Services/Workflow automation and software integration

Stop doing by hand what software can do for you.

We map how work moves through your business, then connect your tools so information flows on its own. Fewer errors, faster turnaround, and no more copy and paste between systems.

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What is included
  • A workflow audit and map
  • Custom workflow optimisation
  • Seamless software integration
  • Automated reminders and follow-ups
  • Reports delivered on a schedule
  • Monitoring so you know it is running
Fixed scope. Clear Rand pricing. Looked after after launch.

Manual work is quietly eating your team’s week.

  1. “Someone retypes every order into the accounting system.”

    It takes hours a week and the numbers still do not match.

  2. “Follow-ups only happen when someone remembers.”

    Quotes go quiet, invoices go unpaid and renewals slip.

  3. “Our tools don’t talk to each other.”

    Sage, the website, WhatsApp and a spreadsheet, all holding a different version of the truth.

What we automate.

  1. Custom workflow optimisation

    We look at how a job, order or enquiry moves through your business and simplify the steps before we automate them.

    For example: a quote approval that took three emails now takes one tap.

  2. Seamless software integration

    Sage, Xero, QuickBooks, Shopify, WhatsApp, Google Workspace, Microsoft 365 and any tool with an API, connected properly.

    For example: new Shopify orders create delivery notes and update stock in Sage.

  3. Automated reminders and chasing

    Overdue invoices, expiring contracts, licence renewals and quotes that went quiet, followed up on time.

    For example: payment reminders by WhatsApp and email at 7, 14 and 30 days.

  4. Document generation

    Quotes, contracts, certificates and reports created from your data, filled in and sent.

    For example: compliance certificates emailed the moment a job is closed.

  5. Data capture without typing

    Forms, email parsing and AI extraction turn PDFs, photos and messages into clean records.

    For example: supplier invoices read and posted to your accounting system for approval.

  6. Scheduled reports

    The numbers you check every week, pulled together and delivered automatically.

    For example: a Monday morning cash and sales summary on WhatsApp.

From first call to live system.

  1. Audit

    We shadow the work and list every manual handover, retype and reminder.

  2. Prioritise

    We rank each flow by hours saved and risk removed, then give you a fixed quote.

  3. Build and test

    One flow at a time, with checks and alerts so nothing fails silently.

  4. Monitor

    We watch it run and fix issues before you notice them.

Fixed scope. Clear pricing. A team that answers.

We map the work, quote a fixed price, build it in your accounts and look after it afterwards. No hourly surprises, no call centre.

Fixed scope, clear pricingYou get a written scope and a fixed Rand quote before we build anything.
A team that answersWhatsApp, phone or email. You speak to the people doing the work, not a ticket queue.
You own everythingBuilt in your accounts, on your domain. Leave any time with everything intact.
Looked afterA monthly care plan keeps it running, secure and improving as you grow.

Questions we get asked

Do we have to change our software?Usually not. We connect the tools you already pay for. Where a tool truly does not fit, we will say so and suggest options.
What happens if an automation breaks?Every flow has alerts. Your care plan covers fixes, so a failed step is noticed and repaired, not discovered at month end.
Is this the same as an AI assistant?No. Automation moves data by rules. AI assistants talk to people. We often combine the two, for example an assistant that takes an order and an automation that invoices it.
How do you charge?A fixed quote per workflow or bundle of workflows, plus a monthly care plan. All in Rand, agreed before we start.

Often built together.

  1. Custom app development

    Client portals, job and quote systems, invoicing tools and integrations with Sage, Xero, WhatsApp and Sheets.

    Fixed scope, 4 to 8 week builds
  2. AI chat assistants

    Assistants on your website, WhatsApp, SMS and social that answer customers from your own information.

    Day and night, with human handover
  3. Ai360 CRM platform

    An all-in-one CRM, marketing and automation platform, set up and connected to whatever we build for you.

    Also from Ai360