Processes depend on one person
When a key staff member is away, approvals and admin grind to a halt.
PROCESS AUTOMATION
Automate the Back Office Processes That Slow Your Business Down
We redesign and automate internal processes like approvals, onboarding, invoicing and reporting, so they run the same way every time and nobody has to chase them.
Business Process Automation
OVERVIEW
What Business Process Automation Involves
Business process automation looks at a whole process from start to finish, not just one connection between two apps. Take client onboarding: a contract is signed, an invoice goes out, folders get created, accounts are set up, a welcome email is sent and the team is briefed. Each step depends on the one before.
Before automating anything, we map how the process runs today and ask whether every step is needed. Automating a messy process just makes the mess happen faster. Often the biggest gain comes from removing steps, not speeding them up.
Once the process is clear, we automate the predictable parts and build in approval points for the decisions that need a manager. AI can help with document heavy steps such as reading invoices or extracting details from forms, with a person checking anything that looks unusual.
COMMON PROBLEMS
Problems This Helps Solve
Approvals stuck in email
Requests get buried in inboxes and nobody knows what's waiting on whom.
Paper and PDF heavy steps
Invoices, forms and receipts are read and keyed in manually.
No visibility
Managers can't see how long processes take or where they stall.
WHAT'S INCLUDED
What You Get
Process mapping
A clear map of each process as it is today, including handoffs, delays and workarounds.
Process redesign
Recommendations to remove, merge or reorder steps before any automation is built.
Approval workflows
Structured requests and approvals with reminders and a record of who approved what.
Document processing
Extraction of key details from invoices, forms and PDFs, with checks on low confidence results.
System integrations
Connections between accounting, HR, project and file storage tools.
Status tracking
A simple view of where each process instance stands and how long steps take.
HOW IT WORKS
How It Works in Practice
A process starts from a clear event, such as a signed contract, a submitted request or a received invoice. The automation creates a record, moves it through each stage, and assigns tasks or approvals to named people. Reminders go out when a step is overdue, and every action is timestamped.
Where documents are involved, an extraction step reads the file and fills in fields. If the values look off or confidence is low, the item is sent to a person to check rather than pushed through. Final sign-off on payments, contracts and hiring always stays with your team.
Benefits
- Processes that run without chasing
Tasks and approvals move forward with automatic reminders.
- Less dependence on individuals
The process is documented and built into the system, not memorised.
- Fewer keying errors
Details from documents are captured once and reused.
- Clear audit trail
You can see who did what and when for every request.
OUR PROCESS
How We Approach Business Process Automation
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01
Interview the people involved
We talk to the staff who run the process daily to understand the real steps and workarounds.
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02
Map and simplify
We document the current process and propose a leaner version for your approval.
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03
Automate in phases
We build the redesigned process stage by stage, starting with the biggest bottleneck.
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04
Run alongside the old way
For a short period both methods run in parallel so we can compare and catch gaps.
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05
Hand over and document
We train process owners and leave written guides for each workflow.
Tools and technology
Chosen to fit the project. We'll use your existing tools where they do the job.
- Make
- n8n
- Zapier
- Microsoft Power Automate
- Google Workspace
- Microsoft 365
- Airtable
- QuickBooks
- Xero
- OpenAI APIs
Where it can help
- Client onboarding for agencies and professional services
- Purchase requests and expense approvals
- Supplier invoice capture and matching
- Staff onboarding and offboarding checklists
- Monthly reporting pulled from several systems
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Learn moreFAQS
Questions About Business Process Automation
Where should we start?
Usually with the process that causes the most delays or complaints and has a clear owner. A quick early win builds confidence for the rest.
Can AI read our invoices and documents accurately?
Often well for clean, standard documents, less so for handwritten or unusual layouts. We add checks so uncertain results go to a person instead of straight into your accounts.
What about sensitive financial and HR data?
We restrict access to only the fields each step needs, keep data in your own accounts where possible, and can use self-hosted tools when data must stay in your environment.
Will automation replace our admin staff?
That isn't the aim. It removes repetitive keying and chasing so your team can focus on checking, problem solving and work that needs judgement.
What decisions should stay with people?
Payments, contract terms, hiring and anything involving exceptions. Automation can prepare and route the information, but a person should approve.
GET STARTED
Untangle a process that keeps getting stuck
Pick one internal process that frustrates your team. We'll map it with you and show what can be automated.