a day, 5 days a week and 5 minutes of entry per order. One order in 10 still needs a person, for the same 5 minutes.
-
Example scenario
Won deal to customer record, invoice and project
A salesperson marks a deal as won in the CRM.
- The customer is created or updated in accounting, and the VAT number is validated.
- A draft invoice for the deposit is built from the deal's products and payment terms.
- A project is opened in your delivery tool with the scope, contacts and start date.
- Finance approves the draft invoice before it is sent, and the account team gets a summary in chat.
Each won deal is set up with the same details in all three systems. Sales and finance get back about 12.5 hours a month.
Assumes 30 won deals a month and 25 minutes of copying per deal across three systems: 750 minutes, or 12.5 hours. Approval time is unchanged.
-
Example scenario
New starter set up in HR, payroll and IT
A candidate's signed offer is marked as accepted in your recruitment tool.
- HR checks the salary and start date once, and the employee record is created in the HR system and payroll.
- IT receives a ticket listing the accounts and equipment the role needs.
- The manager gets a first-week checklist in the team's task tool.
- Missing documents trigger reminders to the new starter, and HR sees what is still outstanding.
Every new starter is set up the same way in every system before day one, and HR gets back about 9 hours a month.
Assumes 4 hires a month and 2.5 hours of entry, emails and chasing per hire, replaced by a 15-minute check. That saves 9 hours a month.
Tools you can see and own.
We use the simplest tool that does the job, and move to custom code when volume, logic or data rules call for it.
- Orchestration
- n8nMakeZapierCustom code
- Reading documents
- OpenAIAnthropicMistralOpen-weight models
- Systems it connects
- CRMAccounting and ERPEmail and chatSpreadsheetsOnline shopHelpdeskHR and payroll
Names are for reference. We choose tools per project and open the accounts in your company's name, so the accounts and every workflow in them stay yours.
How the first workflow goes live.
Audit
We follow the work through each system, time the manual steps and pick the workflow that returns the most hours for the least risk.
Pilot
We build that one workflow on your real data and run it alongside your team, then compare the results with the baseline.
Deploy
We add monitoring, alerts, access controls and the runbook, train the people who handle exceptions and switch it on.
Operate
Every run is monitored. We fix what breaks when a connected system changes and add the next workflow when you are ready.
Questions before you start.
Do we have to replace the software we use now?
Usually not. We connect what you already use through the integrations, email or file exports it offers. If a system has no way in at all, the audit says so and we look at the options with you.
What happens when a document is unclear or a check fails?
The workflow stops for that record and sends it to a named person with the reason and the original attached. Nothing is posted on a guess. You set the thresholds, and we tune them with you during the pilot.
Will our documents be sent to an AI model?
Only in the steps that need one, such as reading a PDF. For those steps we use business and API plans whose terms exclude your data from training. Where a provider leaves it to a setting, we switch training off. Each connection gets only the access its job needs. How we handle data.
Are we tied to you, or to one tool?
Workflows, code and accounts are registered to your company, and each workflow has a runbook. Your own staff or another team can take over from us. Switching tools later is possible because each workflow's logic is written down.
Who fixes it when a supplier changes a form or a system updates?
If we operate it, we do. Failed runs alert us, and we fix the cause and tell you what changed. If you run it yourselves, we hand over the runbook and train the person who will own it.
How is it priced, and what do you need from us?
Each build is a fixed fee, agreed before we start, and tool subscriptions are billed to your own accounts. From you we need someone who knows the process, access to the systems and a batch of real examples, such as last month's orders. See how we work.
Start with the data you type twice.
Book an audit. We follow one process across your systems, time each manual step and show you what automating it would return.