The job someone does by hand, done by a model they approve.
For owners and COOs of companies with 20 to 200 people. Supplier invoices keyed into the ERP, support emails drafted for an agent to send, orders sorted, the Monday report written from the week's numbers. We spend a week with the person who does it, build the tool with them, and leave it running on your own machine or cloud account, with a log and a switch back to manual. The model sees placeholders, never a customer's name.
Supplier invoices into the ERP: one morning's log
This is the page the tool shows each morning. The model reads each invoice PDF from the accounts inbox, fills in the supplier, number, date, lines and VAT, and matches it to a purchase order. What matches is posted as a draft for the bookkeeper to approve. What doesn't is held back with the reason.
| Invoice | Supplier | Purchase order | What the tool did |
|---|---|---|---|
| INV-2291 | Merrowind Packaging | PO-4471, €1,240.00 | Draft posted, matched |
| 7730-A | Tallowmere Freight | PO-4458, €860.00 | Draft posted, matched |
| 2025-0918 | Larkspan Print | PO-4480 and PO-4483 | Draft posted, two orders |
| INV-2294 | Merrowind Packaging | PO-4471, €1,240.00 | Held: possible duplicate of INV-2291 |
| scan_0412.pdf | not readable | none found | Held: supplier and order not readable |
Fictional invoices and amounts, to show the format. In this made-up morning the tool posted 38 of 41 invoices as drafts and held back 3, so the bookkeeper checks 3 instead of keying in 41.
The sum, with your own numbers in place of ours: if keying in invoices takes your bookkeeper two hours a day at €35 an hour, that's about 440 hours and €15,400 a year. A tool quoted at €7,000 pays for itself in about six months. Those figures are an example; in the first week we measure yours.
What one tool costs, and what it gives back
An hour a day is about 220 hours a year. Multiply that by what the person costs you per hour and compare it with the price of the tool.
| The first weeka week with the person who does the routine, in your working day; a one-page plan and a fixed quote; credited against the tool; half price if no tool is worth building | €2,000 |
| The toolfixed once quoted; half when we start, half once it has run for two weeks with your people | from €5,000 |
| Coverafter handover, fixes at no extra cost | 60 days |
| Care, optionalmonitoring, 4 h of fixes and changes a month, replies within one working day; cancel monthly | €600 a month |
| Running coststhe model's account and hosting, in your name, quoted up front, no markup | billed to you |
How it goes
One week, €2,000
A week with the person, credited against the tool. We watch the job being done and time it, in short sessions fixed in the contract, and go through the files, the inbox or the ERP export on our own. You get a one-page plan, a fixed quote, and a plain answer if a tool isn't worth building.
Four to six weeks, from €5,000
We build the tool. Built with the person who does the job, tested by them on last month's real cases, live on your systems. Half when we start. The other half once it has run for two weeks with your people. Hours saved are read from the tool's log and checked by the person who used to do the job. Running costs are quoted up front and billed to you directly, no markup.
Then 60 days
Handover, and 60 days of cover. A runbook and a short training for whoever looks after IT. If something breaks in the first 60 days, we fix it at no extra cost. After that there's an optional care plan at €600 a month, with monitoring and 4 h of fixes and changes a month, and a reply within one working day.
What's yours. The code lives in your accounts from day one. The integrations, rules and configuration we write for you are yours, and so is the tool's data. The core library our tools share stays ours, and you get a permanent licence to it at no charge, so the tool keeps running whatever happens to us.
Fixed price per tool. Changes are re-quoted before we build them.
Stop after any step. Keep the plan, the quote and anything built so far.
A small service, a log, and a switch back to manual
The tool runs as a service on a machine in your office or in your cloud account, in your company's name. It is never somebody's laptop. The model it calls is one you approved in writing. A page shows what it did and what it held back for a person.
| The runbook covers | |
|---|---|
| The switch | One setting sends everything back to people. Your IT team can use it without us. |
| Logs, alerts, monthly cost | Where to look, who gets alerted, and the cost limit set on the model's account. |
| Swapping the model | How to point the tool at another model or provider. The placeholders and the rules stay as they are. |
| Keys and access | How to rotate passwords and API keys, and how to remove a leaver. |
| Changing the rules | How to edit templates and routing rules, tested on sample cases before going live. |
What it touches, and what happens when it fails
Works with what you have. For example Outlook or Gmail, Exact Online, DATEV exports, Odoo, Shopify, Stripe, PayPal, Klarna, Mollie or Adyen payouts, and Excel. If it can export a file or has an API, we can use it.
Access is limited. Only the mailbox, folder or export being automated, read through your own account. Customer data stays on your systems.
It fails safe. If the tool errors or the model service is down, it stops and routes every case to your staff's normal queue, so nothing is lost or sent wrongly. During the 60 days and on the care plan, we reply within one working day and start on the fix the same day.
A person approves. Anything sent to a customer or posted to your books is approved by your staff until you decide otherwise.
How a support reply gets drafted without customer names
Personal details are swapped out on your own systems, before anything leaves them. Your support agent still approves every reply.
What to tell your team
The tool takes over one job, and the person who does that job today helps design it, tests it on real cases before it goes live and approves what the model does. They are part of the build from the first day, and they stay the one who signs off. The log records what the tool did with each case, not what a person did, so it is not a record of anyone's performance.
Vitalii builds it, Dmytro maps the process
Vitalii builds the tool. Dmytro maps the process and runs the first week. Between us that's 10 h a week per client, in slots set in the contract. We answer questions within one working day.
A two-week look at the whole office, €6,500
When several people spend their week on copy and paste, we start wider. For one week the people doing the work log their time per process on a sheet we set up. We interview them in short sessions fixed in the contract, and go through your inbox, ERP and spreadsheets on our own. It takes the place of the first week. The report ranks what's worth handing to a model, what a plain script does better, and what stays with people. The first tool is quoted from it.
| In the report | What it tells you |
|---|---|
| Where the hours go | Who does what, how often, and how long it takes today. |
| The five worth automating | Ranked by hours saved, with the cost to build, the monthly cost to run, and whether each needs a model or a plain script. |
| What stays with people | The cases a person should keep handling, and why. |
What keeps the tool running without us
The code is in your accounts from day one, with a runbook your IT team can follow and a permanent licence to the shared library. The switch sends every case back to your people, so a failure costs you a morning of manual work, not an outage. Both of us know every tool we build, and if one of us can't continue, the other finishes the work and hands everything to your IT team.
Tell us who does what by hand.
Name the person, the job they do by hand, the systems it runs through and roughly how long it takes each day. On the call we'll tell you whether a tool is worth building, and what it would cost to build and run.