Process automation
Repetitive tasks taken care of, without transforming the whole company.
We map the manual tasks, tools and exceptions, then build reliable workflows around the way you work. Human approval remains in place whenever a situation falls outside the planned scope.
- Form
- PDF invoice
- ERP updated
- Task completed
- Typical
- Orders, invoices, reminders, files, reporting.
- Timeframe
- A first targeted scope in 1 to 3 weeks, as an indication.
- Budget
- Custom quote, after a first conversation.
What we automate
Connect your tools and eliminate re-keying.
Automating a process does not mean installing miracle software. It means identifying a repetitive task with clear rules, then building a workflow that does it for you, with the necessary checks.
Emails and attachments
Reading, classifying and routing incoming messages and documents to the right tool or the right person.
Quotes, orders, invoices
Prepared from the requests received, amounts checked, created in the ERP or accounting system.
CRM, ERP and Excel
Scattered information is consolidated in the right place, without manual re-entry.
Reminders and deadlines
Pending files, missing documents, contracts up for renewal: detected and followed up in time.
Reporting
Periodic tables and reports produced automatically from your sources.
Internal approvals
Clear approval workflows: who approves what, from which threshold, with a record of every decision.
Anatomy of a workflow
Each step has a precise role.
A reliable workflow separates what is calculated, what is interpreted and what is decided. Errors are anticipated, not suffered.
- 01SchedulingEvery morning, files pending for more than seven days are listed.Code
- 02ChecksDocument received in the meantime, customer in dispute, reminder already sent: the file is set aside if necessary.Code
- 03DraftingA personalised reminder is prepared from the file.AI
- 04ApprovalReminders to sensitive customers are reviewed before sending.Human
- 05Sending and trackingThe reminder is sent only once; the date is recorded in the file.Code
- 06LogEvery reminder and every decision remains available for review.Audit
With or without AI
And when AI is needed.
Classic rules work well when information always arrives in the same format: the same form, the same file, the same columns.
When e-mails are freely written or every PDF is different, a fixed rule is no longer enough. AI then reads the message or document, understands what it asks for and extracts the useful information: customer, items, quantities, dates. It then prepares the entry in your software. A person approves the important actions.
- 01E-mail received“Hello, I’d like 20 pieces like last time, delivered on Thursday.”Code
- 02ReadingThe message is recognised as an order: 20 pieces, delivery on Thursday.AI
- 03PreparationThe order entry is prepared in the software.Code
- 04ApprovalAn employee checks it and clicks “Approve”.Human
What should be automated?
Not everything: what is repetitive, stable and governed by clear rules.
| Criterion | Good candidate | Poor candidate |
|---|---|---|
| Frequency | Task repeated several times a week | One-off or rare task |
| Stability | Process that rarely changes | Process still evolving |
| Decision | Clear or verifiable rules | Complex business judgement in every case |
| Impact of an error | Error that can be detected and corrected | Critical error with no safety net |
Examples
Common automations in SMEs.
Examples of capabilities, not client references.
Quote from an e-mail
A request arrives by e-mail, the information is extracted, a quote is prepared in your tool and a person approves it before it is sent.
Invoice matching
An incoming invoice is compared with the corresponding purchase order; discrepancies are flagged rather than approved automatically.
CRM update
Customer information scattered across e-mails and forms is consolidated in the CRM, without re-keying.
File follow-up
Files that have been pending for a set period are identified and escalated to the right person.
Which tasks can an SME automate?
Repetitive, well-defined tasks: orders and quotes, supplier invoices, reminders, case files, reporting, approval workflows, exchanges between ERP, CRM and e-mail. The first conversation is used to check whether a task is worth automating.
Do you always need AI to automate?
No. A rule-based workflow is enough when the task is stable; AI is useful when freely written e-mails or documents have to be read. In both cases, a person approves the important actions.
Do we need to change our ERP or CRM to automate?
No, in the vast majority of cases. Automation connects to your existing tools via API, database, files or middleware, depending on what they allow.
How long does it take?
A first targeted scope can be set up in 1 to 3 weeks, as an indication. A project with several integrations takes longer. The schedule is set after the analysis.
Does automation replace a job?
Our approach removes repetitive tasks from a job; it does not replace it. Decisions and exceptions remain handled by a person.
What happens if the system makes an error?
Uncertain cases are held for approval rather than processed automatically. Technical errors trigger an alert, and every action is logged for later review.
Automation
A repetitive task to show us?
Describe it step by step. We will tell you whether it is worth automating, and how.