Automation & CRM

Stop chasing. Start shipping.

Your team is wasting 20% of every working day on tasks a workflow could do at 2am. Data entry. Lead routing. Follow-up reminders. Invoice chasing. Status updates. Internal handovers. None of it requires a human brain. All of it requires a human’s time. That time is the most expensive thing in your business and you are spending it on the lowest-value work in your business. We fix that.

Here is what kills service businesses without proper automation. Leads land in your inbox and sit there for four hours before someone responds. Invoices go out late and dunning is manual, so you carry £30,000 in late payments at any one time. Sales reps forget to follow up and 40% of pipeline rots. The handover from sales to delivery is an email thread that nobody can reconstruct. Your reporting is whoever has time to build it in Excel that month. Six different tools — calendar, CRM, accounting, project management, email — and none of them talk to each other. Every one of those problems is a workflow waiting to be built.

What this pillar actually does

We design, build, and maintain the workflows that run sales, marketing, billing, and delivery without the constant chase. Your CRM becomes the dashboard. Every meaningful event in the customer lifecycle — lead landed, deal stage changed, invoice sent, payment received, project completed, ticket raised — triggers the right action automatically. Right person notified, right email sent, right document generated, right cash collected. Live workflows in 30 days, optimised every quarter, monitored 24/7.

What we deliver every week:

• CRM pipeline design and maintenance — pipelines, custom fields, lead lifecycle, dashboards. Built to be used, not abandoned. Reviewed for adoption, not just configuration.
• Sales automation builds — lead capture, scoring, routing, follow-up sequences, deal-stage triggers, calendar booking links. The work your reps forget to do, done at 2am.
• Marketing automation — drip sequences, segmentation, behavioural triggers, attribution all the way to closed revenue.
• Billing and delivery flows — subscriptions, invoicing, dunning, fulfilment, project status updates. Cash collection on autopilot — finance team thanks you.
• Integration and reporting — phones, calendar, email, accounting, fulfilment, support — all connected. Live dashboards on the metrics that move your number.

Who this is for

Single-location service businesses where the founder is still doing data entry at 9pm. Multi-location operators who need consistent process across territories without hiring a head of operations. Founder-led SMEs at £500k to £20m turnover with at least 5 staff doing repetitive admin work. Any business losing leads, invoices, or handovers between systems because the systems do not talk to each other. If you are pre-revenue with two staff and no customers yet, automation is premature — fix product-market fit first.

Why our approach works

Most automation projects fail for one reason. The agency installs an off-the-shelf automation tool, builds 30 workflows, hands you a Notion doc, and disappears. Six months later the workflows are breaking, nobody on your team knows how to fix them, and you are back to manual processes. We do the opposite. We build with monitoring, error-routing, and quarterly review built in from day one. Every workflow is designed to fail gracefully, log the failure, alert the right person, and self-recover where possible.

Live workflows by day 30. Most clients clear the retainer cost in saved staff hours by month 3. After that it is pure margin — every workflow keeps running and keeps saving the same hours, every month, forever. By month 6, the system has paid for itself three times over and is still running. Quarterly reviews keep it sharp — what broke, what scaled, what is next. We add three or four new workflows each quarter, retire the ones that are no longer useful, and refactor the ones that have grown messy. The system gets sharper over time, not stale.

We use the right tool for the job. Your CRM, our automation infrastructure, your accounting platform — connected through the integration layer, monitored 24/7, with error routing back to a maintenance retainer that fixes issues inside 24 hours. You see this as “your portal” — the dashboard you log into to see leads, deals, invoices, projects, and the live state of every workflow.

The CRM is the spine. Pipelines designed around how your team actually sells — not the templated pipeline the CRM vendor shipped on day one. Custom fields capturing the intelligence your sales team needs without burying them in admin. Lead lifecycle stages mapped to real handoffs between marketing, sales, and delivery, so nothing falls through the cracks. Dashboards built around the questions you actually ask — what is in pipeline, what closed this week, what is at risk, what is overdue — not the vanity dashboards the CRM ships with. We build CRMs that get used, which is the part most CRM rollouts get wrong.

Around the CRM we build the marketing automation layer — drip sequences for new leads, behavioural triggers for warm prospects, segmentation that respects the reader instead of carpet-bombing the list, attribution that ties the email click back to the closed deal. The sales automation layer — lead scoring, routing rules, follow-up reminders, deal-stage triggers that prompt the next action automatically. The billing and delivery layer — subscription management, invoicing, dunning sequences, project status updates, fulfilment notifications. All of it talking to all of it, monitored, version-controlled, documented.

What you own at the end

• Every workflow we build — exported, documented, portable to any automation platform.
• Your CRM — your account, your data, your access. We never gate you out.
• Every API key, integration credential, and webhook endpoint — registered to you, billed to you.
• Full system documentation — every workflow, every trigger, every action mapped on a single architecture diagram.
• Your CRM data — full export available any month, in any format you need.
• Quarterly review documents — what we built, why, what it saves, what is next.

The compounding curve

Month one is audit and CRM foundation. Month two is the first wave of workflows — lead routing, sales follow-up, invoice automation. By month three, the retainer is paying back in saved staff hours. Month four through six is when we expand into delivery, support, and billing flows. By month nine, the system is doing 30 to 40% of the work that used to require a human, freeing your team to do the work that actually requires a human. By month twelve, the system has paid for itself five times over and is still running. Every quarter we add new workflows; the value compounds. The team you have stops doing data entry and starts doing what they were hired for.

Frequently asked, frankly answered

How fast does it pay back?

Live workflows by day 30. Most clients clear the retainer cost in saved staff hours by month 3. After that it is pure margin. We track time saved per workflow and report it monthly — by month 6 you can see exactly how many hours the system has clawed back, in pounds.

Will it integrate with our existing stack?

Yes. Our integration layer covers around 95% of business tools out of the box. Anything we cannot connect natively, we build a custom webhook for. We have integrated with everything from accountants’ niche audit platforms to bespoke logistics ERPs. If a tool has an API, we can talk to it.

What if the automations break?

Every workflow has error-routing built in — failure triggers a ticket, fix lands within 24 hours on a maintenance retainer. We monitor the system 24/7 from our own infrastructure, so most issues are caught before you notice them. The maintenance retainer is included in Compound and Architect tiers.

Will you replace our staff?

No. Automation removes the boring 20% of every job. Your team stops doing data entry and starts doing what they were hired for — selling, delivering, advising, building. We have never put anyone out of a role. The opposite — we usually free up the headcount you need to scale, without hiring.

Right for our size of business?

Yes from around 5 staff and £500k turnover, where the founder is still doing operational admin and the team is feeling the pinch. Below that, off-the-shelf tools probably win. Above £20m turnover the conversation shifts toward enterprise — we still help, but the engagement looks different.

What does it cost?

Foundation tier from £1,500 per month for CRM setup plus 4 to 6 core workflows. Compound tier from £3,000 per month for full sales, marketing, and billing automation with quarterly reviews and 24/7 monitoring. Architect tier from £6,000 per month for multi-system integration, custom app development, and bespoke reporting. Setup costs are bundled into the first three months of retainer — no upfront fees.

Stop doing this. Start doing this.

• Stop watching leads sit in an inbox for 4 hours. Start routing every enquiry to the right person inside 5 minutes, automatically.
• Stop chasing invoices manually. Start running automated dunning that collects cash without anyone having to send the awkward email.
• Stop running reports in Excel once a quarter. Start running live dashboards that update every time something happens in your business.
• Stop hiring more admin staff to keep up. Start running workflows that do the boring 20% of every role and free your team to do what they were actually hired for.

Stop the chase. Start the system.

You can keep paying staff to do data entry, chase invoices, and route leads by hand. Or you can spend the next 30 days building the system that does it all without asking. The first move is a free workflow audit — we map your current systems, find the gaps where work falls through, and design the architecture that will pay back inside three months. You keep the audit either way. Book the audit, see the gaps, decide afterwards.