Automate Repetitive
Admin Tasks
The forms, the chasing, the spreadsheet copy-paste, the monthly close. We map the admin draining your team, automate the boring bits, and leave a human in the loop where it matters.
24 days
A YEAR ON FINANCIAL ADMIN (SAGE, 2025)
Days
TO FIRST AUTOMATION LIVE
Yours
CODE, DATA AND IP
You hired people. You're paying them to copy and paste.
Sage's 2025 numbers put UK small businesses at the equivalent of an extra month a year on financial admin alone. They also reported 49% of small-business CEOs and COOs spending four hours a week on payment issues.
Bespoke automation used to be easy to dismiss as slow, expensive and overbuilt. With AI-assisted development the right jobs can now launch.
The maths has flipped. The Excel macro doesn't have to win anymore.
A NORMAL TUESDAY
- PDFs retyped into the CRM
- Invoices chased by hand, one by one
- Status updates copied across four tools
- Monthly reports rebuilt from scratch
- Good people stuck doing data entry
AFTER WE'RE DONE
- PDFs parsed and posted in seconds
- Chasers go out on their own, escalations come to you
- One source of truth, the rest sync themselves
- Reports waiting in your inbox at 7am
- The same people doing real work
Most admin automation breaks into five parts.
Doesn't matter if it's onboarding a new client, closing the month or filing for HMRC. Once you can see the parts, you can hand the boring ones to software.
Trigger
An email lands. A form submits. The clock hits Monday. Whatever kicks the task off today, the software watches for it instead.
Read
Pull the numbers off the PDF, the line items off the invoice, the address off the form. AI handles the fuzzy bits Excel can't.
Decide
The rules in your team's head, written down and tested. Approve under £500, flag anything new, route VAT properly. Boring on purpose.
Act
Post to Xero. Update the CRM. Send the chaser. File the return. Whatever the human used to do, with a receipt and an undo button.
Hand off
For the calls only a person should make, a clean queue with the context attached. Approve, reject or edit in one click, no swivel-chairing.
The jobs we kill off first.
The same complaints surface quickly in an audit. Different system names, same wasted motions. The ones we usually take out first:
Invoice and quote chasing
Reads the ageing report. Sends polite, branded follow-ups on day 3, 7 and 14. Escalates to a human at day 21 with the full thread attached. The routine chasing leaves the finance team's call list.
Inbox to CRM
New enquiry arrives, the system reads it, creates the contact, fills the right fields, tags the source, and books a call slot if the rules say so. Sales stops being the data-entry team.
Supplier invoice intake
Bills come in by email. The system extracts the lines, matches them to POs, codes the VAT, queues anything unusual for a human, and pushes the rest to Xero or QuickBooks.
Client onboarding
Signed contract triggers the rest. Folder structure, welcome email, kick-off calendar invite, billing record, internal channel, the lot. No checklist, no missed step.
Monthly reporting
The PDF or dashboard you rebuild every month gets built nightly. Numbers from the source, commentary drafted by AI, a human glances and sends. Friday afternoon back.
Compliance and filings
Quarterly Making Tax Digital updates, VAT returns, Companies House confirmation statements. Drafted on time, in MTD-compatible software, queued for a human sign-off before HMRC sees them.
Making Tax Digital for Income Tax started on 6 April 2026 for sole traders and landlords with qualifying self-employment and property income above £50,000. Source: GOV.UK.
Where we come in.
We watch your team work, pick the two or three jobs with the clearest business case, and have the first automation live. No platform lock-in, no twelve-month consulting engagement.
Laravel, Python, real queues and real databases under the hood. Where Zapier or Make is the right answer we'll say so, but we don't bill you to wire it.
BOOK AN ADMIN AUDITAdmin audit
We sit in with your team, count the clicks, time the tasks and price up the top candidates. You get a one-page list: hours per month, fixed cost to automate, payback case. No slides.
Launch the first automation
Pick one. We build it, you watch it run on real data, you sign it off. The team starts feeling the difference immediately.
Keep going
Next two or three jobs on the list, same way. Each one fixed-scope and fixed-price. Stop the moment the maths stops working. We don't pad the roadmap.
Hand it over
Audit log, run history, alerts to your phone, a written runbook for when something changes upstream. Optional retainer if you want us watching it. You own the code either way.
Admin worth taking off teams.
Recruiters chasing timesheets, accountants reconciling bank feeds, builders sending risk assessments and method statements to subcontractors, agencies producing client reports. Different industries, same category of work: repeated inputs, rules, checks and hand-offs.
SEE OUR WORKThe ones we get asked first.
Isn't this just Zapier?
Sometimes, and we'll say so. Zapier or Make is fine for the simple stuff. The minute a task needs to read a PDF, apply rules that change, write back to a system with no API, or be auditable for HMRC, you want proper software. We build that, and we don't bill you to wire what Zapier already does.
Do you replace our staff?
No. We take the parts of their day they hate. The manual copy-paste step. They keep the judgement calls, the client work and the bits that need a person. The point is to get people back to the work they were hired for.
What if the automation gets it wrong?
Anything risky goes through a human queue with one-click approve, reject or edit. Everything has an audit log. We tune thresholds based on what your team actually catches in the first month, so the queue shrinks as the system learns the edge cases.
We use Xero, HubSpot, Sage, Microsoft 365. Will it talk to those?
Yes. Those, plus QuickBooks, Salesforce, Pipedrive, monday.com, Google Workspace, Outlook, FreeAgent, Stripe, GoCardless, and the line-of-business tool nobody outside your industry has heard of. If it has an API we use it. If it doesn't, we still have ways in.
How long does it take?
Audit in days. First automation live not long after. Then a steady cadence of new ones until the list runs out or the numbers say stop.
How much does it cost?
Audit is fixed-fee, and we credit it against the first build if you go ahead. Each automation is priced before we start, scoped against the audit. If the numbers don't work, we leave it on the list.
What about UK GDPR and audit trails?
Every action is logged with who, what, when and the data it touched. UK-hosted by default, role-based access, retention rules per data type. We build so the audit trail is readable later, not just enough to work on Tuesday.
Who owns the code?
You do. Source code, data, IP. We can host it for you on our infrastructure or hand it to your team to run. No lock-in, no per-seat licence creep.
Give your team their week back.
Tell us what your team is doing on a Tuesday afternoon that they hate. Thirty minutes, no slides. You'll get a clear answer on what we'd automate first and what we'd leave alone.