Operations automation

Move the work forward. Leave the chasing behind.

Connect the requests, approvals and updates your team handles by hand. Start with one repeatable workflow, with clear ownership when something needs attention.

Book a scoping callSee the workflow model
  • 20–30 minute review
  • No preparation needed
  • One workflow mapped
Start with a defined scope. Explore the relevant package.Automation Sprint

Organizations we’ve worked with

  • Airbnb
  • TheAMLab
  • Hood
  • NAMA
  • Klaro
  • GoBoon
  • Studio Arlington
Where the time goes

The work your team is doing by hand

Every one of these is a handoff a system should own. Today, people are the glue.

The diagnosis

All six are one problem: people acting as the glue between tools that were never connected. Remove that one job, and the rest of the list starts disappearing with it.

  1. 01Manual data transferPeople re-keying the same record across CRM, spreadsheets, and internal tools.
  2. 02Approvals and sign-offsRequests waiting in inboxes because no system routes them to the right owner.
  3. 03OnboardingNew customers and staff onboarded through checklists that live in someone’s head.
  4. 04Lead handlingInbound leads triaged, assigned, and followed up on by hand.
  5. 05Order processingOrders moved between systems and statuses through manual copy-paste.
  6. 06ReportingWeekly numbers stitched together from exports instead of a live source of truth.
Live operational runtime

One request, zero manual handoffs

Follow one request down the line. It is classified on arrival, then every system it touches is updated in sequence and confirmed — no one copies data between tools, and nothing waits in an inbox.

The exception lane

Not everything should be automatic. When confidence is low or a rule has no answer, the run pauses into a review queue with full context — a person decides, and the workflow resumes. Judgment stays human; the chasing does not.

  • Low confidence or no matching rule → routed to a person
  • The decision is recorded for audit and agreed rule reviews
  • The approved workflow resumes, with unresolved steps tracked
ILLUSTRATIVE WALKTHROUGH

When an approval cannot run automatically

  1. 01

    Request arrives

    A purchase request includes its owner, amount and supporting information.

  2. 02

    Approval required

    An amount above the agreed limit pauses the workflow and notifies the approver.

  3. 03

    Resume with evidence

    The recorded decision resumes the approved action; failed updates enter a retry or review queue.

A recorded decision creates an audit trail. Rules only change through an agreed review; the workflow does not automatically learn new policy.

PUBLISHED PROJECT

See the work
behind the approach.

A published example of related work. Your systems, scope and acceptance checks are agreed separately.

RELATED DELIVERY

Stripe Client Provisioning for a Media Production Studio

A Make.com pipeline turns a Stripe webhook into provisioned Drive, CRM, Finance, brief, and notification resources without manual setup.

Read the project
Pick your workflow

See the handoffs disappear

Pick the one that hurts most — today on the left, as a production system on the right. A representative pattern; your map will be exact.

Today — by hand
  • 1Inbound lead lands in a shared inboxsits overnight
  • 2Someone triages it against the CRM by hand15 min each
  • 3Ownership decided in a Slack threadping-pong
  • 4Rep copies the details into the CRMre-keyed twice
  • 5Follow-up depends on someone rememberingoften never

Days to first response · 5 manual touches

With the system
  • Lead classified and scored on arrivalAI + rules
  • Routed to the right owner instantlyauto
  • CRM record created and enrichedauto
  • Rep notified in Slack with full contextauto
  • Follow-up scheduled and confirmedverified

Minutes to first response · 0 manual handoffs

Works with the tools you already run

No rip-and-replace — the system wires into your stack.+ any tool with an API

  • HubSpot
  • Salesforce
  • Odoo
  • SAP
  • Slack
  • Microsoft Teams
  • Google Sheets
  • Gmail
  • Zapier
  • Make
  • Shopify
  • Zendesk
How it works

The capabilities that deliver it

Operations Automation is built from three engineering capabilities working together.

Primary

Automation

Trigger, routing, approval, and execution logic that moves work end-to-end without chasing.

TriggersRoutingApprovalsExecution
Explore capabilitySupporting

AI Systems

Classification, prioritization, and next-action selection for the decisions that stay manual today.

ClassificationPrioritizationNext action
Explore capabilitySupporting

Integration

The connective layer that lets CRM, ERP, and internal tools share state instead of humans.

CRM ↔ ERP syncReliable APIsShared state
Explore capability
Do the math

How much glue is your team providing?

Slide to your reality. This is only arithmetic — the review tells you which of those hours a system can actually own.

125
120
Coordination overhead

30hrs / week

≈ 1,380 hours a year spent moving data, chasing approvals, and stitching reports instead of work that needs judgment.

Each bar is one person’s 40-hour week15% of each week · ≈ 0.8 full-time roles
Open the full ROI calculator

Planning estimate based on the inputs above, not a forecast of savings.

Assumes a 40-hour week and ~46 working weeks a year. We will tell you which of those hours a system can own — and which it should not.

How we deliver

From broken workflow to running system

Four steps, and each one hands you a concrete artifact — not a status update.

  1. 01 · Discover

    Map the workflow

    We trace how work actually moves today — who touches it, where it stalls, and which handoffs are manual.

    You get

    A map of how work really moves

    Done when

    The worst workflow is chosen and its constraint named

  2. 02 · Design

    Design the system

    We define trigger logic, routing rules, integrations, and the AI decisions that remove coordination.

    You get

    The system design — triggers, routes, integrations

    Done when

    Every handoff has an owner — human or system

  3. 03 · Build

    Build and connect

    We build the automation and wire it into your CRM, ERP, and internal tools with production safeguards.

    You get

    A running automation in your stack

    Done when

    The first real request flows end-to-end

  4. 04 · Operate

    Operate and verify

    We add agreed verification steps and monitoring so failed actions can be investigated and recovered.

    You get

    Monitoring with every action confirmed

    Done when

    Agreed workflow, alert and recovery checks pass

Is this the right starting point?

Where Operations Automation fits

We would rather map the wrong workflow out than sell you a system you do not need.

Good fit when

Start here
  • The same operational work repeats on a predictable trigger
  • People re-key data between CRM, ERP, spreadsheets, and internal tools
  • Approvals, handoffs, and follow-ups stall in inboxes
  • You can point to one workflow that breaks most often

Not a fit when

Not yet
  • The process changes every time with no repeatable rules
  • The real constraint is strategy or headcount, not coordination
  • You need a one-off script, not a monitored production system
  • No system of record exists to build against yet

Not sure which side you are on? Most teams aren’t — until the workflow is mapped.

Industry workflow automation

Same governed handoffs — applied where construction, education, hospitality, retail, and logistics teams are currently the glue.

ConstructionEdTechHospitalityRetailLogisticsOrder processingPO approvalsCRM integration architectureCRM / ERP
YOUR FIRST ENGAGEMENT

Start with the workflow everyone keeps chasing.

Pick a recurring task with a clear trigger and a measurable finish. We map the handoffs before deciding what to automate.

Start with a conversation

Walk us through one recent request, the tools involved and where someone had to step in.

An example helps; a finished specification is not required.

BEFORE IMPLEMENTATION

Know what you are agreeing to.

  • A map of triggers, approvals and exception owners
  • A defined first workflow with acceptance checks
  • A scoped implementation plan and quote

We agree the scope, delivery approach and price before implementation. Where discovery is needed, its scope and fee are agreed first.

Routine work follows agreed rules. Exceptions go to a named person with enough context to act.

Need one broken workflow repaired?
BEFORE YOU GET STARTED

Operations Automation questions

Scope, delivery and what happens next. The details that help you decide.

A RELEVANT WAY TO WORK WITH US

Automation Sprint

Turn a defined workflow into an agreed automation scope. Review the package, deliverables and eligibility before choosing your next step.

Explore Automation SprintAsk about your project
Can we start with one workflow?

Yes. Start with a recurring task that has a clear trigger and finish. We agree the tools, approvals, exceptions and completion checks before proposing a wider rollout.

What happens when an automation fails?

The scope defines retries, alerts and an exception owner. We test the agreed failure cases and make unresolved work visible rather than treating a successful execution log as proof of a completed business action.

Do we have to change our existing tools?

Not necessarily. We review existing connectors and APIs first. Access restrictions, licensing and API limits may affect the implementation and are checked during scoping.

What happens before implementation starts?

We review the intended outcome, existing systems and dependencies, then agree deliverables, acceptance checks, responsibilities and price. If discovery is needed first, its scope and fee are agreed separately before that work begins.

How long will the work take?

The delivery plan depends on scope, access, integrations and review dependencies. We agree milestones after that assessment rather than promise the same timeline for every system.

What access or preparation do you need?

Bring an example of the workflow or user journey and an overview of the systems involved. We agree the access needed for the work. Do not send passwords or private customer data through the enquiry form.

What happens after handover?

Handover, documentation, defect coverage and any ongoing support follow the chosen offer and written scope. New features, additional integrations and continuing maintenance are not assumed to be included.

Start here

Start with the workflow you want to improve

We will map one manual workflow, find the real constraint, and show you the first operational system to build.

20–30 minutes · No preparation needed · Prefer to read first? How to stop being the glue between CRM and spreadsheets · Send a note instead

Work with Octacer

Get your next project moving.

Add engineers, automate a process, fix a broken system or launch a product. We’ll help you choose a clear next step.

Clear scope. Work in your accounts.

Discuss your project

Opens a short enquiry form