Real Automation Projects That Delivered Results

See how we've helped businesses streamline operations, save time, and scale efficiently with AI-powered automation

Case Studies

From franchise systems to smart scheduling, here are real-world examples of automation solutions we've built for growing businesses.

Franchise Management

Property Inventories

The Challenge

A London-based property inventory franchise needed a centralized system to manage bookings across multiple franchisees, letting agents, clerks, and typists, all with different permission levels and workflows.

The Solution

  • Designed multi-workspace Monday.com architecture for central intake and distribution
  • Created Bookings Distribution Hub for automated franchise allocation
  • Implemented separate workspaces for HQ, franchisees, clerks, and invoicing teams
  • Built clear permission structure between owners, agents, tenants, and branches

Results

100% Centralized bookings
5+ Workspaces integrated
0 Manual routing
Monday.com Work OS Cognito Forms Multi-workspace design
Smart Scheduling

Landscaping & Grounds Maintenance

The Challenge

Manual scheduling of turf installation jobs across two teams led to double-bookings, unbalanced workloads, and 8+ hours per week spent on admin work juggling spreadsheets and calendars.

The Solution

  • Automated full-day jobs (115–360m²) to next available calendar slot
  • Smart grouping of part-day jobs by postcode and area thresholds
  • Alternating team assignment algorithm to balance workload
  • Direct integration with Google Calendar for real-time updates

Results

2× Faster bookings
-8hrs Admin time/week
0 Double bookings
40% More jobs/week
Google Sheets Apps Script Google Calendar API Custom algorithms
AI Communication

AI-Assisted Email Intake

The Challenge

Small businesses were drowning in email enquiries, spending hours manually responding to common questions about pricing, availability, and services, often during evenings and weekends.

The Solution

  • Built AI email responder that reads and understands customer enquiries
  • Pulls real-time pricing and availability from internal systems
  • Generates human-sounding, conversation-aware responses
  • Configurable for different IMAP/SMTP email providers

Results

24/7 Email support
80% Queries automated
<5min Response time
Node.js/TypeScript Chatbase AI Custom APIs IMAP/SMTP
Financial Systems

Production Budget Management System

The Challenge

Project-based businesses managing complex budgets across multiple cost centers struggled with disconnected spreadsheets, manual invoice generation, and no real-time budget vs actual tracking, leading to overruns and cash flow issues.

The Solution

  • Built comprehensive 12-tab Excel system integrating budgeting, invoicing, and financial tracking
  • Automated document generation: pro-forma invoices, advance payments, purchase orders, expense invoices
  • Created budget vs actual variance tracking across 18 cost categories with NIC calculations
  • Implemented smart visibility controls to hide agency fees when presenting to clients
  • Built-in currency converter for international projects and multi-currency budgeting

Results

12 Integrated tabs
-15hrs Admin time/project
5+ Document types generated
100% Budget visibility
Microsoft Excel Advanced formulas Conditional formatting Multi-tab integration
Quality Management

Manufacturing Quality System

The Challenge

A manufacturing company needed to digitize their non-conformance reporting (NCR) and drawing revision request (DRR) processes. Manual paper-based systems caused delays in supplier communication, made it difficult to track recurring issues, and created no centralized archive for historical reference.

The Solution

  • Built custom AppSheet mobile application with comprehensive NCR submission forms
  • Automated capture of machine number, part details (database dropdown), department at fault, supplier info, time lost, root cause analysis, preventive actions, and urgency levels
  • Implemented automated PDF report generation in Google Drive ready for supplier communication
  • Created smart auto-generated unique reference numbering system for easy tracking
  • Designed visual dashboard showing statistics of most common fault sources (drawing office, machine shop, sub-contractors)
  • Built separate drawing revision workflow with markup photo upload and automated PDF generation
  • Organized searchable archives for resolved NCRs and completed DRRs
  • Integrated with Google Sheets for centralized data management and reporting

Results

100% Digital workflow
3 Report types automated
0 Paper forms
80% Efficiency Increase
AppSheet Google Sheets Google Drive PDF automation Mobile apps
Sales Automation

Bus & Coach Quotation System

The Challenge

A bus and coach sales company with 11 sales staff relied on complex spreadsheets to generate quotes across 5 vehicle models with 10+ configurable options each. Manual calculations, no tracking, and paper-based approvals created bottlenecks and inconsistencies.

The Solution

  • Designed single intelligent quotation form handling all 5 vehicle models with conditional logic showing relevant options per model
  • Built 3-stage workflow: Quotation Form → Purchase Order → Delivery Note with automated data pre-population between stages
  • Integrated part exchange calculator, extended warranty options, and delivery charges into unified pricing engine
  • Implemented electronic signature solution with automated approval workflow
  • Created dual-output system: internal delivery notes (no pricing) and customer order confirmations

Results

-75% Quote generation time
3 Automated workflow stages
0 Manual data re-entry
£265 Total project cost
Jotform Conditional logic Workflow automation E-signature integration

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