AI Automation
Automation is not about adding another tool. It is about removing the places where a person copies data from one system into another.
Move the work people were re-typing into a workflow - quotations, purchase orders, settlement, reporting.
What usually goes wrong
Spreadsheet, email, spreadsheet again
The same data is entered three times a day. The errors always appear at the point where someone re-types it.
A process only one person knows
The approval criteria live in someone head rather than in a document, so one holiday stops the work.
Two days to close the month
Two people spend two days producing the month-end report, and by then the numbers are already out of date.
How we approach it
- 01Watch the workWe sit with the people doing it and record the work click by click. The reference is what actually happens, not what the document says.
- 02Draw the boundaryWe decide first which stretch is automated and which stretch stays a human judgement. We do not automate everything.
- 03Build the workflowImplemented as an explicit flow with triggers, conditions, exception handling and retries.
- 04Observe and hand overFailure alerts and processing logs are attached so your own team can run it.
What you receive
| Before/after process map | Includes a comparison of step count and elapsed time |
|---|---|
| The workflow itself | Triggers, branches, exceptions and retries defined, under version control |
| Integration connectors | Email, sheets, ERP, messenger, e-tax invoicing and others |
| Failure runbook | Alert channels, manual recovery steps, named owners |
| Time-saved calculation | Per-item handling time multiplied by monthly volume, with the measurement script provided |
How it runs
| Diagnosis | 1 week | Observe the work, identify and rank automation candidates |
| Design | 1 week | Define the flow, the exception policy and the metric to report |
| Build | 3-4 weeks | Implement the workflow and its integrations |
| Parallel run | 2 weeks | Run manual and automated side by side and compare results |
| Handover | 1 week | Operations training and documentation |
Frequently asked
How is this different from RPA?
RPA imitates screen interactions, so it breaks when the UI changes. We connect at API and database level wherever that is possible and use browser automation only where there is no alternative, which keeps maintenance cost down.
How is the time saved calculated?
We measure per-item handling time before the engagement starts and measure it again the same way after go-live, then report the difference. It is a measured figure, not an estimate.
Do we have to abandon the tools we use today?
No. In most cases we leave the existing tools in place and connect the gaps between them. We propose replacement only when the cost of integrating exceeds the cost of replacing.
What happens when the automation goes wrong?
Every flow is designed together with failure alerts, a retry policy and a manual recovery procedure. Irreversible steps such as payments or outbound sending are put behind a human approval gate.
What is the minimum scale that makes sense?
One repeating task of 200 or more items a month is usually enough to repay the investment. Below that we recommend tidying the procedure rather than automating it.
Can our team change it afterwards?
Yes. The flow is left in a form that can be edited visually, and operational parameters such as conditions, recipients and thresholds are separated out so they can be changed from an admin screen.
A 30-minute call first
We do not quote a rate before the scope is defined. We map your current flow on a call and reply with a draft architecture and a staged cost range within a week.