The routine steps that hold everything up
Every business has a set of jobs that happen the same way every time. A new client signs and someone has to send the welcome pack, set up folders, create the project and tell the team. A booking comes in and three people need to know. Stock runs low and someone notices, eventually. A contract needs drafting, so an old one is copied, edited and hopefully checked for the previous client’s name.
These steps are not hard, but they rely on people remembering to do them, in the right order, at the right time. When the business is busy or someone is away, things slip. Work stalls while people wait for a handover, and small mistakes creep in.
Business process automation takes those routine steps and runs them for you. When something happens in one system, the next steps happen automatically, and the people involved are told what they need to know. Your team spends less time chasing and more time on the work itself.
What we automate
Client and staff onboarding
When a new client signs or a new team member is due to start, a checklist is created and the routine steps run on their own: welcome emails, account requests, shared folders and introductory meetings booked in.
Job and booking notifications
A new job or booking triggers messages to the people who need to know, whether that is the engineer, the office team or the customer, with the details they need and nothing they do not.
Stock and order alerts
When stock of a key item falls below a set level, the right person is alerted, and a draft purchase order can be prepared for approval.
Documents from templates
Contracts, proposals, letters and reports are generated from your approved templates, with the client details, dates and figures filled in from your systems. A person reviews before anything is sent.
Handovers between teams
When one stage of work finishes, the next team is told automatically, with the notes and files they need, so work does not sit waiting in someone’s inbox.
Recurring admin reminders
Renewals, inspections, reviews and other regular tasks are scheduled once and then reminded on time, every time.
File naming and storage
Documents are named consistently and saved to the right folder in SharePoint or Google Drive, so anyone can find them later.
Example workflow. This shows the kind of thing we build. It is not a client result.
Before: when a new client signs, the account manager works through a list from memory: welcome email, folders, project setup, invoice details, kickoff meeting. Some steps happen the same day, others a week later, and occasionally one is missed.
After: the signed agreement triggers the whole sequence. The client receives a welcome email with next steps. A folder structure is created in SharePoint or Google Drive with the right permissions. A project is set up with tasks assigned to each team member, and the accounts team gets the billing details. The account manager receives a short summary confirming everything is in place.
Choosing what to automate first
The best first candidates are processes that happen often, follow the same steps each time and cause problems when they go wrong. We usually ask the team a simple question: which job do you do every week that you wish would just happen? The answers tend to point to a handful of processes worth tackling. We then pick one that is well understood and low risk, automate it well, and use that to build confidence before moving to the next.
Microsoft 365 or Google Workspace
If your business runs on Microsoft 365, we can build many of these workflows in Power Automate, which you may already have access to, with files in SharePoint and notifications in Teams. If you use Google Workspace, we use tools such as n8n or Make alongside Drive, Gmail and Calendar. Airtable is useful when a process needs its own simple database, such as a register of equipment or a list of renewals. Wherever possible we use what you already pay for.
When processes change
Processes are never fixed. New services are added, roles change and systems get replaced. We build workflows so they are easy to see and adjust, and we write down how each one works in plain English: what triggers it, what it does and who to talk to if something looks wrong. When your process changes, we update the automation to match. That documentation also means the knowledge stays with your business, not just with us.
Working across teams
Many of the biggest delays happen at the gaps between teams, such as sales to operations or operations to accounts. Automations are a good way to close those gaps, because they make the handover happen at the moment the work is ready. We involve the people on both sides when designing them, so each team gets the information in the form it actually needs.
How it works
We start by mapping one process with the people who do it, step by step, including the bits that are not written down. We agree which steps a system can handle and which need a human decision. Then we build the workflow, test it with real examples and run it alongside the old way for a short while before switching over fully.
Which package fits
AI Team Upskill (£795/month, 3-month minimum) includes one quick-win automation plan for you to implement a month, which suits working through your processes one at a time, alongside training for your team.
AI Partner (from £2,500/month, 3-month minimum) suits wider workflows that cross several teams and systems, built and maintained for you, with a monthly AI opportunity review to decide what comes next.
AI Kickstart (£495 one-off) will identify the processes worth automating and the order to tackle them in.
Tell us about the process everyone groans about on a free consultation call, and we will show you how it could run itself.