Five to a hundred staff, and the invoices, approvals and reports still end up on your desk after hours.
You copy requests from email into the CRM, the sheet and the books, then remind everyone by hand.
Approved spend reaches QuickBooks or Xero by retyping, and the three systems never quite agree.
Clinics, agencies, law and accounting firms, contractors, logistics and franchises repeating the same steps at every location.
Numbers from workplace and data-entry surveys — in most offices the expensive part is not the work but the moving of it between people and systems.
of the working day goes to “work about work” — coordination, status updates and searching for information.
per week per employee spent moving data from emails, PDFs and spreadsheets into systems — about $28,500 a year each.
of professionals say manual data entry has caused costly errors, delays or missed opportunities.
of workers spend at least a quarter of the week on manual repetitive tasks — email, data collection and data entry top the list.
of a business owner’s time goes to non-core activities; administration is the second biggest time thief.
a week one finance-trained specialist spent copying data from emails into a spreadsheet. “I did not think I would be doing this.”
Put your monthly volume into the calculator and see hours and dollars.
The run path of a typical back office request. Each email, form or document travels it on its own; spend above threshold and anything unusual stop and go to a person.
An email, a website form, a Jotform or Typeform submission or a scan dropped in a shared folder — each one starts a run.
Intake & captureOCR plus a language model pull out client, amounts, dates and what is being asked, and label the type: invoice, purchase, leave, enquiry, contract.
Intake & captureWrites the client or deal into HubSpot, Salesforce or Airtable and the row into Google Sheets — nothing is retyped.
Intake & captureRenamed by type, party and date, filed in Google Drive or SharePoint and linked from the record.
Intake & captureSpend above threshold, new vendors and anything unusual go to an approver. Routine items continue on their own.
Route & approveA Slack or Teams message with the summary and Approve / Reject buttons for the right manager by amount and type.
Route & approveNudges after a day, escalates after two, and logs who decided what and when.
Route & approveCreates the task for the responsible person in Asana, ClickUp or Trello with the document and context attached.
Route & approveApproved invoices and bills land in QuickBooks Online or Xero; the client receives the PDF by email.
Post & reportPayment, document and appointment reminders go out by email or SMS on a schedule, driven by the status in the CRM.
Post & reportCompares CRM, accounting and spreadsheets by ID and lists every mismatch for a person to resolve.
Post & reportMetrics from the CRM, the books and Google Analytics with a short written summary, every Monday morning.
Post & reportAnswers “where is the contract” and “what is the order status” in Slack or Teams by searching documents and systems.
Post & reportOffice automation replaces the manual path a request takes through a small company — a document arrives by email, someone copies the details into the CRM, the sheet and the books, forwards it, reminds the approver, posts the result and sends a confirmation — with a workflow that does the routine steps on its own. Surveys put more than half of the working day into coordination and data moving. In a back office most of that is not decisions; it is transport between an inbox, a spreadsheet and an accounting system.
Wireclad builds back office automation as custom workflows around the tools you already use — Gmail or Outlook, QuickBooks Online or Xero, HubSpot, Airtable, Slack — rather than a new platform. Workflows in n8n connect those systems through their APIs; a language model reads and classifies incoming documents, writes the owner’s weekly summary and answers “where is the contract” in Slack. Approvals happen on a card with buttons, with reminders and an audit trail, and a nightly reconciliation lists every mismatch between systems for a person to fix.
Requests are recorded within minutes instead of at the end of the day, and nobody retypes them. Approvals stop living in email threads. The books match the CRM every morning, confirmations go out on time and the Monday report builds itself. Spend above threshold, exceptions and anything about people stay with your managers.
Typical minutes per request in a small office team. Your own numbers go into the calculator below.
Based on 26 min by hand and 1 min with the flow per item, from the table above.
The flow captures, routes, posts and reconciles. People keep every decision about money, staff and exceptions.
Purchases, invoices and payments over your limit always go to a named approver.
Unreadable documents, reconciliation mismatches and duplicates are resolved by a person with the context attached.
Complaints and non-standard requests are handed over, not answered by a template.
Hiring, leave disputes and anything about staff stay with managers.
The reconciliation report is prepared; the final check of the financials is human.
Changes to approval limits, routes and system permissions are made by you, and logged.
Flip a switch to hand a step to the flow or take it back.
Benchmarks from Parseur’s data-entry report, Asana’s Anatomy of Work and Zapier’s State of Business Automation: the hours of transfer and coordination that a small office gets back.
We map the process as it runs today, count the minutes and agree what the flow must never do on its own.
A working flow on your real data, in a sandbox. You see every run and every exception.
Edge cases, approvals and alerts, then the switch-over — with the old way kept as a fallback.
Monitoring, fixes when a vendor changes a format, and a monthly report of hours saved.
Start where the copy-paste is: intake from email and forms, approvals and posting to the books. They are repetitive, measurable and touch every other process. Reconciliation and the weekly report usually come next.
It depends on the number of processes and systems, so we scope it after one working session. We do not promise exact savings; the calculator above with your own volumes gives a realistic range, and the first process is kept small enough to prove itself.
Yes — that is the point. The workflow talks to QuickBooks Online, Xero, HubSpot, Salesforce, Airtable and Microsoft 365 through their APIs. Your systems of record stay, and the retyping between them goes.
On your own server or in your own cloud account. The language model can run locally so documents never leave your network, access is scoped per system, and every step is logged.
A run that cannot complete stops and sends the item to a person with the error, instead of guessing. Anything uncertain — a bad scan, a mismatch, a new vendor — is held for review, and money never moves without an approval.
Typically a few weeks from the first session to go-live: map the process, build it on your systems, test it on real requests alongside the manual way, then switch over. Later processes reuse the same connections and go faster.
The flow takes the retyping and chasing, not the judgement — approvals, exceptions and client conversations stay with the same people. In practice the team is involved in mapping the process and sees the first results on their own requests.
Describe it in two sentences — we reply within a day with a workflow sketch.
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