Map the handoffs
We follow a lead, an order or a ticket from start to finish and list every place someone copies, checks or forwards it.
- A process map
- Every manual handoff marked
- Systems and their APIs checked
Automation that moves leads, orders and tickets.
When people copy data from WhatsApp into the CRM, retype orders into another system or forward tickets by hand, we build workflows that do it for them, with a log of every run and an alert when one fails.
- Every run
- Logged
- On failure
- Retry, then alert
- Each workflow
- A named owner
What we automate
The handoffs that eat the working day.
Each workflow replaces a step someone does by hand today, and we name that step before we build.
CaptureLead routing · WhatsApp flows
Nothing typed in twice.
Lead routing
Leads from forms, WhatsApp and campaigns into the CRM, deduplicated and assigned an owner.
Form → CRM → owner
WhatsApp flows
Confirmations, reminders and replies on the WhatsApp Business Platform, run from Engage or your CRM.
Booking → reminder template
ProcessOrder processing · Ticket handling
Orders and tickets keep moving.
Order processing
Orders passed from the store to stock, invoicing and shipping without retyping.
Order → stock → invoice
Ticket handling
Support requests tagged, routed to the right team and chased when they stall.
Ticket → tag → team
Report and syncEmail and documents · System sync
Systems agree with each other.
Email and documents
Quotes, invoices and summaries generated from your data and sent on a schedule.
Every Sunday → summary
System sync
Scheduled or event-based sync between your CRM, accounting software and spreadsheets.
CRM ↔ accounting
How it fits
One workflow layer. Every system plugs in.
Triggers come in from the places work starts, rules decide what happens next, and every step is written to one run log, whichever system it touches.
01 · Where work starts
- Website forms
- WhatsApp messages
- Store orders
- Support inbox
- Schedules
02 · Workflow layerlogged · retried · alerted
Rules your team agreed in writing
- Triggers & webhooksAPI · cron
- Rules & routingowners · conditions
- Retries & alertsretry · then a person
- Run logsearchable
- Connections & accessper system
A person is alerted when a step still fails after its retries
03 · Where it lands
- CRMcontact · owner
- WhatsAppconfirmations
- Accountinginvoices
- Shippingorders
- Emailsummaries
Automate the process you run
We follow a lead, an order or a ticket from start to finish before we write a rule.
Fail loudly
A failed step retries, then alerts a person with the record and the error. Nothing disappears quietly.
You own the rules
Each workflow is documented with its trigger, its rules and an owner on your side.
When something breaks
Every run leaves a record. Every failure reaches a person.
Connected systems go down, APIs time out and data arrives in the wrong shape. The workflow is built for that from the first rule.
Run log · new-leadSample
| 11:02:04 | trigger | form.contact |
|---|---|---|
| 11:02:05 | crm | contact.match · found |
| 11:02:05 | rule | owner · sales-north |
| 11:02:36 | retry | whatsapp.send · timeout |
| 11:04:36 | send | whatsapp.send · delivered |
Retries
A step that fails is tried again on a schedule set per connection, so a short outage fixes itself.
per step
Alerts
If it still fails, the person responsible gets an alert with the record and the error.
owner · record · error
A run log you can search
What happened to each lead, order or ticket, step by step, with the data it carried.
per run
Parallel run
A new workflow runs alongside the manual process until both give the same result.
before go-live
An owner per workflow
Each workflow is documented with its trigger, rules and an owner on your side.
documented
Retries
A step that fails is tried again on a schedule set per connection, so a short outage fixes itself.
per step
Alerts
If it still fails, the person responsible gets an alert with the record and the error.
owner · record · error
A run log you can search
What happened to each lead, order or ticket, step by step, with the data it carried.
per run
Parallel run
A new workflow runs alongside the manual process until both give the same result.
before go-live
An owner per workflow
Each workflow is documented with its trigger, rules and an owner on your side.
documented
Run log · new-leadSample
| 11:02:04 | trigger | form.contact |
|---|---|---|
| 11:02:05 | crm | contact.match · found |
| 11:02:05 | rule | owner · sales-north |
| 11:02:36 | retry | whatsapp.send · timeout |
| 11:04:36 | send | whatsapp.send · delivered |
How we work
Map it. Write it down. Then automate it.
We automate the process you actually run, so the work starts by following it.
01 / 04 · swipe
Case study
Scheduled jobs behind a travel agency's CRM.
Nazarene Tours · CRM
Website data, price monitors and offers that move on their own
- Sync
- Customers, orders, passengers and leads mirrored from the booking site every hour, with a full pass each night. The sync is idempotent, so a rerun never duplicates a record.
- Monitors
- Price monitors run every 10 minutes and supplier-source health checks every 6 hours.
- Offers
- When a customer accepts an offer or asks for changes, the deal moves and the agent is notified.
FAQ
Questions about automation.
Why not use an off-the-shelf automation tool?
For simple flows between popular apps, an off-the-shelf tool is often enough, and we will say so. We build workflows when they need your own data, business rules, error handling or volumes that make those tools expensive or fragile.
What happens when a step fails?
It retries. If it still fails, the person responsible gets an alert with the record and the error. Nothing disappears quietly: the run log shows what happened to each lead, order or ticket.
Can automations send WhatsApp messages?
Yes, through the official WhatsApp Business Platform, with approved templates where Meta requires them. The flows can run in Engage, our own WhatsApp and CRM product, or be connected to the CRM you already use.
Our system has no API. Can it still be automated?
Sometimes, through scheduled exports and imports, reading structured emails or a direct database connection. We check what the system allows at the start, because that decides what can be automated and what stays manual.
Who owns the workflows after launch?
You do. Each workflow is documented with its trigger, its rules and an owner on your side. We can host and monitor them, and change them as your process changes.
Start with one handoff
Show us the step someone does by hand.
We map it with you, check what your systems allow, and tell you what can be automated and what should stay manual.
Useful to bring
- The handoff that takes the most time
- A few real records: leads, orders, tickets
- The systems involved and who owns each step