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Six steps, in plain English. You will always know what is being built, what it will cost, who owns it afterwards and how to turn it off.
You describe a normal week and where it goes wrong. We ask about the things that get done twice, the things that only happen when someone remembers, and the last enquiry you know you lost.
You get: an honest opinion on whether automation is the answer. Sometimes it is a process problem or a staffing problem, and we will say so. No obligation and no follow-up sequence chasing you for six weeks.
We sit with whoever actually does the process and write down how it really works, including the workarounds and the exceptions. For many businesses it is the first time it has been written down at all.
You get: a one-page map of the process as it stands, which is yours regardless of what happens next. A surprising number of savings turn up here, before anything is automated.
A written definition of done: what it will do, what it will not do, which systems it touches, what happens when something fails, and who owns it afterwards.
You get: a fixed price against that scope. If we have misjudged the effort, that is our problem, not a change request. If you change the scope, we re-quote openly rather than pad it.
Built in your own accounts, then tested against real cases including the awkward ones. A new automation runs alongside the manual process for a short period, so you can compare rather than trust.
You get: a working process, error alerting so failures announce themselves, and evidence it handles your actual data rather than a tidy demo.
A short session with the people who will live with it: what it does, what to watch for, how to pause it and who to ring. Plus documentation written for a person, not a config export.
You get: independence. If you never speak to us again, everything keeps running and someone in your business can explain it.
We come back and check: is it still on? Is anyone working around it? Did the time saved go anywhere useful? This is where most automation projects fail, which is exactly why it is in the process.
You get: an honest read on whether it worked, and a sensible view on what — if anything — is worth doing next.
Plenty of small businesses have been burned once already by someone selling technology. These are the specific ways it tends to happen, and the commitments we make against each one.
Most run a few weeks from the mapping session to handover. What stretches it is almost never the building — it is waiting for access to a system, or discovering the process has three undocumented exceptions. We would rather find those in week one than after go-live.
Two things. Access to the relevant systems, and about an hour of the person who actually does the process — not the person who manages it. Those are different people and the difference is where most of the useful detail lives.
Projects are fixed scope, so there is a natural end point. Care plans are rolling monthly and cancel with a month's notice. Everything is built in your accounts, so stopping work with us does not break anything you rely on.
Happily, and it usually goes better that way. They know things about your setup we would take weeks to discover. We are not looking to displace anyone doing a good job.
Only if you want to. Most of it happens over a call and a shared screen, which suits people in Gippsland and on the Peninsula who would rather not lose a day to the highway. For a first mapping session with a bigger team, coming to you is often worth it and we will say so.
No preparation needed. Come with the thing that annoys you most and we will take it from there.