Automation recipes

What we build

Ten common automations, step by step. See which ones sound like your week.

Finance

Supplier invoice intake

  1. WhenA supplier invoice arrives by email
  2. AI reads the PDF: supplier, number, amount, tax, due date
  3. A draft bill is created in your accounting software
  4. ResultBill waiting for one-click approval, PDF attached
  • Gmail or Outlook
  • Xero, Zoho Books or QuickBooks
  • Claude
By hand
~5 min per invoice
A person still
Approves each bill. Unclear invoices are flagged, not guessed.

Finance

Payment reminders

  1. WhenAn invoice passes its due date unpaid
  2. Checks the unpaid list every morning
  3. Drafts a polite reminder with the invoice attached
  4. A firmer second reminder after 7 days
  5. ResultReminders go out on time, every time
  • Accounting software or Google Sheets
  • Email or WhatsApp
By hand
~10 min per chase
A person still
Signs off the tone for key accounts. Disputes go to a person.

Sales

New enquiry follow-up

  1. WhenSomeone fills in your website form or emails in
  2. Logged in your CRM or lead sheet
  3. AI drafts a reply based on what they asked
  4. A reminder if they haven't heard back in 3 days
  5. ResultNo enquiry sits unanswered over a weekend
  • Website form
  • HubSpot or Google Sheets
  • Gmail
  • Claude
By hand
~15 min per lead
A person still
Reads and sends the reply.

Sales

Quote drafting

  1. WhenA customer asks for a price on a custom order
  2. AI pulls the specs out of the request
  3. Prices it from your price list and rules
  4. Builds the quote as a branded PDF
  5. ResultA first-draft quote in minutes instead of an afternoon
  • Email
  • Google Sheets or Excel price list
  • Google Docs
  • Claude
By hand
~30 min per quote
A person still
Checks margin and lead time before it goes out.

Customer service

Order confirmations

  1. WhenA new order lands in your sheet or online store
  2. Reads the order details
  3. Sends a confirmation with items, total and dispatch date
  4. ResultEvery customer gets the same clear confirmation
  • Google Sheets or Shopify
  • Email or WhatsApp
By hand
~5 min per order
A person still
Handles anything the order sheet marks as a special request.

Customer service

Shared inbox triage

  1. WhenAn email arrives in info@ or support@
  2. AI labels it by type and urgency
  3. Routes it to the right person
  4. Drafts a reply for the common questions
  5. ResultThe inbox sorted before anyone opens it
  • Gmail or Outlook
  • Slack
  • Claude
By hand
~2 min per email
A person still
Sends every reply. Complaints always go to a person.

Operations

Meeting notes to actions

  1. WhenA recorded meeting ends
  2. Transcript turned into a short summary
  3. Action items pulled out with owners and dates
  4. Tasks added to your tracker
  5. ResultNobody leaves a meeting unsure who's doing what
  • Google Meet or Zoom
  • Notion, Asana or Sheets
  • Claude
By hand
~20 min per meeting
A person still
The meeting owner checks the actions before they're sent.

Operations

Copying data between systems

  1. WhenA record is created or changed in one system
  2. Copied and reformatted into the other system
  3. Mismatches flagged instead of overwritten
  4. ResultTwo systems that agree, without anyone re-keying
  • Any two tools with an export or API
  • Make or n8n
By hand
~3 min per record
A person still
Reviews the flagged mismatches.

Operations

Document checks

  1. WhenA document is uploaded: shipping papers, KYC, a contract
  2. AI checks the required fields are present
  3. Cross-checks names, numbers and dates against your records
  4. ResultGaps caught before the document moves on
  • Google Drive or email
  • Claude
By hand
~10 min per document
A person still
Makes the call on anything flagged.

Reporting

Monday status report

  1. WhenEvery Monday at 8am
  2. Pulls last week's numbers from your sheets
  3. AI writes a plain-English summary of what changed
  4. Sends it to the owner by email or Slack
  5. ResultThe report is waiting before the week starts
  • Google Sheets or Excel
  • Email or Slack
  • Claude
By hand
~1 to 2 hours a week
A person still
Reads it. Adds context the numbers can't show.

"By hand" times are typical estimates for the manual version of each task. The audit measures yours.

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