Growth means hiring another administrator, and you suspect the process is the problem.
You own efficiency and can see the same data being retyped in three systems.
Every request, approval and status lives in your inbox and your head.
Agencies, clinics, law and accounting firms, logistics and construction — and the IT manager who needs a contractor for integrations.
Numbers from workforce and process research — most of the working day goes to coordination, status updates and retyping rather than the work itself.
of the working day goes to “work about work” — status updates, searching for information, coordination — not the job itself (9,615 respondents).
Asana, Anatomy of Work Global Index 2023 ↗of workers spend at least a quarter of the week on manual, repetitive tasks — data collection, email, data entry.
Smartsheet ↗of SMB employees perform repetitive, time-consuming tasks (2,000 workers at companies under 250 people).
Zapier, State of Business Automation 2021 ↗of first RPA projects fail — usually from automating a messy process without redesigning it first.
EY, Get ready for robots ↗report rising complexity because processes run across several systems; 39% say legacy systems are hard to connect.
Camunda, State of Process Orchestration 2024 ↗of workers say automation removes human error from their work.
Smartsheet ↗Put your monthly volume into the calculator and see hours and dollars.
Business process automation consulting starts before any software: mapping how a request actually moves through the company — who receives it, where it is retyped, who approves it, who answers “where is it?” — and measuring the minutes at each step. Then the routine steps are rebuilt as a workflow: intake from forms and email, data extracted and validated, the record created once, the owner assigned, documents generated, approvals routed and systems kept in sync. Most of the working day in a small company is coordination rather than the work itself, and that is the part automation of processes removes.
We build process automation around the tools you already use — Google Workspace or Microsoft 365, your CRM, QuickBooks or Xero, Asana or ClickUp — with n8n, Python and the systems’ own APIs. A language model reads the free text and documents where a person used to; code checks the result; anything above a threshold or outside policy goes to an approver in Slack or Teams. Every run is logged, and a weekly report shows volume, cycle time and exceptions against the KPIs agreed at the start.
Automating business processes this way shortens cycle times, stops data being retyped into three systems and removes the chasing — while the process owner keeps the design, the approvals and the exceptions. The result is a process you can see end to end, not another tool to log in to.
The run path of one request through a typical service process — a quote, an order, an internal approval. Each request travels it on its own; anything outside the rules stops and goes to a person.
A form submission, an email to the shared inbox or a message in Slack starts a run — the same entry points your team uses today.
A language model reads the free text or the attached PDF and fills the fields the process needs: who, what, amount, deadline.
Required fields present, customer exists, amounts in range; otherwise the requester gets a precise question instead of silence.
Writes the request to the CRM, Asana, ClickUp or Google Sheets — one record, one ID, visible to everyone.
Picks the owner by type, territory or round-robin and posts the task with a deadline in Slack or Teams.
Fills the Google Docs or Word template from the record — quote, contract, work order — and sends it for e-signature through DocuSign when needed.
Requests above a threshold or outside policy go to the approver with the record attached; the rest proceed.
Nudges the owner before the deadline, escalates to the manager after it, and records every handover.
Pushes the result to accounting (QuickBooks, Xero), the warehouse or the project tool, so nobody retypes it at month end.
Tells the requester what happened at every stage — the “where is it?” messages stop.
Writes a short note on anything that stopped the run, so a person sees the cause and not just an error code.
Volume, cycle time per stage, exceptions and time saved — the KPIs agreed before the project.
Typical minutes per request in a small services company — a quote, an order or an internal request passing through the process. Your own numbers go into the calculator below.
Based on 22 min by hand and 1.3 min with the flow per item, from the table above.
The flow captures, routes, documents and reports. People keep the design of the process and every decision with consequences.
The owner chooses what to automate first and what success means, before anything is built.
The process owner simplifies the steps with us first; a messy process automated is still messy.
Spending, contracts and commitments always go to a person.
Unusual cases stop the run and arrive with a written summary of why.
Drafts written by a model for customers are reviewed until the quality is proven.
Someone on your side owns each automation and knows who to call when it fails.
Flip a switch to hand a step to the flow or take it back.
Benchmarks from Asana’s Anatomy of Work Global Index 2023, Smartsheet’s workforce survey, Zapier’s State of Business Automation and McKinsey’s estimate of the share of work time current technology can automate.
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.
The ones that are frequent, rule-based and painful: request intake, data transfer between systems, document generation, approvals and reporting. We map your processes, measure minutes per step and rank the candidates by volume, error risk and payback before building anything.
The audit and process map take the first week or two; the first workflow usually runs within a few weeks of that, and further processes follow one at a time. Each one goes live on its own, so you see results before the whole programme is done.
We connect to what you have — Google Workspace or Microsoft 365, your CRM, QuickBooks or Xero, Asana or ClickUp — through their APIs and webhooks. Automating business processes rarely needs new software; it needs the existing tools to talk to each other.
Every run is logged, failures alert us and the owner on your side, and the flow is built to stop safely rather than act on bad data. Maintenance covers API changes; the process keeps running by hand for the hour it takes to fix, exactly as it did before.
From the audit: minutes per step, requests per month and the hourly cost of the people doing it — the same numbers as the calculator above — against the build and running cost. If the numbers do not work for a process, we say so and move to the next candidate.
You do. The n8n workflows, scripts and documentation are yours, hosted on your server or your cloud account, and we train someone on your team to read and adjust them. You can keep us on for maintenance or take it in-house.
Most failed projects automated a process nobody had redesigned, or started with the biggest process instead of the clearest one. We start small, redesign before building, agree the KPIs up front and report against them every week.
Describe it in two sentences — we reply within a day with a workflow sketch.
hello@wireclad.com →