Your back office, running itself
Orders, invoices and delivery notes read, entered and chased automatically, and you only hear about the ones that need a decision.
How it works
If your team types the same order into three systems, keys in invoices from PDFs or spends Monday morning building a report, that time can come back. We map how work moves through your business, connect the systems you already use and build workflows that do the routine steps on their own. Anything unusual goes to the right person. You get a live dashboard in place of a spreadsheet, and a runbook that explains every part.
Who it's for
Businesses with a lot of operations, such as manufacturers, distributors, logistics firms and specialist retailers, where orders, invoices, delivery notes, stock and job details move between email, spreadsheets and several systems by hand.
Signs you need it
- The same data is typed into two or three systems.
- Invoices and purchase orders are keyed in from PDFs.
- Someone builds the reports by hand every Monday.
- Orders wait for a person to forward an email.
- Nobody can see the whole picture without asking three people.
What it does
We map how work actually moves through the business, then build connected workflows that read incoming documents, move data between systems, start the next step, chase what's late and flag only what needs a decision. You see the live numbers instead of waiting for a weekly spreadsheet.
AI paperwork handling
The system opens each PDF, email or form as it arrives: a quote request, purchase order, delivery note, receipt or timesheet. It pulls out the details that matter, enters them into the right system and starts the next step, whether that's a draft quote, a new order or a filed record. Anything it isn't sure about goes to a person to check rather than being guessed.
Paperwork is the job owners most often say eats their evenings, and slow quotes lose work to whoever replies first. Since April 2026, sole traders and landlords with more than £50,000 of gross income also have to keep digital records under Making Tax Digital for Income Tax, so paper receipts need to become data. Good fits are trades firms quoting at night, accounting firms whose clients still send paper, and online shops with orders and returns arriving by email. We measure the hours of typing saved each week and how quickly quotes go out.
Back-office automation
Your apps pass data to each other, so nobody types the same thing twice. A new invoice goes into the accounts by itself. A late one gets a polite reminder on a set schedule. Stock updates when an order ships, and the customer gets the right email at each step.
These are plain jobs, and they keep running long after launch because there's little to go wrong. Good fits are trades firms whose invoices and reminders slip, online shops with stock, orders and email in separate apps, and accounting firms chasing clients for the same papers every quarter. We measure hours saved each week and the number of days it takes to get paid.
What's included
- Process mapping
- A walk-through of each workflow: the time it takes, where errors creep in and the systems involved.
- Document processing
- Invoices, purchase orders, delivery notes, timesheets and forms read automatically and entered into the right system, with anything unclear sent to a person to check.
- System connections
- Accounting, ERP, stock, CRM, job management and email connected, so data is entered once.
- Order and job flow
- New orders or jobs created, assigned, scheduled and tracked automatically.
- Quotes and invoicing
- Quotes made from your templates and price lists, and invoices raised and chased.
- Approvals
- Sent to the right person, who approves or rejects with one click.
- Alerts
- Stock levels, overdue tasks, missed deadlines and anything out of the ordinary.
- Live dashboard
- Your operational numbers in one place, updated as work happens.
- Error handling and logs
- Nothing fails silently, and every run is recorded.
Three ways to start
- Core
- One workflow, built end to end.
- Standard (recommended)
- One department, three to five connected workflows and a live dashboard.
- Extended
- Workflows across several departments, document processing at volume, custom connections and a monthly round of improvements.
Add-ons
- An extra workflow
- An extra system connection
- An on-site process mapping day
- Staff training
Not included
- Replacing your core accounting or ERP software
- Moving data from one ERP to another (quoted separately)
- Hardware
What you get at the end
Before and after maps of each process, live workflows, a dashboard, a runbook explaining every workflow and what to do when something is flagged, and ownership of every account and workflow.
How long it takes
Core takes 2 to 3 weeks, Standard 6 to 10 weeks and Extended 10 to 16 weeks. The work is delivered in stages, so the first workflow goes live early.
How we measure it
Hours of manual work removed each week, documents processed, the error rate, and the time from order or job to completion.
Talk it through
The first conversation covers where enquiries and paperwork get stuck today, and which fix would pay back first.