ArchelWhat we automate
The work that fills the week. Done without anyone pushing it along.
Most of it is the same few jobs. Something comes in, someone copies it somewhere else, someone chases, someone reports on it. These are the ones we build most often.
Enquiry to paid booking
Every enquiry gets a prompt reply in your words. The deposit link, the forms and the booking follow in order, with reminders until each one is done. Nobody on your team has to chase.
Quote and proposal follow-up
Drafted from your own templates and prices, then followed up by text and email until the customer gives an answer.
Back-office admin
Invoices raised from the job, approvals sent to the right person, the CRM updated as the work moves. Entered once, not copied between systems.
Reporting that sends itself
The weekly numbers, pulled from the systems you already run and sent to the people who need them before the meeting.
Booking and reminders
Customers book into the real diary. Confirmations and reminders go out on their own, and a missed appointment gets a follow-up.
All of it runs on the software you already use. We connect what you have before we suggest anything new.
How we do it
Map it first. Automate it last.
A messy process that runs faster is still a messy process. So the build comes third, not first.
- Map the job as it runs todayWe follow real examples from start to finish, with the people who do the work. Not the version in the procedures folder.
- Remove and simplifySteps nobody needs are taken out. What's left gets one agreed way of doing it, written down.
- Build, with a person signing off where it mattersThe system handles the routine steps. Anything involving money, a promise to a customer or a judgement call waits for a named person.
- Hand over and supportWe train your team to use it, write down how it works, and stay on to fix and adjust it.
It works with what you have
Your CRM, accounts, diary, inbox and shared drive stay where they are. Automation connects them, so nobody copies things from one to another by hand.
One job at a time
We start with one process and get it working properly. You see it running before we start the next.
If it shouldn't be automated
Some jobs are better deleted, or fixed with a setting in software you already pay for. When that's the case, we say so.
Where a person stays in charge
The system does the routine. A person makes the call.
Every build has a written line between what runs on its own and what waits for someone. You decide where that line sits.
Money
Payments, refunds and anything over the limit you set wait for approval.
What customers are told
Routine messages go out in wording you have approved. Anything unusual is drafted for a person to send.
Judgement calls
Complaints, exceptions and professional decisions go to a named person, with the background attached.
When something doesn't fit
If the system can't tell what to do, it stops and asks. It doesn't guess.
A record of what happened
Each step is logged, so you can see what was done and who approved it.
Questions
Before you book.
Do we have to change our software?
Usually not. We build on the tools you already use and connect them to each other. If one of them is what's holding the work up, we'll say so and explain why.
Which job should we automate first?
The one that is repeated most and argued about least. If you're not sure which that is, the AI audit ranks the options against your own numbers.
What happens when something goes wrong?
The system stops at that step and tells a named person. Nothing unusual goes to a customer on its own. We stay on after handover to fix and adjust it.
Will this replace our staff?
It takes over the copying, chasing and re-typing. What your team does with the hours they get back is your decision.
How much does it cost?
It depends on the job. We quote in writing, against your own numbers, before anything is built.
How long does it take?
It depends on how many systems are involved and how tidy the process is today. We agree the timeline with you before we start.
We're a small local business. Is this for us?
Probably not yet. If it's you and a small team, and customers find you locally, our ready-made systems for local businesses are the right place to start.
Either side of automation
Not sure where to start? Or need something that doesn't exist yet?
The AI audit
If you can't yet say which job to automate first, start here. We go through how the business runs and rank the opportunities against your own numbers.
How the AI audit worksBespoke builds
When connecting what you have isn't enough, we build the missing piece. Four example projects show what that looks like.
See example projects