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Transform · Service 08 / 12

Business automation

Business automation is the system doing the repetitive work someone does by hand every day. Instead of selling new software, INDOLES connects the tools you already have — and the copy-paste work disappears.

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Diagram — Business automation08/12
Sound familiar?

This service steps in when one of these is true.

  • Someone's whole day goes on preparing reports and copying data.

  • Approvals get lost in email chains and no one knows whose turn it is.

  • As orders grow, hiring more people is the only answer left.

Scope

What it covers, and what it does not.

What's included

  • Repetitive task inventory

    Which tasks repeat daily or weekly and how many hours do they eat? Automation candidates are chosen by measurement.

  • Flow design

    Steps, decision points and exceptions get drawn. Undefined exceptions jam an automation within its first month.

  • System-to-system links

    Existing software gets connected so data entered once reaches everywhere else on its own.

  • Approval flows

    Purchase, leave or pricing approvals get queued, with whose turn it is and how long it has waited made visible.

  • Automated reporting

    Daily and weekly reports generate themselves and reach the right person; manual preparation ends.

  • Notifications and alerts

    When stock runs low, an order is late or an approval waits, the right person gets told.

  • Failure handling

    What happens when an automation stalls is defined: who is alerted, where the task lands, how to continue manually.

What's not included

  • Physical robots and production line hardware installation
  • Third-party software licence fees and subscriptions
  • Permanent staff to run the automation day to day
  • Rewriting existing systems from scratch — covered by custom software
How we work

Four steps, each leaving something in your hands.

  1. 01

    Task inventory

    The team's repetitive tasks are listed and the time each consumes is measured. Automation candidates come from here.

    You get

    A list of repetitive tasks with weekly hours lost.

  2. 02

    Drawing the flow

    Steps, decisions and exceptions of the chosen task get drawn. No build starts before the task owner confirms them.

    You get

    An approved flow diagram and exception list.

  3. 03

    Build and pilot

    The flow is built and runs in parallel with the manual work for a period, with both results compared to confirm accuracy.

    You get

    A working automation and a parallel-period comparison report.

  4. 04

    Handover

    The in-house team learns how to monitor the flow, what to do when it fails and how to change it.

    You get

    An operating guide and a trained in-house team.

Deliverables

What you hold when the work is done.

Task inventory
Document
Repetitive tasks with the weekly hours each costs, measured.
Flow diagrams
Document
Steps, decisions and exceptions for each automated task.
Working automations
System
Flows live in production, accuracy confirmed in the parallel period.
Notification setup
System
Alerts and failure notices, with who learns what and when defined.
Operating guide
Document
How to monitor the flow, intervene on failure and make changes.
Team training
Training
The in-house team learns to monitor and make simple changes.
Frequently asked

The questions asked most before deciding.

Do we need to buy new software to automate?

In most cases no new software is needed; business automation is built by connecting the tools you already have. INDOLES first looks at how far your existing stack can go, and proposes a new tool only if genuinely required — with the reasoning and cost in writing. The aim is less manual work, not more software.

What happens if the automation goes wrong?

Failure handling is part of the flow design: when an automation stalls the task is not lost but lands with a defined person and a notification goes out. Every automation also runs in parallel with the manual process before going live, with both results compared. The old method is never switched off before accuracy is confirmed — the way back stays open.

How soon does the first automation go live?

The first flow usually goes live in two to four weeks: a week for the inventory and flow drawing, one or two for the build, then a parallel verification period alongside the manual work. The biggest factor in the timeline is how open the connected systems are to integration. INDOLES deliberately picks a small first automation — an early win builds confidence for the rest of the routine.

Will it take our employees' jobs?

Automation usually takes the least-liked part of the job: copying data, preparing reports, chasing approvals. During the inventory INDOLES measures how much time each task consumes, and where the freed time goes is discussed with management. In practice that time mostly shifts towards customer work and oversight.

Can we change the flows yourselves afterwards?

Flows are built with tools the in-house team can edit, and the handover session covers how to change them. The operating guide documents where each flow lives and how to modify it. Coming back to INDOLES for a simple change is not necessary — the aim is a working routine, not dependency.

What is business process automation, and how does a task qualify?

Automating a business process means handing the repetitive work people do by hand every day over to the system. To qualify, a task has to repeat, have definable steps and decision points, and cost a measurable number of hours. During the inventory, the weekly hour cost of each repetitive task is measured, and the ranking follows that measurement rather than a guess.

How are approval flows set up?

Purchase, leave or pricing approvals are tied to a defined queue, and whose turn it is and how long it has waited become visible to everyone. When the flow is drawn, exceptions are defined alongside the decision points, because an approval flow with no written exceptions jams in its first month. If an approval stalls, a notification goes out and the request does not disappear into an email chain.

Is this the same as AI automation?

No. This service automates work with clear rules and definable steps, so the outcome is the same and predictable every time. If the task needs prediction, classification or interpreting text, AI advisory takes over, and there the data readiness check and cost-benefit calculation come first. Where a rule-based flow produces the same result, the cheaper option wins.

Who from our team is involved, and for how long?

You need the person who does the task by hand today and the owner of that task; no code is written before the flow diagram is confirmed with the owner. During the parallel period the same work runs both manually and automatically for a while, which asks a short stretch of extra checking from the team. At the handover session, the people who will monitor the flow and make simple changes are trained.

How do we know the automation worked?

The measure is set up front: the inventory records how many hours a week the task consumes, and the same number is measured again after the build. The parallel-period comparison report also shows accuracy, placing the manual result next to the automated one. Both numbers stay on record, so the return is settled by evidence rather than argument.

When is business automation the wrong choice?

If how the work runs is not yet defined, automation comes too early — an undefined process only gets confused faster once automated. If the existing systems have to be rewritten, the work moves to custom software, because this scope does not include rewriting. Physical robots and production line hardware also fall outside it.

Next

What the work produced

MKComputer wanted to dropship 200,000+ products from the SYNAXON catalogue across Europe; stock and pricing couldn't be managed by hand. We built an automation platform on Magento 2 that syncs stock, price and supplier every 5 minutes.

Products synced
200,000+
Stock, price, supplier, image and description
Update interval
5 min
Full catalogue, automatic 24/7
Manual order steps
0
Orders route automatically to the best supplier

Source MKComputer — 200,000 products synced every 5 minutes.

The entry package for this service

Where do we start?

Three entry doors at three speeds. Pick the one that fits.

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