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From one recurring task to a complete workflow. We connect the steps between your email, files and business systems, with your approval where it is needed.
Work across systems
Three examples of a larger workflow. See which steps we can take on and where you decide.
From email to order
Read an order from an email and attachment, check stock, enter the order and prepare a confirmation. Missing details come back to you first.
Your order reference, a summary of the completed steps and a confirmation ready for review.
Missing details, a different price or insufficient stock are referred to you first. The process does not choose a replacement product.
One record, four systems
Process supplier details and the contract across several systems, with an agreed approval before sensitive changes and one record of completed steps.
The contract in the agreed location and one overview with the references and status from each system.
You approve before payment details are entered or changed. If the process stops, you can see which steps have already been completed.
Several sources, one job
Compare invoice lines with the order and delivery. Receive differences and missing information in one review report before anyone decides on payment.
A workbook with checked lines and differences. We can also configure a readable summary if you need one.
You review the differences. The process neither posts entries nor makes payments; you decide the next step.
Representative examples, not client cases. We configure each workflow for your systems and test it with you.
Prices, quantities and statuses sit in your supplier’s portal. Someone has to log in, look, and retype.
The same report every week or every month, assembled from two or three systems that exchange nothing with each other.
Individual jobs
This is the kind of work we automate, written shorter than on the three process pages. Each line says what is asked, what kind of system it runs in, and what comes back.
customer portal
Every Monday, go through the urgent tickets still sitting open and escalate them
which tickets were escalated, and how many there were
staff and purchasing portal
Clear two queues to fixed limits: approve short leave, leave longer requests alone, approve purchases under the ceiling and refuse the ones above it
three counts for the close-out email
CRM
Send out the draft quotes whose deal is genuinely still live, and close the won deals above an agreed amount
which quotes went out, and which deals were closed
purchasing system
File a purchase request with its lines, quantities, category and cost centre, and submit it rather than leave it sitting as a draft
the request reference printed on the confirmation
operations portal
Cancel an order, then look at the cancelled-orders list to check that it really is in there
the order reference, after that check
supplier portal
Submit our own invoice in the customer’s portal, under exactly the right supplier account
the reference their system assigns to it
CRM
Log three new prospects from someone’s notes at a trade fair as deals, under the right owner and against the account that already exists
the three deal references
bookkeeping
Apply payments that arrived but were never matched to an invoice, and leave alone the ones that were handled correctly
which invoices were put right, and how many there were
finance administration
Before each payment run, pull three figures on one supplier, with the list filtered so nobody else’s invoices creep in
invoices on file, how many are open, and what those come to
website
Check word for word that a page still says what it should, every time a new version goes out
the exact text, in the order it appears on screen
portal
Every Monday, push the updated price list to the customer’s portal, and check that the portal actually shows our file afterwards
confirmed, or told that it did not go through
portal
Upload a file, find it again in a listing among everyone else’s, and pull it back down
confirmed on all three steps, with the retrieved file
bookkeeping
A customer says an invoice is already paid, but more than one open invoice fits that description
a question back, not a guess
Representative examples, not client cases. The companies are fictional.