Workflow automation for small businesses
Workflow automation means information moves between your systems on its own. An enquiry becomes a client record, an approved invoice gets filed, a missing document gets chased. We build those automations around the tools your team already uses.
The copy-paste between systems, done for you
Most small businesses run on a handful of systems that don't talk to each other. Someone has to carry the information across.
That someone is usually one of your best people. They read an email, type the details into one system, copy them into another, then tell a colleague it's done. It takes minutes each time and hours each week, and it's where mistakes creep in.
A workflow automation does the carrying. It watches for the trigger, moves the information to the right places, and hands anything unusual to a person.
- 1Invoice lands in the accounts inboxPDF attached, any supplier
- 2AlphaOps automation reads itSupplier, amount, due date, order number
- 3Sent to the right approverOne click to approve, in Teams or Outlook
- 4Filed and loggedSaved to SharePoint, added to the payments list
Where we usually find the hours
New enquiries
Read, logged against the right client, assigned to the right person, and a reply drafted for checking.
Instead of: someone triaging the shared inbox every morning
Client onboarding
Forms, ID and paperwork collected and chased automatically, then the client record set up once everything's in.
Instead of: three reminder emails and a spreadsheet
Approvals
Invoices, quotes, holiday requests and purchase orders routed to whoever signs them off, with a record of who approved what.
Instead of: "did you see my email?"
Reports that build themselves
Figures pulled from several systems into one weekly or monthly report, ready to read.
Instead of: half a day in spreadsheets every month-end
Chasing
Reminders for missing documents, overdue tasks, expiring certificates and renewals, sent on time, every time.
Instead of: relying on someone's memory
Typed once, not twice
Information entered in one system appears in the others that need it, so the same details are never keyed in twice.
Instead of: two systems slowly drifting apart
Your tools, your data, our build
We start with the free automation audit and pick one process that costs you the most time. We map it step by step with the people who do it, then build the automation around the systems you already have.
- Microsoft 365 first. Outlook, Teams, SharePoint and OneDrive are where most of our clients' work already lives, so that's where we build.
- AI where it earns its place. When a step needs reading or writing like a person would, we use Anthropic's Claude through its business service. Your data isn't used to train its models.
- In-house AI, coming soon. For work where data shouldn't leave the building, we're bringing AI onto our own hardware in Cardiff.
- Proven before it goes live. We test on your real data, with your team, before anything runs on its own.
Priced before we start
One-off builds are quoted per project after the audit, so you know the full price before any work begins.
If you'd rather keep automating month after month, Monthly AI Support is £459 + VAT a month with four hours included, on a 12-month minimum term. Extra hours are £145 + VAT.
Workflow automation questions
Will it work with the software we already use?
Usually, yes. Most business software can pass information to other systems, and Microsoft 365 connects to a great deal. The audit checks your systems first, and if something can't be connected we'll tell you plainly.
Is workflow automation the same as AI?
Not always. Many steps are simple rules: when this arrives, put it there and tell that person. AI comes in when a step needs reading or writing like a person would, such as pulling details out of an email or drafting a reply. We use whichever the step needs.
What happens when something unusual comes through?
We build every automation to pass anything it can't handle to a person rather than guess. We monitor what we build and fix it if something changes.
Do we have to change how we work?
As little as possible. We automate the process you already have, then suggest improvements once it's running. Your team keeps working in the tools they know.
Which process costs your team the most time?
Tell us in a free 20-minute audit. You'll get a plain-English report of your best automation opportunities, with no obligation.
Book a Free Audit →