Built around how you already work
We automate the task you have, in the apps you have. No new system to learn before anything gets faster.
Automation
Repetitive tasks, done for you.
We connect the apps you already use, such as Google Sheets, Xero, email, WhatsApp, Telegram and Shopify, so the work that happens the same way every time happens by itself. An order becomes an invoice and an entry in the books. A new lead gets a reply and a reminder. Low stock pings the supplier. You pay once for the build, then a small monthly fee to keep it running. A first automation takes about a week.
Already built and running.
Each of these is live in a project we shipped. The link goes to that case.
Telegram bots that issue PDF invoices
A booking is saved, the owner is told on Telegram, and a bot menu issues the PDF invoice for the order.
See RAHAOwner approvals on Telegram
A staff discount, return or cash-count difference puts a request on the owner's phone. One tap approves it and the sale continues.
See Melrose LabelInstant lead alerts with WhatsApp buttons
A new enquiry reaches the agent on Telegram within seconds, with Open, WhatsApp and Mark-contacted buttons and a summary every morning.
See the property agent's platformPayNow payment approvals
A PayNow order waits as a payment to check until the owner confirms the bank credit, then it moves on.
See Melrose Label
What is included.
The scope this service starts from. Anything not on this list is quoted separately, in writing, before we begin.
Mapping the task
We sit with you and write down each step of the task as it happens today, then agree which steps the automation takes over.
Connecting your apps
Google Sheets, Xero, your email, WhatsApp, Telegram, Shopify or whatever you already use. Nothing is replaced unless you want it to be.
Checks and alerts
We decide with you what should stop it, such as a payment without an order.
Keeping it running
Apps change their rules. The monthly fee covers watching for that, fixing it and small changes as the business changes.
Not included
Subscriptions to the apps themselves, such as Xero or Shopify. Those stay in your name and are paid to those providers.
Your dashboard.
What you see and control yourself.
The result of each run
Read what each run did and when, in plain language.
Alerts on Telegram
When a payment has no order, you are told on Telegram what it saw. Nothing is pushed into your books on a guess.
Results where you already look
The invoice lands in Xero, the lead in your sheet and the summary on Telegram.
Why we build it this way.
Stops instead of guessing
A mismatch is flagged to you, not pushed through. Your books stay something you can trust.
One price for the build, a small fee to keep it
You know the cost before we start and what it takes to keep running after.
Written down and looked after
Each automation comes with a plain-language note of what it does, and we keep it running under the monthly fee.
What we can build for you.
Before and after for the kinds of business we work with. None is a client case; each is a build we would scope with you.
Example: Online shop
Order to invoice to accounts
- Before
- Every order is copied by hand into an invoice and then into the accounting software. Month end is a weekend of catching up.
- After
- A paid order creates the invoice, emails it to the customer and posts the entry in Xero, the moment it is paid.
Example: Tuition centre
Every lead gets a reply
- Before
- Enquiries from the website, Facebook and WhatsApp land in three places. Some get a reply in an hour, some get forgotten.
- After
- Every enquiry lands in one sheet, gets a reply within a minute, and the owner gets a Telegram nudge if nobody has followed up by the next day.
Example: Cafe
Stock and supplier alerts
- Before
- You find out the oat milk ran out when a customer orders it. The supplier order goes in late and the next delivery misses the weekend.
- After
- When stock in the sheet drops below the level you set, the supplier gets the order by email or WhatsApp and you get a copy.
Example: Salon
Review requests after every visit
- Before
- You know happy clients would leave a Google review if asked, and nobody ever asks.
- After
- Two hours after a completed appointment, the client gets a short thank-you with a link to leave a review, and the owner sees new reviews in one place.
Example: Retail
The weekly report, written for you
- Before
- Monday morning is spent pulling sales from the POS, stock from a sheet and ad spend from two dashboards into one message for the partners.
- After
- The numbers arrive on Telegram every Monday at 8am, in one message, pulled from the same sources you use today.
Example: Event vendors
Deposit, contract, reminder
- Before
- A confirmed booking means sending the invoice, chasing the deposit, sending the contract and remembering to confirm the week before.
- After
- Confirming a booking in your calendar sends the invoice and contract, watches for the deposit, and sends the reminder a week out.
You pay once for the build, then a small monthly fee to keep it running and fix what the apps change. Your own quote is fixed in writing before we begin.
Our process
How a project runs, start to launch.
How a project runs, from the first call to launch. Each stage has a fixed scope and a date.
Discover
- Sit with you and write down each step of the task as it happens today
- Agree which steps the automation takes over
- List the apps involved and check each one can be connected
- Agree what should stop it, and who gets told
- Write a fixed build price, a monthly fee and a start date
Design
- Map the flow from the first trigger to the last entry
- Decide the checks, such as a payment without an order
- Write the message you get on Telegram when something does not match
- Review the flow together and change what is wrong
- Sign off the flow before anything is built
Build
- Connect your apps, such as Google Sheets, Xero, email, WhatsApp and Shopify
- Build the steps and the checks
- Run it on test data and compare with the task done by hand
- Set up the plain-language log of every run
- Show you a working run and fix what you find
Launch
- Switch it on and watch the first runs with you
- Confirm the alerts reach you on Telegram
- Hand over a plain-language note of what it does
- Show you where to read the log
- Keep watching it under the monthly fee, and fix it when an app changes
Who this is for.
The businesses this service was built around, with the launched project where one exists.
Cafes and F&B
Supplier orders when stock runs low, the daily takings in one message, and reviews asked for while the visit is fresh.
Retail and online shops
Orders that become invoices and book entries by themselves, and a stock count that stays right across the shop and the web.
Clinics, salons and tuition centres
Enquiries in one list, reminders that go out on time, and follow-ups that happen even on the busy days.
Questions about automation.
Short answers on time, cost and how it runs. Anything else, send us a note.
Do I have to change the apps I use?
No. We connect what you already use, such as Google Sheets, Xero, email, WhatsApp, Telegram and Shopify. If an app cannot be connected, we say so before we quote.
What happens when something goes wrong?
The automation stops and tells you on Telegram with what it saw. Nothing is pushed into your books on a guess, and we fix the cause under the monthly fee.
How long does the first automation take?
About a week for one task, such as order to invoice. Once it has run for a month, you can add a second.
What does the monthly fee cover?
Watching the runs, fixing the automation when an app changes its rules, and small changes as your business changes. Larger new tasks are quoted separately.
The other services.
They work together as one system, so starting with one never closes off another.
Which task do you do every week?
A short note is enough. We reply with questions, then a written scope and one price.