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Example workflows

Everyday tasks.
Better ways to work.

Explore what a tailored internal system could help with. These examples are illustrative; we review your tools and requirements before agreeing integrations and scope.

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Illustrative possibilities
Where could work flow better?
InvoicesOnboardingJob deliveryTeam coordinationReportingeCommerce

What would you like to improve?

Invoices and bookkeeping

From invoice to approval, with less typing.

The everyday problem

Invoice photos and PDFs arrive in different places, leaving someone to type details into the accounts software and chase missing information.

The intended benefit

Less rekeying helps reduce avoidable errors and frees bookkeeping time, with staff reviewing details before an entry is created.

Illustrative workflowInvoices and bookkeeping
  1. 1
    System coordinatesInvoice receivedReceive a photograph or PDF
  2. 2
    AI preparesDetails extractedExtract supplier, amount and invoice details
  3. 3
    People decideChecks and staff approvalResolve exceptions, then check and approve
  4. 4
    System coordinatesEntry created in XeroOnly after staff approval

A person stays in controlMissing details or exceptions go to a person to resolve, then return for checks and approval.

Client onboarding

A clearer start for every new client.

The everyday problem

Client details, documents and setup tasks are scattered across emails and forms, making it easy to miss a step.

The intended benefit

Shared details and clear ownership help reduce missed steps, giving staff more time to welcome and support clients.

Illustrative workflowClient onboarding
  1. 1
    AI preparesPrepare client detailsOrganise submitted details with source references
  2. 2
    System coordinatesRequest missing documentsCheck required fields and request documents
  3. 3
    People decideReview client recordReview exceptions and approve the client record
  4. 4
    System coordinatesAssign setup tasksAssign owners and setup tasks

A person stays in controlYour team reviews incomplete or unusual submissions before onboarding moves forward.

Enquiries to completed jobs

Keep the next step moving.

The everyday problem

Moving an enquiry through quoting, scheduling, delivery and invoicing means copying details and chasing updates between tools.

The intended benefit

Less rekeying and chasing gives the team more capacity for delivery, with information available at each handoff.

Illustrative workflowEnquiries to completed jobs
  1. 1
    AI preparesPrepare enquiry briefTurn enquiry documents into a draft brief
  2. 2
    People decideReview brief and quoteCheck the brief and approve the proposed quote
  3. 3
    System coordinatesSchedule and deliver jobAssign owners and coordinate delivery
  4. 4
    People decideConfirm deliveryConfirm delivery before invoicing progresses

A person stays in controlStaff approve quotes and confirm delivery before the next agreed action.

Team coordination

Everyone knows what happens next.

The everyday problem

Tasks stall when handoffs, reminders and approvals depend on someone remembering to send a message.

The intended benefit

Clear ownership and reminders help reduce missed handoffs and free the team from routine follow-ups.

Illustrative workflowTeam coordination
  1. 1
    System coordinatesWork ready for handoffCheck agreed handoff rules
  2. 2
    System coordinatesAssign an ownerRoute work by team responsibilities
  3. 3
    People decideSend reminder or approvalReview blocked work and required approvals
  4. 4
    System coordinatesRecord completionRecord status and notify the next owner

A person stays in controlOverdue tasks and blocked approvals are flagged to the responsible person.

Business reporting

Bring the information together once.

The everyday problem

Regular reports mean exporting the same data and rebuilding spreadsheets before anyone can use the information.

The intended benefit

Repeatable reporting and data checks reduce spreadsheet rebuilding, giving your team more time to understand the figures and act.

Illustrative workflowBusiness reporting
  1. 1
    System coordinatesGather agreed dataGather agreed sources with appropriate access
  2. 2
    System coordinatesCheck missing informationFlag missing or inconsistent data
  3. 3
    AI preparesPrepare report summaryDraft a summary linked to the source figures
  4. 4
    People decideReview reportCheck figures and interpretation before sharing

A person stays in controlMissing or inconsistent data is flagged for review rather than silently treated as complete.

eCommerce

Join up the work behind each order.

The everyday problem

Orders, stock and fulfilment updates live in separate tools, creating repeated admin for the people keeping sales moving.

The intended benefit

Less manual copying helps reduce avoidable errors and gives staff more capacity for customer service and order exceptions.

Illustrative workfloweCommerce
  1. 1
    System coordinatesOrder receivedReceive agreed order data
  2. 2
    System coordinatesCheck stock and detailsCheck stock and required details using rules
  3. 3
    People decideReview order exceptionsResolve discrepancies before releasing the order
  4. 4
    System coordinatesUpdate order statusShare fulfilment updates with connected tools

A person stays in controlStock discrepancies or unusual orders go to your team for a decision.

Built for what’s next

Start with the part of your business that should work better.

Tell us which task takes more effort than it should. We’ll review your tools, access and requirements before agreeing a useful first workflow.

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