Workflow & AI Automation Implementation
A hands-on implementation service focused on building and embedding AI-enabled automation into your day-to-day operations, using the tools you already rely on.
Section: What this service is
Implementation is where we take a defined workflow and build it for real.
That can be based on an automation roadmap, or it can start from an existing process you already understand (for example: invoice approvals, enquiry follow-up, quote generation, or reporting automation).
The focus is delivery: build, test, embed, and make sure it’s actually used.
Section: What we build
Common implementation work includes:
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Intake automation: emails/forms/PDFs → structured data + next steps
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Approvals: route approval requests with an audit trail (approve / query / reject)
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Follow-ups: reminders and task creation so nothing stalls
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Document automation: generate quotes/letters/packs from templates
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Integrations: connect tools so data doesn’t get re-entered (spreadsheets, accounting, CRM, internal trackers)
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Reporting readiness: clean, consistent data capture so reporting stays accurate
Everything is built around your workflow, not generic templates.
Section: How delivery works (low-risk)
Implementation runs in short cycles so you see progress quickly:
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Confirm scope (one workflow at a time)
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Design the steps + data fields (what’s captured, where it’s stored, who approves)
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Build & configure (tools, permissions, integrations)
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Test with real examples (edge cases included)
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Go live + refine (small adjustments after it hits real use)
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Handover (simple documentation + training so it’s not “held together by one person”)
Section: What you get
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Working automations deployed in your environment
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Clear ownership, approvals, and audit trail where needed
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Reduced re-keying and fewer process gaps
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Simple documentation + handover
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Optional support for tweaks and additional workflows over time
Section: Who this is for
This is a good fit if you:
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already know what’s manual and painful
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want systems to talk to each other without switching platforms
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need reliability (not experiments)
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want a practical rollout that your team actually adopts
Section: Ongoing support
After go-live, support can be:
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ad-hoc (small changes and fixes) or
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ongoing (monitoring + incremental improvements)
Most businesses start with one workflow, then expand once they see it working in practice
Automation Implementation
Below is an example of how automation operates in practice, once the design decision are already made.
Starting the Flow: One Action
The automation starts with a single action in the tools you already use.
For example, a short message in Teams requesting a quote or an email forwarded to a dedicated email address.
There is no setup screen, no form, and no extra system to log into.
That message is the trigger.
From this point on, the system takes over the repetitive work.
Automatic Client Handling
As soon as the message is received, the system checks the client details.
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If the client already exists, it uses the existing record
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If the client is new, the details are extracted and stored
This happens automatically, so:
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client names are consistent
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duplicates are avoided
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the same client record is reused everywhere
You are not asked to create or manage client records manually.
Quote Assembly and Review
Using the captured details, the system assembles a draft quote.
It pulls from:
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your existing pricing data
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your previous quotes
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your service structure
AI assists by reading and assembling information.
You remain in control of pricing and approvals.
Once reviewed, the quote is sent.
Automatic Transition to an Active Project
When the quote is accepted, the automation moves the business into delivery mode.
Without any manual steps:
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a client number is confirmed
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a project number is created
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records are linked correctly
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folders are created
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the quote is filed
Nothing needs to be “set up” by hand.
The project is ready to work on immediately.
Logging Work as It Happens
During delivery, work is logged in real time.
Time can be added by:
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a short message
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or a voice entry
Each entry is automatically linked to the correct project.
This removes:
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end-of-week timesheets
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backdated entries
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guesswork
Labour costs update as the work is done.
Handling Supplier Invoices
When invoices arrive by email:
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key details are extracted automatically
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the invoice is presented for approval
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costs are categorised and linked
You approve before anything reaches accounting.
This ensures:
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costs are attached to the right job
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project figures stay accurate
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issues are caught early
Live Updates to the BI Dashboard
Every action updates the numbers.
When:
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a quote is accepted
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time is logged
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an invoice is approved
the BI dashboard updates automatically.
There are no reports to run and no data to reconcile.
The dashboard always reflects the current state of the business reporting the analytics you require.
This allows you to:
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monitor projects as they progress
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see profit and cost movement immediately
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spot problems early
Accounting Output (Final Step)
Only once data is:
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complete
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approved
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categorised
is it sent to the accounting system.
Accounting receives clean, ready-to-use data.
No re-entry. No reconstruction.
What This Means in Practice
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You interact with the business in familiar tools
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Automation handles the repetitive steps
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Data stays consistent across the system
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Reporting is always current
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Accounting becomes an output, not a workflow
This is what allows the business to run on live information instead of after the fact reports.
The system works quietly in the background so you can focus on the work, not the admin.
