Process automation

Stop paying senior people to copy-paste.

The average mid-sized team loses 15 to 20 percent of operational hours to work that already lives inside the SaaS tools they're paying for. It just isn't connected. We connect it.

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The problem

Your tools work fine. The handoffs between them don't.

Every growing business hits the same wall. The CRM is fine. The accounting tool is fine. The project management tool is fine. But invoices arrive in email, get downloaded by hand, renamed, uploaded somewhere, then keyed into accounting. New clients fill out a form, then someone manually creates the Slack channel, the Drive folder, the contract and the kickoff invite. Approvals happen in DMs that no one can audit.

Each of those handoffs costs five minutes. Multiply by ten people, ten times a day, fifty weeks a year, and you're paying for a full-time job you didn't realise you'd hired. The work is invisible until someone leaves and the institutional knowledge leaves with them.

Process automation isn't about replacing people. It's about giving them their afternoons back.

Approach

How we solve it

Four phases, two weeks for the first workflow in production. We keep going if it's working and stop if it isn't.

  1. 1

    Map the process before changing it

    We sit with the team that runs the work and write down what actually happens, step by step. Often the win is removing steps, not connecting them. We'll flag those before we touch a tool.

  2. 2

    Pick the right tier of tooling

    Zapier when the workflow is short and you want it shipped this week. Make when there's branching logic or higher volume. n8n (self-hosted) when you need full control over your data, or your security team needs it to live inside your VPC.

  3. 3

    Build for the day it breaks

    Every workflow ships with retries, idempotency keys where they matter, alerts to Slack or email when something fails, and a written runbook your team can use without calling us.

  4. 4

    Hand it over properly

    All credentials in your name. Documentation in your wiki. A short Loom showing your team how to fix the common failures. End the engagement and nothing stops working.

Stack

Tools we work in

We're tool-agnostic. We pick what fits your existing stack, your data sensitivity and your budget. We'll happily push back if a brief specifies a tool that isn't the right fit.

  • Zapier
    speed and breadth
  • Make
    branching logic
  • n8n
    self-hosted
  • Power Automate
    Microsoft stack
  • Airtable
    ops database
  • Notion
    docs and workflows
  • Google Workspace
    Apps Script
  • Slack
    approvals and alerts
  • Stripe
    billing flows
  • Xero / QuickBooks
    accounting
  • DocuSign
    signature workflows
  • Custom code
    where it earns it
Real-world

What this looks like in practice

Figures are typical ranges from comparable engagements

  • 11.5h
    Saved per week

    Invoice processing for a UK accountancy

    A 22-person practice was spending 12 hours a week downloading client invoices, renaming files, and entering them into Xero by hand.

    We built a Make scenario that pulls invoices from inboxes and shared drives, OCRs them, matches the supplier, and pushes draft bills into Xero with the right tax codes. The bookkeeper now spends about 30 minutes a week reviewing exceptions.

  • 3 days to same day
    Onboarding cycle time

    Client onboarding for a US marketing agency

    A 40-person agency was losing the first three days of every engagement to forms, contracts, intro emails, Slack invites, and folder creation handled by an over-stretched ops manager.

    A single intake form in HubSpot now triggers a Zapier sequence that fires the contract through PandaDoc, provisions the Slack channel, creates the Google Drive folder structure, schedules the kickoff in Calendly, and posts the welcome message. All of it before the new client refreshes their email.

  • ~$80k/yr
    Operational cost saved

    Approval routing for a 200-person SaaS

    Procurement requests bounced between three approvers in email. No audit trail, no SLA, and an overworked ops lead chasing approvals on Slack.

    We replaced the email chain with an n8n workflow on top of an Airtable approvals table. Role-based routing, automatic reminders after 48 hours, and a single dashboard the CFO actually checks. Median approval times dropped from 9 days to 1.5.

Frequently asked questions

What's the difference between Zapier, Make and n8n?
Zapier is the fastest to ship and has the widest catalogue of integrations. Best when the workflow is short and you'd rather not run any infrastructure. Make (formerly Integromat) gives you visual branching, error routes, and much cheaper pricing at higher volumes. Best for anything with conditional logic. n8n is open source and self-hostable. Best when you need full control over your data, want to avoid per-task pricing, or have compliance requirements that rule out third-party platforms. We'll recommend whichever fits your stack and budget. We have no financial relationship with any of them.
Will this break when our SaaS apps update their APIs?
Sometimes. APIs do change. Every workflow we ship includes monitoring, automatic failure alerts, and a documented runbook. If you're on a retainer, we cover the fix. If you're not, you can usually fix common issues yourself in under 30 minutes using the runbook, or send us a one-off ticket.
Who owns the credentials and accounts?
You do. Always. We connect to your Zapier, Make or n8n account using your SaaS credentials. When the project ends we hand back full admin access and remove ours. No vendor lock-in by accident.
How do you handle errors and edge cases?
Every workflow has error handling baked in: retries with exponential backoff for transient failures, dead-letter handling for malformed inputs, idempotency keys on operations that shouldn't run twice, and Slack or email alerts when something needs human attention. We also write a one-page runbook for each workflow.
Do we need engineering involvement on our side?
Usually no, that's the whole point. Most of the tools we use are no-code or low-code. Where custom code is needed (an API without an off-the-shelf connector, or complex data transformation), we write and host it ourselves. Your engineers are looped in for credentials and the security review, and that's it.
How long does a typical first build take?
From signed contract to live workflow, usually two weeks. The first half is the audit and design (we don't build anything until you've signed off the process map and the success metric). The second half is build, test, document and hand over.

Find out what your team's manual hours are actually costing.

A two-day paid audit gives you a process map, a list of automations ranked by ROI, and a fixed quote for the build. £1,500 / $2,000. Roll the audit fee into the build if you decide to proceed.

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