Stop paying a person
to copy between screens.
The work that happens between your tools: a number copied from one screen into another, or an invoice rebuilt by hand from a quote. Both are jobs for a machine.
First, we try to delete the step.
Before anything gets built we ask whether the step should exist at all, because automating a step nobody needs still leaves you paying for it every month.
What we automate
- Handoffs
- Work that leaves one tool arrives in the next one intact, moved across by the automation.
- Intake
- Forms, WhatsApp messages and phone calls collected in one list in the same format, each with its follow-up set.
- Paperwork
- Quotes, invoices, job cards and diary entries generated off the thing that triggered them.
- Follow-ups
- Drafted and left ready for a person to send.
- Reporting
- The weekly figure, put together automatically and in your inbox on Monday.
- Alerts
- When something breaks, you hear it from us before a customer tells you.
- Guard rails
- Caps and a stop button on everything that runs unattended.
- Ownership
- You own the accounts and the keys, and the logic is written down in language you can read.
How an automation gets built
-
Watch
We sit with the person doing the job and walk through three recent real cases, which show the exceptions and workarounds a written procedure leaves out.
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Delete
Then we try to remove the step entirely. Sometimes that is the whole answer and there is nothing left to build.
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Build
Whatever survives gets automated, with the limits set before the first run.
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Ongoing
It stays watched, so a small fault is caught before it turns into an expensive one.
Anything that goes out to a customer is prepared for a person on your team to send.
Six jobs from one action.
- Price every ticket tier
- Work out the class add-on
- Build the expense sheet
- Issue the team their tickets
- Send the announcement
- Tell everyone on the door
- Six jobs in six places, and any one of them can be forgotten, most often the last.
One we can show you, and the shapes the rest take.
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vastrapsokkieklub.com
Vastrap Sokkieklub
Putting an event on sale is one screen. Behind it, one action sets the price of every ticket tier, works out the dance-class add-on, builds the expense sheet for the night, issues the team their own tickets, sends the announcement and tells everyone working the door. All of that used to be separate jobs, and any one of them could be forgotten.
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intake
One list, four channels
A form, a WhatsApp message, an email and a phone call all end up in one list, and each enquiry gets the same follow-up whichever way it came in.
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paperwork
The document writes itself
An accepted quote becomes an invoice, a job and a diary entry, each filled in from the quote.
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handoff
Two systems that never spoke
The tool your team likes and the tool your accountant insists on, kept in step, so a change in one shows up in the other.
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reporting
The number arrives
The figure you actually run on, assembled and sent to you on a schedule.
It used to take me five hours to get an event up. Now it takes five minutes.
We have more of this running for clients here and overseas. Those arrangements are under agreement, so the work is described here without the client's name. See the work we can show
What is being typed twice?
Tell us the job nobody wants and the tools it happens between. It takes twenty minutes, and if the answer is to delete the step, we will say so.