There’s a point where the business is working and the reward for that is more work.
Phase 4 · Automate
AI Workflow Automation
The repetitive internal work — copying data between systems, chasing handoffs, assembling the same report every month — handled by software instead of by someone on your team.
- From £2,800
- Your accounts and keys
- Usage billed at cost
Monthly reportSent automatically ✓
Time saved10 hrsper week
Error alerts on
Your accounts & keys
The problem
Growth shouldn’t mean hiring for admin
More clients means more data copied from one system to another. More jobs means someone spends Tuesday morning assembling the report that could have assembled itself. More volume means more handoffs, more chasing, more “did anyone action that?” in a group chat.
So you hire. And the new person spends a meaningful share of their week on tasks that a computer should be doing, which means your cost base grows in step with your revenue. That’s not scaling — it’s just getting bigger.
The way out
The question worth asking isn’t “could this be automated?” Almost anything could. It’s “what is this actually costing us, and would automating it pay for itself?”
What a manual process actually costs you
Do the maths before you automate anything
This is the calculation that decides whether an automation is worth building. It takes five minutes and it’s the single most useful thing on this page.
- 01
How often does it happen?
Per week, honestly. Not the busy weeks — the average.
- 02
How long does it take each time?
Including the context-switching around it, which is usually underestimated. A “five minute” task that interrupts focused work costs more than five minutes.
- 03
What does that person’s time cost?
Salary plus employer’s NI, pension and overhead. A £30,000 salary is roughly £20 an hour loaded, not £15.
- 04
Annual cost
A task done 10 times a week, taking 12 minutes, at £20/hour loaded = 2 hours a week = £2,080 a year.
- 05
Compare it to the build
If automating that costs £2,800 plus £250 a month running, that’s £5,800 in year one against £2,080 saved. It doesn’t pay back until year three. Don’t build it.
Now run it on something bigger
A task happening 40 times a week and taking 15 minutes: 10 hours a week, £10,400 a year. That pays for itself in under four months.
The threshold, roughly: automation earns its place when the task consumes more than about four hours a week in total, or when the cost of getting it wrong is high. Below that, a person doing it is genuinely cheaper — and we’ll tell you so rather than build it anyway.
One thing the maths misses: some processes are worth automating even when the hours are modest, because human error in them is expensive. Invoicing, compliance records, anything where a missed step costs real money. Judgement applies.
Our process
How the work runs
- Step 01 of 06
Free automation audit
We map where your team’s time actually goes and what each task costs.
- Step 02 of 06
The payback calculation
Which processes earn automation and which are cheaper left alone.
- Step 03 of 06
Fix the process first
Documented and agreed before automating, because automating a broken process locks it in.
- Step 04 of 06
Build & connect
Automations built across the tools you already use, with error handling.
- Step 05 of 06
Test with real data
Run alongside the manual process until it’s demonstrably reliable.
- Step 06 of 06
Monitor & adjust
Automations drift as the business changes. We watch and update them.
What’s included
In every automation build
Process mapping
How the work happens now, documented before anything gets automated.
Payback analysis
What each automation saves, and whether it justifies building.
Cross-tool integration
Connecting the systems your team already uses every day.
Error handling
What happens when something fails, so failures surface rather than hide.
Human checkpoints
Steps where a person confirms before anything irreversible happens.
Your accounts & keys
API access and logins registered to you, never held by us.
Documentation
Written up, so you’re not dependent on us to understand it.
Monitoring & tuning
Reviewed regularly, because processes change and automations don’t notice.
Who this is for
Workflow automation probably fits if
- 01Someone copies data between two systems every week
- 02Reports get assembled by hand from the same sources
- 03Handoffs between people get missed or chased repeatedly
- 04Growth currently means hiring rather than improving systems
- 05A task consumes more than four hours weekly across your team
- Sounds like you?Get a free automation audit
Probably not yet if
The process isn’t consistent yet
The time-saving maths doesn’t work
Automating something nobody has agreed the shape of makes the confusion permanent. Those are the two most common reasons we advise against it.
Where this fits
Automate is phase four of four
Phase04of 04Automate
This phase comes last because it amplifies whatever it’s built on. A clean, agreed process gets faster. A messy one gets messier at speed, and harder to diagnose because now there’s software in the middle of it.
It depends most on phase three. Automation needs structured, consistent data to work with, and a CRM set up properly is usually what provides it. Where the data is inconsistent, the first job is fixing that — which is Convert work, not Automate work, and we’d rather do it in the right order.
If your systems are already in good shape, you can start here. Plenty of businesses come to us with a working CRM and just want the repetitive work taken off their team.
Pricing
Workflow automation pricing
AI Workflow Automation
Swipe to compare
| Feature | Essential | GrowthMost Popular | Advanced | Custom |
|---|---|---|---|---|
| Setup | £1,200 | £2,800 | £5,500 | From£10,000 |
| Scope | One or two simple automations | Several connected workflows, multiple tools | Complex multi-step processes, custom logic | Bespoke |
| Tools connected | Up to 2 | Up to 5 | Unlimited | Unlimited |
Ongoing monitoring and tuning: £250–£750/month. Platform and LLM usage billed at cost, in your name.
01How do I know if something is worth automating?
Run the calculation above. As a rule, it needs to consume more than about four hours a week across the team, or the cost of human error has to be high.
02What tools can you connect?
Most things with an API — CRMs, accounting, calendars, project tools, phone systems, spreadsheets. Where there isn't an API there are usually workarounds, confirmed during the audit rather than promised upfront.
03What happens when an automation breaks?
Error handling is built in, so failures surface rather than fail silently — which is the dangerous version. Monitoring catches the rest, and we fix them under the ongoing plan.
04Will this replace people on my team?
Usually it removes the worst parts of their week rather than the job. Most clients automate to avoid hiring for admin, not to reduce a team they already have.
05Do we need AI for this, or just automation?
Often just automation, and it's cheaper. AI earns its place where judgement, language or unstructured data is involved. We'll tell you which your process actually needs.
06What if our process changes?
Then the automation needs updating, which is what the monthly plan covers. Automations don't notice that the business moved on — someone has to tell them.
Next step
Find out what’s worth automating
Get a free automation audit. We’ll map where your team’s time goes, run the payback calculation on each process, and tell you which ones are worth building — including when the answer is none of them yet.
- Based in Ilford, East London
- Call +44 7366 355562
- Mon–Fri, 10am–6pm