Flow glue between the tools you already use, so the weekly and monthly manual tasks move on their own.
Your tools already have the data. The accounting system knows the invoices, the CRM knows the clients, and the shared drive has the documents. The problem is that someone on your team has to move information between them, every week by hand, making mistakes when they are tired.
A small machine does that movement. When an invoice arrives by email, it reads the PDF, extracts the data and drops it into the accounting system. When a quote sits unanswered for three days, a nudge goes out. When a project document arrives, it lands in the right folder.
No new software for your team to pick up, no dashboard they have to check. It runs in the background, and what they notice is less work rather than more tools to learn.
Pick the one that ate the most time last month. That is the candidate.
Incoming supplier invoices arrive as PDFs attached to emails or as paper delivered with goods. Someone opens each one, reads the line items, and types the data — supplier, amount, VAT, category — into the accounting system.
New work requests arrive across email, WhatsApp photos, phone calls, web forms — and no single inbox owns them. Someone re-types each one into the planning system every morning; occasionally a job falls through the cracks.
Every quote is a one-off document. The salesperson opens the template, copies the last similar quote, edits the line items, checks pricing in a separate list or email thread, and recalculates the totals by hand. Errors in totals occasionally get sent out.
Clients, suppliers, and third parties email documents tied to a project — plans, certificates, invoices, reports — into a shared inbox. Someone opens each one, identifies the project code, and files the attachment by hand. When volume is high, filing lags or gets skipped.
Customers who haven't paid by the due date are chased one by one — finance pulls a list and calls or emails each customer. Older overdue items sometimes slip below the radar until year-end.
Recurring document types — NDAs, engagement letters, project reports, client proposals — are created by copying the last version and editing the variable parts by hand. Variables are missed, outdated clauses slip through, and version sprawl makes it unclear which file is the canonical one.
You tell me the task. I map the tools involved and the data that moves between them.
I build it. You test it on real data. I adjust based on your feedback until it runs clean.
It goes live. I monitor it for 30 days. After that it runs on its own, or you can add the annual support contract.
Discovery meeting
Flow design
Integration with the customer's existing tools
Testing and launch
30-day support after go-live
Third-party subscriptions (Zapier, Make, and equivalents)
Migration of legacy data
Unplanned integrations
Scope changes after delivery
Delivery notes go in — scanned paper or PDF. The AI extracts every field, edge cases get flagged for human review, and the result is fully digitised.
Pre-production. Real numbers.
Job orders arrived as WhatsApp photos and emailed PDFs across multiple inboxes. Two jobs fell through the cracks last quarter.
~6 h/week freed across the ops team, zero lost jobs
Project documents from clients, suppliers, and the municipality landed in a shared mailbox and were filed by hand into shared-drive folders by project code.
~8 h/week freed, filing always complete
Supplier invoices and delivery notes were typed into the accounting system every Friday afternoon.
Friday afternoons back across the 3-person finance team
If you recognise the patterns above, twenty minutes is enough to know whether I can build it for you.
Let's talk