Automate Repetitive
Admin Tasks
Repeated administration becomes expensive when it crosses several teams and systems. We measure the volume, failure rate and handoffs, then automate the part with a credible saving and a clear owner.
24 days
A YEAR ON FINANCIAL ADMIN (SAGE, 2025)
One process
MAPPED END TO END
Yours
CODE, DATA AND IP
Admin keeps skilled staff away from their actual jobs
At £10m+ revenue, repeated admin is rarely one person's problem. The same record moves through operations, finance, sales and customer service, with each team copying or checking part of it.
The useful case for automation comes from the volume, error cost and delay in that process, compared with the cost of connecting the systems and supporting the result.
We calculate that case with the people doing the work before recommending a build.
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
How we break admin into automations
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.
Admin jobs worth automating first
An audit usually finds the same wasted motions hiding behind different system names. These jobs are often worth fixing 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
A signed contract creates the folder, welcome email, kick-off invite, billing record and internal channel. The workflow records each completed 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.
How we take it into live use
We observe the work, measure volume and rework, then identify the process with the clearest saving and an accountable owner.
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 observe the work, measure volumes and rework, and identify the systems and approvals involved. The shortlist records value, delivery dependencies and the operational owner for each candidate.
Launch the first automation
The first process runs against representative data with the owner reviewing results. It moves into controlled use once the agreed checks and operating measures are met.
Keep going
Further processes follow the same value, exception and ownership test. The programme stops when the measured saving no longer justifies more automation.
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.
Examples of admin automation
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 best examples are ordinary jobs at useful volume
AM2PM automates recruitment administration, Leo Associates extracts supplier quotes, and Olton Bedrooms records workshop time from a shared iPad. Each removed a repeated step inside an existing process.
When this is worth discussing
We work best when there is a real operating problem, enough volume to measure and people from the affected teams who can make decisions.
Usually a good fit
- An established UK business, usually with annual revenue above £10m
- A repeated process with a known cost, delay, error rate or capacity problem
- A senior sponsor and a day-to-day owner who understand the work
- Access to the relevant staff, systems, sample records and security requirements
We may point you elsewhere
- A standard product already covers the process well
- The requirement is a one-off small build with no wider operating case
- There is no owner or access to the people and data needed to test the result
- The plan relies on AI making high-impact decisions with nobody responsible for review
Questions before connecting the systems
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 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?
We assess the APIs, exports, webhooks and permissions available in each system. Mainstream products often connect cleanly, while specialist products may need a supported import or vendor involvement. The proposed method and limitation are written into the scope.
How long does it take?
The first phase measures one process and tests the automation alongside the current work. Further processes follow only when the saving and exception rate justify the investment.
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?
The design records the actor, action, time and affected record where the process requires an audit trail. Hosting region, role-based access and retention are agreed against your policy and contracts rather than assumed.
Who owns the code?
The commercial proposal states ownership of source code, data and business rules, together with hosting, support, third-party costs and handover terms.
Talk to us about the admin process
Tell us which administrative process has the most volume, delay or rework. We will identify the part worth automating, the exceptions that need people and the baseline needed to prove a saving.