Process automation dashboard

Your systems don't communicate with each other. Your team is the translator.

Every order copied from email to the ERP, every invoice entered manually, every Excel spreadsheet cross-referenced at the end of the month isn't administrative work: it's a process flaw. We eliminate it by connecting the tools you already use—and your team gets back to the work that requires judgment.

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The Problem

Do any of these situations sound familiar?

"Half a day is spent entering data."

Invoices arrive by mail and someone manually records them. Orders are copied from email to the ERP system. The same data is entered two or three times into different systems.

"Every mistake made by hand costs us money."

A mistyped amount, an order that wasn't registered, a customer registered twice. These keyboard errors aren't anyone's fault: they're the fault of the process.

"It all depends on the person who knows how to do it."

If the person managing the invoices gets sick or goes on vacation, the process stops. Knowledge is in heads, not in systems.

The solution

Examples of what we automate

Every company is different, but these are the most common processes in the SMEs we work with:

Record of invoices and delivery notes

The system reads invoices received by email (even scanned PDFs), extracts the data, and records it in the appropriate fields. Questionable cases are set aside for human review.
Before: 5 minutes per invoice

→After: Exception review

From email to ERP without typing

Orders, requests, or forms received via email are automatically converted into records in your ERP or CRM, including customer confirmation.

Before: Copy and paste field by field

→After: Automatic

Reports that assemble themselves

Weekly sales, order status, production indicators: the report arrives every Monday at 8:00 AM to the person who needs to see it, with the data already cross-referenced.

Before: 2-3 hours of Excel per month

→After: 0

Registrations, approvals and notifications

New client registration, expense approval, notification when something is out of the ordinary. Workflows with clear rules that are now managed via WhatsApp and email.

Before: chasing people

→After: the workflow follows itself

Our Method

Process First, Technology Later

Automating a messy process only accelerates the messiness. That's why we work in this order:

We understand how you work today
One or two sessions with your team to map the actual process: who does what, with what tools, and where time is being wasted. Here, we apply over 30 years of experience in industrial process improvement.
We choose where to start, with numbers
We propose automations ordered by impact: hours saved versus implementation effort. We start with the one that delivers the greatest return, not the most visually appealing.
We build, test, and deliver
The workflow is tested in parallel with the manual process until it inspires confidence. Then we deliver it to you fully functional, documented, and with your team trained for daily use.

Hours

Recovered each week through manual tasks

0

Typing errors in automated processes

Days

From the first meeting to the first working flow, not months

Who is it for?

Designed for SMEs with a real administrative burden

This is a good fit for you if…

Your team spends hours each week manually entering, copying, or cross-referencing data.
You work with multiple systems that don't communicate with each other (email, ERP, CRM, Excel).
You process a high volume of documents: invoices, delivery notes, orders, forms.
You want to reduce errors and be less dependent on "the know-it-all" being available.

This isn't for you if…

The process changes completely each time it runs: first, it needs to be stabilized (we can help you with that too).
You're looking for off-the-shelf software: we offer custom systems built on top of your existing tools.
The volume is so low that manual work takes less than an hour per week.

For technical profiles: how it is built

What follows is the detail of architecture and integrations.

Workflow Architecture

Workflows are orchestrated on n8n (self-hosted, on client infrastructure), combining API integrations with AI-powered document processing:

Intelligent Document Reading: OCR + LLM to extract structured data from invoices, delivery notes, and forms, including scanned PDFs and heterogeneous formats from different vendors. Validation against business rules before anything is recorded.
Cross-System Integration: API connection with ERP, CRM, email, and spreadsheets. When a system doesn't have an API, it's resolved with structured imports or intermediate layers (Airtable, Google Sheets).
Exception Handling: Cases with low extraction confidence or that fail validations are escalated to a human review queue. Nothing is silently logged without passing through controls.
Traceability: logging of each execution (what went in, what went out, where it was logged, who reviewed it) for auditing and debugging.
Complex Logic Outside the Orchestrator: when business logic exceeds what is reasonable for a visual flow, it is implemented as a separate, tested, and versioned service (Python), and orchestrated by n8n. This avoids fragile flows with dozens of nodes that are impossible to maintain.

n8nOCR + AIAPIsERP / CRMPython

Common Integrations

Email and Documents: Gmail, Microsoft 365, shared folders, office scanners.
Business: HubSpot and other CRMs, ERPs with APIs, e-commerce platforms, Holded, and invoicing tools.
Data and Reporting: Google Sheets, Airtable, automatic generation of reports in PDF or email.

Real-world example: Business development for a trade association

For a trade association in the industrial sector, we automated the entire process of identifying and qualifying companies: starting with curated lists, the system enriches each company with verified contact information, filters by agreed-upon criteria, and prepares the information ready for marketing action. A task that previously involved hours of manual searching for each company was reduced to reviewing the results.

Frequently Asked Questions

Do I need to change my programs or my ERP?

No. Automation connects the tools you already use: your email, your ERP, your CRM, your spreadsheets. The goal is for data to flow between them without anyone having to copy it manually, not to force you to migrate to another system.

What happens if the automation fails or encounters a rare case?

Doubtful cases aren't handled quietly: they're set aside and referred to someone for a decision. We designed each workflow with checkpoints and logs of everything that happens, so we can always review what happened and why.

Where do I start if I don't know what to automate?

For a brief process audit. We'll review how your team works with you, identify the most time-consuming tasks, and suggest which ones to start with based on impact and effort. This is the "processes before code" part of our method: automating a messy process only accelerates the messiness.

Is it safe? Where is my data stored?

The workflows run on infrastructure you control, and your data never leaves your systems except where you decide. We deliver a fully documented system: you always know what it does and what information it uses.

Is the system mine or do I pay a subscription?

It's yours. We build it, deliver it with all the necessary documentation, and train your team. There are no per-user licenses or dependency on us for it to keep running; we offer maintenance if you'd like, but it's optional.

How much does it cost and how long does it take?

It depends on the process. Limited automation (for example, invoice registration) can be up and running in two or three weeks. In the initial free assessment, we'll give you a specific estimate of the timeframe, cost, and hours you'll recover, so you can make a decision based on the numbers.