Industries08 / 08

Workflow automation for office and admin work

Admin and accounts work is full of tidying and reconciling that repeats every month. We can hand those fixed steps to software, gather the items that don't match into one list, and leave your team only the exceptions. Internal systems can also get health checks and backups, so you don't find out something broke only when it has.

What we often hear

"At the start of every month we paste each branch's Excel file into one summary."
"Invoices and bank receipts are matched one by one."
"We usually find out an internal system is down when a colleague complains."
"The old system still opens, but the data won't come out."
"The only way to see how two documents differ is to read them side by side."

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Services that fit

Workflow automation tools
Automatic Excel merging, reconciliation matching and document comparison, starting as a small tool to measure the time saved.
Integration and long-term support
Health checks, daily backups and regular restore tests for internal systems.
Legacy application migration
Exporting data from old systems, or turning Access or VB6 systems into web versions.
Custom B2B management systems
Internal management such as attendance, leave and file search as one shared system.

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What we could build for you

These are example scenarios showing how such needs can be met. They are not completed client projects.

spot the differences between two PDFs
A purchase order and the supplier's confirmation often differ in small ways — an item name, a quantity, a delivery date — and line-by-line reading misses them. A small tool can have AI read both PDFs, compare them field by field and highlight every mismatch for a person to confirm.
merging everyone's Excel files automatically
At the start of each month, head office copies and pastes spreadsheets from every branch into one master sheet, fixing columns by hand whenever the layout differs. A small tool can read a folder, line files up by column name, merge them and list any file that doesn't fit the format.
matching invoices to bank receipts
Each month the accountant matches issued invoices against bank deposits one by one, and combined payments or deducted bank fees make it slow. Once both lists are imported, entries are matched by amount, customer and date, and whatever doesn't match is collected on one list — the accountant only handles the exceptions.
an Access or VB6 program rebuilt for the web
A long-serving Access or VB6 inventory program opens on only one PC, so colleagues take turns to look things up. We first map its tables and everyday workflows, then rebuild it to run in a browser, bring all the old data across and keep the screens as familiar as possible.
monitoring and daily backups
Internal systems often have nobody watching them; an outage surfaces when staff start complaining, and no one is quite sure the backups still run. Scheduled health checks send an alert when something goes wrong, backups go to a second location every day, and a regular test restore proves they actually work.
getting everything out of an old system
The old system still opens, but its data can only be viewed on screen, with no clear way to export it or move it elsewhere. We first work out how the old system stores its data, then export years of transactions and customer records to Excel or a new database, checking record counts and totals so nothing is lost.

See every scenario for this industry

043 items

Related approaches (real projects)

These are real systems we have built. They share a process or technology with this industry, and most are not clients in it; each note says why it is relevant.

Attendance System
Attendance system where attendance, leave, overtime and annual leave are calculated together, with reports for any date range.
Project Archive Search
Project file system on a local NAS, with instant search and files left untouched.
Operations Monitor
Operations dashboard that checks system health every minute and alerts on problems.