Automate
Business automation and AI, so the admin stops eating your week
If somebody in your business does the same thing by hand every week, there is usually a way to stop that. We build the systems that follow up enquiries, chase invoices, send reminders and move data between your software, with AI reading and sorting where it genuinely helps. It starts with watching how your business actually runs, and a person stays in charge of every decision.
What you get
- Enquiries followed up every time
- Every enquiry acknowledged straight away, routed to the right person with its details attached, and chased if nobody has replied. Quotes that go quiet get followed up on a schedule, not when somebody remembers.
- Invoices raised and chased
- Invoices raised from the completed job, reminders sent on the schedule you choose, and payments matched against invoices where your accounting software allows it. Nobody spends Friday afternoon writing polite chasers.
- AI that reads, sorts and drafts
- Incoming email and documents read and sorted by what they are actually about. Details pulled out of invoices and forms, long threads summarised, and replies drafted for a person to check and send.
- Bookings, reminders and onboarding
- Appointments confirmed and reminded automatically, and every new customer or new starter taken through the same steps in the same order. The forms, documents, accounts and welcome emails happen without a checklist on somebody's desk.
- Your systems joined up
- Power Automate inside Microsoft 365, or your existing software connected through APIs and webhooks, so a job, customer or payment entered in one place appears everywhere else it is needed. Approvals route themselves and the weekly report builds itself.
- A person still in charge
- Anything that matters gets a human decision. Automation handles the chasing, the routing, the filing and the reminding. It does not quote your jobs or promise your customers anything.
In practice
What this looks like
One enquiry, end to end
It arrives
A form, a phone call or an email. Logged the same way every time, so it is not sitting unread in one inbox.
Acknowledged
A real reply goes back within seconds, at any hour. Nobody waits until Monday to hear from you.
Routed
Sent to the right person by service, area and size, with everything already known about the enquiry attached to it.
A person decides
Quote it, book it, or turn it down. This is judgement, and judgement stays with a human.
Chased if quiet
No answer means a follow up on a schedule, day two, day five, day ten, and then it is left alone.
- Automatic, runs with nobody watching
- A person, deciding
- Only happens if it goes quiet
Four of the five steps run on their own. The fifth is a person, and it is the one that decides. Automation here means the enquiry reaches the right human in seconds with the work already done, not that the work is taken off them.
The work that can be handed over
Enquiries and leads
- Acknowledge enquiries
- Route to the right person
- Score and qualify
- Chase quiet enquiries
- Book calls into the diary
Customers and follow up
- Appointment reminders
- Follow up after a job
- Ask for a review
- Service reminders
- Win back old customers
Money and invoicing
- Raise from the job sheet
- Chase overdue payments
- Match payments received
- Monthly statements
- Flag uninvoiced jobs
Stock and assets
- Low stock alerts
- Reorder at a set level
- Van stock checks
- Service due reminders
- Keep the asset register
Documents and forms
- Job sheets on site
- File photos to the job
- Issue certificates
- Quotes from a template
- Capture signatures
Internal admin
- Collect timesheets
- Route holiday requests
- New starter checklist
- Build the weekly report
- Name and file everything
None of this is a product we install. It is the same short list every business has, in a different order, and the work is deciding which two or three of them are costing you the most time before anything gets built.
Process
How it works
Watching the work first
We spend time with the people doing the work and note what gets typed twice, chased or forgotten. The automation comes after that, not before.
Picking what is worth automating
We pick the two or three jobs costing the most time and quote for those. Some need the process fixing instead, or are best left alone.
Mapping each flow
Every automation is drawn out before it is built: what starts it, what it checks, where the data goes and the point where a person decides.
Built on what you have
Power Automate where you already have Microsoft 365, or your existing software connected through its API. AI only does the reading, sorting and drafting.
Running alongside the old way
The new system runs next to how things are done now, so nothing gets dropped while we check it does what it should. A step that fails tells someone.
Handed over, with a person in charge
Once it has proved itself, the manual version stops. You get a plain explanation of what runs and when, and a person still makes every decision that matters.
Who this is for
Right for you if
Any business where the same information gets typed in twice, or somebody stays late doing admin that a system could do at three in the morning.
Probably not us if
You want a chatbot pretending to be a person on your website. We think they lose more work than they win, and we will say so.
Quoted per project, because a review request and a full quoting workflow are not the same job. See the full pricing
The rule of thumb
If somebody is doing it repeatedly by hand, it can probably be automated.
That is genuinely the whole test. It does not need to be complicated or clever. Most of what we build is unglamorous, and the value is not in any single piece of it, it is that twenty small things stop needing a person.
Where it usually is
The same handful of places, in almost every business we look at.
- Enquiries and leads. Acknowledgement, routing by service or area, qualifying questions, follow up sequences, and calls booked straight into the diary.
- Customers. Booking confirmations, appointment reminders, a follow up after the job, review requests sent the same week with a direct link, and a reminder when something is due again.
- Money. Invoices raised from completed work, overdue payments chased, receipts filed and matched, quotes generated from a template and contracts sent for signature.
- Onboarding. A new customer’s forms, documents and welcome emails, or a new starter’s accounts, equipment and first week checklist, run the same way every time.
- Approvals. Purchase requests, time off and quotes above a threshold sent to whoever can approve them, with a nudge when something sits too long.
- Data entry between systems. Information entered once and appearing everywhere it is needed. Customer records updated from real activity, stock adjusted as jobs complete, spreadsheets filled from the system rather than by hand.
- Reporting. Reports that build themselves, alerts when a number moves, and a weekly summary that arrives rather than being assembled.
What it is built with
Nothing exotic, and as much as possible from what you already pay for.
- Power Automate. Microsoft’s own automation tool, part of Microsoft 365, and the natural home for anything that lives in Outlook, Teams, SharePoint, Excel or Forms. Most business plans include the standard version, and where a connection needs an extra licence we tell you before it becomes a cost.
- APIs. An API is the published way one piece of software lets another read and write its data. Most accounting packages, booking systems, payment providers and customer databases have one, and that is how they get joined up.
- Webhooks. A webhook is one system telling another the moment something happens, such as a payment received or a form submitted, instead of the other having to keep checking. It is what lets an automation react straight away.
- Scheduled runs. Jobs that happen at a set time, like the Monday morning report, the overnight check for unpaid invoices or the reminder the day before an appointment.
- A small piece of custom code, when nothing else fits. Where two systems have no ready made connection, we write the part that joins them.
Every automation keeps a record of what it did, so when someone asks why a customer got a reminder, there is an answer.
Where the AI part comes in, and where it does not
AI earns its place on the parts of the work that involve reading and writing.
- Reading and sorting. Incoming email and documents sorted by what they are actually about, so a complaint, an invoice and a new enquiry each go to the right place.
- Pulling the details out. The supplier, amounts and dates lifted from invoices, delivery notes and forms, and put into the system they belong in.
- Drafting. Replies written for a person to read, change if needed and send.
- Summarising. A long email thread, a document or a call boiled down, with what was agreed written up.
Where a mistake would matter, a person checks the output, and anything that does not fit the pattern goes to a person rather than being guessed at. We also tell you which AI service is involved and what data it sees.
It is not useful for pretending to be you. We do not build chatbots that impersonate a person, and we would rather a customer got a short honest automatic acknowledgement and a real reply in an hour than a cheerful bot wasting five minutes of their time.
The line we hold is simple. Automation does the fetching, sorting, chasing, filing and reminding. A person makes the decisions and talks to your customers.
What it costs, honestly
Quoted per project, because the range is enormous. Getting review requests going automatically is a small piece of work. Rebuilding how quotes move through a business is not.
What we will do first is tell you which of your repetitive jobs is worth automating and which is not. Some of them are annoying but rare, and the honest answer there is to leave them alone.
We work face to face across Wolverhampton, Bilston, Wednesfield, Willenhall, Walsall, Dudley, Cannock, Telford, Stafford and Birmingham, and remotely with businesses anywhere in England. Most of it happens over email and video either way, so where you are matters less than whether we are the right fit. How a build actually runs
Tell us what you need
Tell us what you do and what you want to change, and we will come back with something useful. We read every enquiry ourselves. We reply within one working day.