The systems we build,
drawn to scale
Most agencies show you a wall of logos you can’t verify. We publish the drawings instead — what each system replaces, how it works end to end, and where a human stays in the loop. Judge the mechanics, not the name-dropping.
THESE ARE REFERENCE BUILDS, NOT CLIENT CASE STUDIES. NO CLIENT IS DESCRIBED OR IMPLIED ON THIS PAGE. THE MECHANICS ARE REAL; EVERY FIGURE IS A WORKED EXAMPLE, NOT A MEASURED RESULT.
The intake desk that never closes
REFERENCE BUILD — NOT A CLIENT CASE STUDY
The mess
Enquiries land in a shared inbox that four people half-own, so each assumes another has picked it up. The good ones get answered late; the ambiguous ones get read, left, and quietly forgotten. Nobody can say how many came in last week or where any of them ended up, because the only record is a thread somebody starred.
The system
- T-01
An enquiry arrives — shared inbox, web form or a note from a call — and is acknowledged immediately, so nobody is left wondering whether it landed.
- T-02
An AI triage step reads it against your real service descriptions and policies, classifies what it is, and asks the qualifying questions a good coordinator would.
- T-03
The record is written to the CRM, routed to the right person by service line or workload, and — where it’s a booking — put straight into the calendar.
- T-04
Anything odd — an unhappy client, an unusual request, low confidence — routes to a human with the full thread attached. Judgment stays with people.
STACK: AI triage · CRM · shared inbox · booking
The math
ILLUSTRATIVE| Hours reclaimed | ≈ 9 hrs/week of enquiry triage, chasing and re-typing |
|---|---|
| Loaded cost | £28/hour |
| Yearly value | 9 × £28 × 52 ≈ £13,000 |
| Payback | Worked out against your real numbers in the blueprint, before you commit |
The invoice chaser that never gets awkward
REFERENCE BUILD — NOT A CLIENT CASE STUDY
The mess
The work is done, the invoice is out, and now someone has to write “just checking in on this” to a client they want to keep — without sounding desperate. So it gets put off. Six hours a week go into drafting, softening and re-softening follow-ups, and the invoices that slip past thirty days are exactly the ones nobody wants to touch. Cash flow runs on whoever feels brave that week.
The system
- T-01
The accounting system flags an invoice past its due date; the workflow wakes on a schedule, not when someone remembers.
- T-02
AI drafts a follow-up in your voice — referencing the project, the amount, and how overdue it is. The tone escalates one polite notch per round.
- T-03
A human approves or edits every draft in one click before it sends. Nothing reaches a client unread. Each send is logged against the invoice.
- T-04
The cycle repeats on schedule until payment lands. Anything past round three gets flagged for a personal call — some conversations should stay human.
STACK: Accounting API · scheduled workflow · AI drafting · approval step
The math
ILLUSTRATIVE| Hours reclaimed | ≈ 6 hrs/week of drafting and re-softening follow-ups |
|---|---|
| Loaded cost | £35/hour |
| Yearly value | 6 × £35 × 52 ≈ £11,000 |
| Payback | Before faster payment does anything at all for cash flow |
The spreadsheet that became a system
REFERENCE BUILD — NOT A CLIENT CASE STUDY
The mess
Every quote runs through one spreadsheet — fourteen tabs of volume breaks, client tiers and rate cards — and one person who actually understands it. When they’re out, quotes wait. When someone guesses, the quote goes out below margin and nobody notices until month-end. The pricing brain of the business lives in a file called FINAL_v9.
The system
- T-01
Someone opens the quoting app and picks the client and line items — no spreadsheet, no hunting through fourteen tabs.
- T-02
The tribal knowledge from the old sheet — volume breaks, client tiers, rate cards — runs as code against live cost data in Postgres.
- T-03
Any line priced below the margin floor is blocked at entry. The override exists, but it requires a manager’s sign-off — the escalation is a person.
- T-04
The finished quote renders to PDF and logs to the CRM, and a scheduled workflow nudges the owner if the client goes quiet. The keeper of the sheet gets their week back.
STACK: Internal quoting app · rules engine · database
The math
ILLUSTRATIVE| Hours reclaimed | ≈ 12 hrs/week across the team and the keeper of the sheet |
|---|---|
| Loaded cost | £30/hour |
| Yearly value | 12 × £30 × 52 ≈ £18,700 |
| Payback | Before counting the below-margin quotes that now never go out |
Want something like one of these?
Start with the service it belongs to
Each of these is a configuration of the two things we build. Yours will look different — they always do. The free review tells you which shape fits, and whether it’s worth building at all.
- FIG. 01 The intake desk Workflow Automation
- FIG. 02 The invoice chaser Workflow Automation
- FIG. 03 The quote builder Custom Internal Tools