Intelligence · Workflow Automation
Reclaim the hours your business is losing
Every business runs on a handful of quiet, expensive jobs — the retyping, the re-uploading, the "did anyone chase them?", the monthly report that eats a whole afternoon. We find them, cost them in hours, then quietly automate them away.
First, an honest question
Should this even be automated?
Not everything should. A task that happens twice a year, or that needs real judgement every time, is usually better left with a person — and a broken process automated is just a faster broken process.
Automation earns its keep on work that's frequent, rule-based and currently done by retyping, copying or chasing.
Automate when
- It happens every week — ideally every day, by more than one person.
- It follows rules — even if nobody has written them down yet.
- It means retyping between systems — the classic source of avoidable errors.
- Mistakes are expensive — a wrong quote, a missed renewal, a lost lead.
- Delay costs money — slow replies, late invoices, stalled jobs.
The Journey
From "we've always done it this way" to "who does this now, then?"
Automation isn't a project. It's a habit — one bottleneck at a time.
We shadow, we don't survey
We spend a day walking through the week with the people who actually do the work. The paste-into-spreadsheet, the "just email me the details", the daily copy-and-send. Every task gets a cost — real hours per week, real pounds if you like — so the automation candidates are obvious, not opinion.
- On-the-ground process mapping
- Every task priced in hours per week
- Includes the "workarounds", not just the SOPs
We tackle the biggest waste, first
Together we rank the map. The task that takes twenty minutes but happens forty times a week beats the one that takes half a day monthly. We're honest about the ones that shouldn't be automated — sometimes the fix is simpler policy, sometimes a human should stay in the loop.
- Ranked by weekly hours reclaimed
- Includes "leave it alone" recommendations
- Quick wins land in weeks, not quarters
"We stopped doing three things entirely — turns out we didn't need them, we just… kept doing them."
The best automations know when to stop
We design each flow with the humans in mind: what should the automation do on its own, what should it flag, when does a person approve? A great automation isn't autonomous — it's dependable. Your team sees exactly what happened and can undo, override or step in cleanly.
- Clear "when a human should step in" rules
- Every action visible, undoable, logged
- Nothing goes to a customer without approval, unless YOU say it can
Wired into the tools you already use
Your accounts package, your calendar, your inbox, your CRM — all stay. We build the connective tissue that makes them finally cooperate: leads land in your CRM the moment they're captured; quotes generate themselves from your pricing rules; invoices chase themselves.
- Works with what you already pay for
- Your data stays yours, in your systems
- Fails safely — a broken step alerts, doesn't just stop
Reported in hours reclaimed, not features shipped
Each automation reports for itself — how often it ran, how many hours it saved, how many exceptions the humans handled. If a flow stops earning its keep we retire it. If a new bottleneck emerges, we automate that next.
- Monthly plain-English "hours reclaimed" report
- New candidates ranked quarterly
- Compounding value — year two, year three
How we work
Three frameworks holding the project up
One for how we engage, one for how automations are built to be trustworthy, one for how they're delivered — so each one earns its keep and keeps on earning it.
Engagement
A fixed-fee mapping day comes first: every candidate task priced in hours, ranked by payback. You keep the list whether or not we build any of it.
- Every task costed in hours
- Ranked by payback, not interest
- Honest "leave it alone" advice
- Each automation approved separately
Architecture
Built around the tools you already use, with humans in the loop wherever judgement matters. Every run is logged and every failure raises an alert rather than silently stopping.
- Integrates, doesn't replace
- Every run logged and visible
- Failures alert, never go silent
- Steps safe to re-run
Delivery
Each automation runs alongside the manual process first, so we can prove it matches before anyone relies on it.
- Parallel running before switch-over
- Clear owner for exceptions
- Monthly hours-reclaimed report
- Retired if it stops earning its keep
The process
Seven phases, mapping day to measured
Durations are typical, not promises — scope, integrations and the state of what already exists move them more than anything else. Discovery gives you a version of this table with your own numbers in it.
| Phase | Focus | What you get | Typical |
|---|---|---|---|
| 1. Mapping day & audit | Shadowing the real work, costing every task | Process map, costed task list | 1–2 weeks |
| 2. Prioritise & design | Ranking by payback, designing the flow and its human steps | Ranked candidates, flow design | 1 week |
| 3. Build | The first, highest-payback automation | Working automation on test data | 2–4 weeks |
| 4. Integrate | Connecting the systems it runs between | Integration map, credentials documented | Overlaps build |
| 5. Parallel run | Running alongside the manual process to prove it matches | Comparison report, fixes | 1–2 weeks |
| 6. Switch over | The automation takes over; people handle exceptions | Live automation, exception process | A few days |
| 7. Monitor & next | Measuring hours reclaimed, choosing the next candidate | Monthly report, next candidate | Ongoing |
The first automation is deliberately the highest-payback one, not the most interesting. Seeing real hours come back early is what makes the next ones easy to justify.
What we automate
Five kinds of work that shouldn't need a person
Most businesses need some of these, not all of them. We start with whichever is costing you the most.
Process automation
The repeated route a job takes through your business — enquiry to quote, order to delivery, new starter to fully set up. We map it as it really runs, then take the retyping out of it.
- Order and job processing
- Client and staff onboarding
- Approvals and hand-offs between teams
Workflow orchestration
When a process crosses several systems and several people, something has to hold the thread. We build that layer: it knows what happens next, who needs to approve it, and what to do when nobody does.
- Multi-step, multi-system sequences
- Approvals, reminders and escalation
- A single place to see where anything is
Documents & reporting
Quotes, invoices, certificates, compliance packs, the Monday morning report. Your data goes in, a consistent document comes out, on time, without anyone rebuilding it by hand.
- Quotes and invoices from your own pricing rules
- Scheduled reports that write themselves
- Client updates drafted, ready to approve
Integration & triggers
Your systems already know things they never tell each other. We connect them so an event in one — a deal won, a form submitted, a stock level hit — sets off the right actions everywhere else.
- Event-driven actions across your tools
- Two-way sync, so no system is the odd one out
- Custom APIs where an off-the-shelf connector won't do
Monitoring & alerting
An automation you can't see is one you can't trust. Every flow reports what it ran, what it skipped and what went wrong — and tells a human before a customer notices.
- Live dashboard of every automation
- Alerts on failures, backlogs and thresholds
- Monthly hours-reclaimed summary
Not sure which you need?
That's what the mapping day is for. You'll get a ranked list of candidates with hours attached, whether or not you build any of it with us.
Book a Free DemoCount the cost
What is one repeated task actually costing you?
Pick a job someone on your team does over and over. The numbers below are a rough guide, not a quote — but they're usually the moment the penny drops.
That's — working days a year spent on one task. Automating it rarely removes all of it — but reclaiming even two-thirds usually pays for the build inside a year.
Illustrative only, based on the figures you enter. A mapping day gives you real numbers for your own processes.
What we build with
We automate around the tools you already pay for
No rip-and-replace. If it has an API, a webhook or an export, it can usually be joined up — and where it hasn't, we build the missing piece.
Everyday business tools
Where your business data lives
The automation layer itself
Where AI fits
Judgement, not guesswork
Rules handle most automation perfectly well, and rules are cheaper to run and easier to trust. We bring AI in only where the task genuinely needs reading, summarising or drafting — an enquiry that needs understanding, a long email thread that needs a reply, notes that need turning into a structured record.
Where it is used, a person stays in the loop: the automation drafts, you approve.
Proof
A heating installer who got their evenings back
A1 Boiler Installations were quoting from memory at night and losing weekend enquiries to voicemail. We traced one job end to end, turned the quoting knowledge into rules, and put an assistant on the front door so nothing waits until morning.
Read the case studyWhy Digenixa
Automation that earns its keep
- Priced in hours reclaimed — every candidate has a target you can hold us to.
- Human-in-the-loop by default — the automation drafts, you approve, nothing ships blind.
- Integrates with what you keep — no rip-and-replace; we build the plumbing between existing tools.
- Fails loudly, not silently — every automation reports its runs and errors, so you never wonder if it worked.
- You own it — code, credentials, data, documentation. No lock-in.
Handover
What you actually walk away with
A project ends properly or it doesn't end at all. This is what "finished" means with us.
You receive
- Working automations in production
- The costed process map
- Source code and configuration
- Integration documentation and credentials
- A dashboard of every automation
- A runbook for exceptions and failures
How it's delivered
- Mapped from the real work, not a survey
- Each automation approved on its own merits
- Parallel running before anyone relies on it
- Alerts on anything that fails
- Close support after switch-over
- A monthly hours-reclaimed report
How we measure it
- Hours reclaimed each month
- Errors and rework avoided
- Successful runs versus failures
- Time from trigger to done
- Exceptions needing a person
- Payback against the mapping-day estimate
Commercials
Priced so the risk sits with us
Every project is quoted individually — but the shape is always the same.
Mapping day
Fixed fee. You keep the costed map and the ranked list, whatever you decide.
Each automation
A fixed price per automation, approved one at a time, with the expected hours saved stated up front.
Monitor & support
A monthly plan covering monitoring, alerts, fixes and the hours-reclaimed report.
Changes are normal — you'll learn things partway through that you couldn't have known at the start. Each one gets a short written note on cost, time and knock-on effects, and nothing starts until you approve it.
Straight answers
The questions we always get asked
What if our software has no API?
It happens more than you'd think, particularly with older industry-specific systems. There's usually still a way in — a scheduled export, a database connection, a file drop, or a small piece of software that does the job the system won't. If there genuinely isn't one, we'll say so rather than sell you a workaround that breaks every update.
What happens when an automation breaks?
It tells you. Every flow reports its runs, and a failure raises an alert rather than quietly stopping. Steps are designed to be safe to re-run, so a fix is usually a case of correcting the cause and running it again — not unpicking half-finished work.
Will this put people out of a job?
In our experience it moves people off the work they liked least. The tasks worth automating are the repetitive, error-prone ones nobody enjoys — retyping, chasing, formatting. We'd rather help a team of five do the work of eight than help you get down to three, and we'll tell you honestly which of your processes don't need automating at all.
How long does the first automation take?
A focused first flow is usually weeks, not months — the mapping day comes first, then we build the highest-payback candidate so you see something working early. Bigger orchestration across several systems takes longer, and we'd rather phase it than disappear for a quarter.
Who owns it afterwards?
You do — the code, the credentials, the data and the documentation. We're happy to keep running and improving it, but nothing is built to trap you. If you ever want to take it elsewhere, it goes with you.
Does our data leave the country?
Not unless you want it to. We host on UK servers by default, and we'll tell you plainly if a particular step — an AI model, say — involves a third party, so you can decide whether that step is worth it.
Which of your weeks is costing you the most?
Bring your worst three tasks to a free demo — we'll show you how each one could look automated, and what it'd take to get there.
Book a Free Demo