Let the paperwork move itself.
Approvals, documents, payment matching and follow-ups that run on their own, built around the way your team already works. Requests reach the right person on their phone, nothing waits in an inbox, and every step is logged.
Good for Finance teams · Operations · HR and admin · Procurement · Branch networks
Hours back, every week.
We map the processes that eat your team's time, then automate them in the tools you already use or in a system we build. Every step is logged, so you see who did what and when.
Approvals on the phone
LPOs, leave and expense claims reach the right approver and are signed off in a tap.
Documents that fill themselves
Contracts, quotes and letters filled from your data, on your letterhead, ready to sign.
Payments matched daily
M-Pesa and bank statements matched to invoices, so finance only handles the exceptions.
Follow-ups that never slip
Reminders for invoices, renewals and tasks, sent on time by SMS, email or WhatsApp.
Your tools, connected
Forms, sheets, your CRM, accounts and WhatsApp share data instead of being retyped.
Every step logged
A full trail of who requested, approved and changed what, ready for your auditors.
Six workflows we automate most.
Click through the workflows we build most often. Each runs in your current tools or a system we build, sends people only the steps that need them, and logs the rest.
Try it: open a module from the menu, click a record, filter the list, or press and save.
No records match.
New approvals
No records match.
New document generation
No records match.
New payment reconciliation
No records match.
New reminders & follow-ups
No records match.
New integrations
No records match.
New process dashboard
Approvals
Requests, LPOs, leave and expenses routed through your approval chain.
- Approval chains by amount and department
- Approve from a phone, email or WhatsApp
- Reminders when a request sits too long
- Full trail of who approved what
Document generation
Contracts, quotes and letters filled from templates and sent for signature.
- Templates on your letterhead
- Fields filled from your system
- E-signature and PDF in one step
- Filed against the right customer
Payment reconciliation
M-Pesa and bank statements matched to invoices, leaving only the odd ones.
- M-Pesa paybill and till payments
- Bank statements imported daily
- Matched by reference, amount and name
- Only the exceptions left for finance
Reminders & follow-ups
Invoices, renewals and tasks chased on time, by SMS, email or WhatsApp.
- Payment reminders before and after due
- Renewals, licences and contract dates
- Tasks escalated when they slip
- Sent by SMS, email or WhatsApp
Integrations
Forms, sheets, your CRM and WhatsApp passing data without copy and paste.
- Web and Google forms into your system
- Google Sheets and Excel kept in sync
- CRM, accounting and HR tools connected
- WhatsApp Business messages logged
Process dashboard
Cycle times and bottlenecks for every process, so you fix the slow step.
- Cycle time for each process
- Where requests wait the longest
- Volumes by team and branch
- Weekly summary in your inbox
Like what you see? Let us build yours.
We walk you through it on a call, map how your business works, and send a fixed-scope proposal in writing.
Custom built, not off the shelf. Every system we build is made to fit the client's needs: the modules, screens, wording and reports follow how your organisation works. The business, names and figures in this demo are examples.
Approved from a phone, in minutes.
Requests, LPOs, leave and expenses routed through your approval chain.
- Approval chains by amount and department
- Approve from a phone, email or WhatsApp
- Reminders when a request sits too long
Statements matched automatically.
M-Pesa and bank statements matched to invoices, leaving only the odd ones.
- M-Pesa paybill and till payments
- Bank statements imported daily
- Matched by reference, amount and name
Contracts and quotes write themselves.
Contracts, quotes and letters filled from templates and sent for signature.
- Templates on your letterhead
- Fields filled from your system
- E-signature and PDF in one step
Automation at work.
Timeless Timber runs its production stages, stock and dispatch on a system we built and host, with procurement, finance and HR being added to it. Leave and payroll run on JamboHR and sales follow-ups on Pinch CRM, both our own products.
First workflow live in 21 working days.
- 01Days 1 to 3
Map the process
We follow one process end to end, count the hand-offs and agree what to automate first.
- 02Days 4 to 6
Design the flow
Steps, approvers, templates and rules agreed with you, including what happens when someone is away.
- 03Days 7 to 21
Build and test
Built on your tools or ours and tested with real requests, payments and documents.
- 04Then
Measure and add more
The dashboard shows time saved and slow steps. We tune it, then automate the next process.
Tools we use Laravel · n8n · Make · Zapier · Google Workspace · Microsoft 365 · M-Pesa Daraja · WhatsApp Business API · Webhooks
Before you ask.
Which processes should we automate first?
The ones that happen often, follow clear rules and keep someone retyping or chasing. Approvals, invoices, payment matching and reminders are the usual start. We look at volume and time spent, then agree a shortlist with you.
Do we need a new system?
Not always. Many workflows run on tools you already have, such as Google Workspace, Microsoft 365, your accounting package and WhatsApp. Where those cannot do the job, we build the missing piece in Laravel and host it for you.
Can it match M-Pesa and bank payments?
Yes. We pull paybill and till payments through M-Pesa Daraja, import your bank statements, match each payment to an invoice by reference, amount and name, and leave only the unclear ones for your finance team.
What happens when an approver is away?
You set a deputy or a time limit. A request that waits too long gets a reminder, then moves up the chain, and every step is logged with who acted and when.
What does automation cost?
It depends on the processes and the tools involved. After a free scoping call you get a fixed-scope proposal in writing, so you know the price before we start.
Let's automate your busiest process.
A free scoping call, then a fixed-scope proposal in writing.
