Workflow Automation
Stop copying, checking and chasing the same information.
If your team moves data between systems by hand, builds the same report every week or spends half the day following up, the workflow is doing the wrong job. We fix the workflow first, then automate what’s left.
What is workflow automation?
Workflow automation uses software to handle the repetitive steps in a business process, like moving data between systems, sending reminders or building reports. According to KPI’s team, it works best after the workflow itself is simplified. Automating a bad process just makes the mistakes faster.
How a workflow project runs.
01 MAP
Find the real friction
Map the current workflow and find where the friction really comes from. Check what your tools can do, what access we need and how clean the data is.
02 SIMPLIFY
Remove before you automate
Take out steps that don’t need to exist and clarify the decisions, so we automate a stable process instead of a messy one.
03 BUILD AND TEST
The right fix, proven
Configure your existing tools, connect systems or build a custom component where it’s justified. Test normal cases, exceptions and what happens when something fails.
04 HAND OVER
Your team runs it
Train your team and hand over the operating instructions, with a named owner and a plan for who supports it.
The work
What you get.
- A simpler workflow.
- A working configuration, integration or tool.
- Test results showing it handles the cases we agreed.
- Documentation, and a plan for who supports it.
Who builds it.
Rebecca Blichmann defines the process and makes sure your team adopts it. Conor Doyle handles technical design and the build.
What we connect and automate.
We connect the systems you already run on directly, instead of stacking no-code connectors between them.
CRM automation
New leads routed to the right person, follow-up that sends itself, pipeline stages that update when the work does. HighLevel, HubSpot, Salesforce and the rest.
System integration
Your CRM, accounting platform, Google Workspace and project tools sharing the same data, so nobody re-keys it from one into the other.
Reports that build themselves
The weekly numbers pulled together automatically, so the report shows up instead of someone spending Monday morning on it.
Most of our builds use AI development tools like Claude Code, Codex and Cursor. That makes a direct, custom integration practical for a small business, and often simpler to support than a chain of connectors. Where a step needs judgment, like reading a document or drafting a reply, that’s where our AI Solutions work comes in.
How do you know it works?
It handles representative real cases, deals with the exceptions we agreed and can be supported by the owner we named. Where a person still needs to approve something, we say so in writing.
Custom builds
What about custom apps or AI-built prototypes?
If an app solves a defined workflow, we’ll build it or finish it. Prototypes built with AI tools are welcome as a starting point.
We assess reliability, access, ownership and support before we commit to production, and we won’t promise a fixed price to fix something we haven’t looked at.
Pricing
How is it priced?
A fixed implementation scope when the requirements are clear. When they aren’t, a paid feasibility or pilot phase with set deliverables and a go or no-go decision before the full build.
What this looks like in practice.
Regulated professional services
Three systems, none of which agreed.
The firm could not say what it had earned. We built one source of truth and turned the rule that lived in one person’s head into a system the team runs.
Professional services
The system everyone had stopped trusting.
A broken core system had the whole team on spreadsheets. One fixed-fee project found the break, fixed it and retired the workarounds.
National trade association
The financials took a month to produce.
Statements took four to six weeks, so leadership steered by old numbers. We rebuilt the close so the numbers arrive while they still matter.
Questions
Questions.
Will we have to replace our software?
Rarely. Most workflow problems come from tools that aren’t configured or connected properly, not from the wrong tools. We start with what you already pay for. If replacing something is genuinely the better answer, we’ll show you why before you spend anything.
What tools do you work with?
Almost anything with a way in. We regularly connect HighLevel, HubSpot, Salesforce, Google Workspace, accounting platforms and project tools, and we build with Claude, ChatGPT, Claude Code, Codex and Cursor. We rarely need Zapier or Make. We confirm access and capabilities during scoping, before quoting the build.
What are examples of workflow automation?
A new lead lands in the CRM, gets assigned and receives a follow-up without anyone touching it. Invoice details are read from an email and posted to accounting. A customer signs and their onboarding tasks create themselves. The weekly report updates on its own. Each removes a step someone used to do by hand.
How much does workflow automation cost?
It depends on how many systems are involved, how clean the data is and how many exceptions the workflow has to handle. We price it as a fixed scope once that is clear, or start with a small paid feasibility phase when it isn’t. You know the price before the build begins.
What happens if an automation breaks?
We test failure cases before handover, and the documentation explains how to spot and recover from a problem. Every project names who supports the workflow afterward. If you want us to monitor it, we scope that as ongoing support with clear response expectations.
Can you automate a process that isn’t documented?
Not reliably. An undocumented process usually has exceptions nobody has written down, and those are exactly what breaks automation. Where needed, we document and simplify the process first through our SOP Documentation work, often in the same project, then automate the stable version.
What keeps going wrong?
Tell us about the process or task that needs fixing. We’ll tell you honestly whether it’s a project, and roughly what it would take.
No long-term contracts. If we’re not adding value, you stop paying us.