Business process automation for SMEs
Reports that build themselves, payment reminders that go out on the due date, customers notified without anyone remembering, approval workflows with a record of who approved. We start with a map of the process as it really is — and we tell you where automation isn't worth it.
When automating starts to pay off
The sign is always the same: one person doing, every week, what a routine would do in seconds — and the process stalling when they're off.
- Every week someone builds the same report by hand, from the same sources, and emails it out.
- The customer asks "where's my order?" because nobody told them it shipped, and the answer means checking three screens.
- An overdue invoice is only noticed when cash gets tight, not the day it fell due.
- Approving a purchase, a day off or a discount goes through WhatsApp, and afterwards nobody knows who approved it.
- The business has grown and the process still depends on one person who knows where everything is.
What we deliver
Six pieces, from the map to the audit trail. Not every SME needs all six.
A map of the process as it is
Before automating, we draw the real flow, with the detours, the exceptions and what gets decided in someone's head. That's where the step that never needed to exist shows up — automating it would only speed up a mistake.
Routines on schedule
Reports generated and sent on their own, bank reconciliation running overnight, payment reminders sent on the due date, backups tested. With a log of what ran and an alert when it fails.
Automatic notifications to the right people
The customer knows the order shipped, the manager knows stock hit the minimum, the sales rep knows the proposal was opened. By email, SMS, WhatsApp or inside the system, without anyone having to remember.
Approval workflows with an audit trail
Purchases, discounts, time off, credit limits: who can approve what, up to which amount, and a record of who approved and when. No more approvals by voice note.
Documents generated from the data
Quotes, contracts, work orders, labels, delivery notes: filled in by the system from what's already on record, not copied from a Word template.
The rule for what not to automate
A process that changes every week, a decision that depends on context no data captures, a task that happens twice a year. We tell you where automation isn't worth it before you invest.
Frequently asked questions
- Is business process automation the same as RPA?
- RPA is one way to automate: a bot that mimics clicks on a screen, useful when a system has no other door. Whenever we can, we prefer integrating through an API or the database, which is more stable and doesn't break when the screen changes. We use RPA only where it's the only route. What we sell isn't the tool — it's the process running without anyone retyping.
- Where should we start?
- With the most expensive repetitive task: the one that eats the most hours per week, or the one that costs the most when it fails (a forgotten invoice, an order nobody was told about). Automating one process usually takes weeks and shows straight away whether the route pays off. The rest follows, with the first one running.
- Do we need a system in place to automate?
- You need data somewhere: a system, a tidy spreadsheet or an ERP (Sage, QuickBooks, Xero, Odoo, NetSuite). If today everything lives on paper and in someone's head, the first step is getting the process into a system, and the automation comes with it. If you already have a system, we automate on top of it by integrating.
- Will automation replace people?
- It replaces the part of the job people do without thinking: copying, checking, remembering to notify. In practice what changes is that someone stops closing a spreadsheet at 7 pm and starts looking at what the spreadsheet was saying. In the businesses we've worked with, the effect was cutting overtime, not headcount.
- How much does it cost?
- It depends on how many processes, how many systems are involved and how many exceptions each one has. A routine that reads one system and notifies someone is a short project; an approval workflow with rules by amount and by role is bigger. You get a fixed price for the first phase, in pounds or dollars, before we start. The pricing logic is on the page about how much custom software costs.
- You work remotely — what about time zones and GDPR?
- Yes. The team is based in Brazil and works remotely; our working day overlaps most of UK and US East Coast business hours, and meetings are booked in your time zone. An automation runs on your infrastructure or in the cloud region you choose — the EU or the UK if you prefer; the personal data it touches stays in your systems, with access logged. When a project requires it, we sign a data processing agreement under GDPR, the UK GDPR or the CCPA.
Which task does your team repeat every week?
Describe the process and who does what. Within one business day we reply with what can be automated, what isn't worth it and where to start.
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