Covers quotes, invoices, reconciliation
Reclaim the hours lost to retyping the same things
Quotes, invoices, contracts, scheduling, reconciliation, data entry — none of it needs human judgement, yet it eats two or three hours of your day. Clerical automation moves data between systems on its own, leaving you to step in only where a decision is required.
Interactive
Data that moves itself
Into the form
Scroll down — the animation follows
This service helps if any of these is your week
- The same data gets typed into several places
- Quotes and invoices are hand-edited in Word or Excel and errors slip through
- Bookings are confirmed back and forth on WhatsApp and clash regularly
- Month-end reconciliation costs you a whole evening
If none of them lands, we will say so and point you somewhere more useful.
What you get
- Process audit report with time estimates per step
- Automation build — document templates, triggers, approval gates
- Integrations across forms, Sheets, CRM, accounting, calendar and email
- Company document templates — quote, invoice, confirmation
- Before-and-after report on hours saved
- Recorded training, flow diagrams and first-month adjustments
Typical scope: two to three processes over two to three weeks. Number of systems involved, whether legacy software must connect, and how many approval gates are needed drive the quote.
Scope
What it actually does
Quotes and invoices generate themselves
From the enquiry record or a short form on your phone, documents populate your company template, generate as PDF, get numbered, send, and log into your ledger. Revisions regenerate in one click.
Booking and scheduling automation
Customers pick from genuinely available slots, the system blocks around your existing calendar, sends confirmation, reminds them the day before, and updates both calendars on reschedule. Double-bookings stop happening.
Data sync between systems
A submitted form writes into Google Sheets, your CRM and your accounting system; a confirmed order updates the stock sheet; a customer detail change propagates everywhere relevant. Nobody copy-pastes.
Email triage and drafting
Incoming mail sorts itself — enquiry, order, billing, noise — important items push a notification, and common types arrive as a draft reply awaiting your send. Your inbox turns from a pile of unread into a short to-do list.
Reconciliation and document matching
Invoices, receipts and bank entries match automatically and differences come out as a list. Instead of checking every document, you handle only the handful the system flags.
Human approval gates kept
Not everything should be fully automatic. Anything touching amounts, contract terms or complaints is set up as “system prepares, you press confirm”, keeping final judgement and accountability with you.
Delivery
From first conversation to live
Every stage ends with something you can look at. You approve it before the next one starts, so you are never wondering how far along it is.
Walk through one working day
We ask you to name every repetitive action in a working day, with frequency and time. The exercise alone is valuable — most owners are surprised the first time they see the total.
Pick the two or three highest-return steps
Not every process is worth automating. We rank by monthly hours saved divided by build cost and take the top ones — we don't automate for the sake of volume.
Build and run in parallel
For the first week or two the new flow runs alongside the old way and we verify outputs daily. Only once it's proven do we retire the manual method — nothing breaks in between.
Acceptance: hours actually saved
The pre-build time estimate is the baseline, measured again a month after launch. If the real saving falls below seventy percent of the estimate, we adjust at no charge until it doesn't.
FAQ
What people ask before we quote
Excel and Google Sheets are no problem at all — they're actually the easiest to work with. Older systems depend on whether they can export: CSV export or database access usually means yes. The genuine blockers are data that exists only on paper, or entirely closed software with no export path. In those cases we say so plainly and propose a compromise — perhaps one manual entry at the front of the flow and full automation after — rather than forcing a fragile integration and billing you for it.
Every flow ships with monitoring and error alerts: a failed run, malformed data or a timeout messages or emails a named person immediately — nothing fails silently. Critical flows also get a fallback: if invoice generation fails, the draft is preserved and you're notified to handle it manually, so no document is lost. For the first month we check the run logs daily.
Before the build we ask you to time each action for real — three to five repetitions averaged — multiplied by monthly frequency, giving a baseline. A month after launch we measure the same way again. It isn't perfect, but it's verifiable: you hold two sets of numbers you recorded yourself and don't have to trust our estimate. If you'd rather not spend the time, we can use industry norms instead, clearly labelled as estimates rather than measurements.
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Thirty minutes, and you will know what your process could save
You walk us through a normal day. We point at the three steps worth automating first. Take the list even if you never hire us.
- FreeThe first 30 minutes cost nothing and commit you to nothing.
- No pitchIf your process is not worth automating, we say so.
- 4 hoursReply time on any working day.
- 3 daysA written quote with the build fee and the monthly ceiling spelled out.