Document management
VaultIQ
Enterprise document management software with encrypted storage, approval workflows, OCR, e-signatures and retention policies in one vault.
DetailsWorkflow automation
Workflow and business process automation
Find the step where the work waits, and remove the waiting.
Work rarely takes long because a task is slow. It takes long because the task sat in an inbox for four days waiting for someone to notice it. Automation that ignores this speeds up the parts that were never the problem, so the first thing we do is measure where items actually queue and for how long.
What comes out of that measurement is a shortlist, usually shorter than expected. A handful of handoffs account for most of the cycle time: an approval that needs a signature from someone who travels, a routing decision made by whoever opens the shared mailbox first, a reconciliation done monthly by hand because nobody trusts the export. Those are what we automate.
Automating a step does not mean removing the record of it. Every routed item, every approval, every escalation is recorded with who, when and on what basis, so the faster process is also the more auditable one. Exceptions get an explicit path rather than falling back to email.
What you get
- Current-state workflow map
- Bottleneck and cycle-time analysis
- Automated approval and routing flows
- Exception handling and escalation
Who this is for
- Finance and shared services teams
- Compliance and risk functions
- Any team with an approval backlog
How the engagement runs
Six steps, in this order.
Skipping one of these is how projects end up rebuilt. The order matters more than the ceremony.
- 01
Consultation
We sit with the people who do the work and find out what actually happens, including the workarounds nobody documented.
- 02
Planning and proposal
Scope, timeline and cost in writing, with the assumptions listed. If something is unknown, it is named as unknown.
- 03
Design and development
Data model first, then interface. You see working software early and often rather than a demo at the end.
- 04
Testing and refinement
Functional, load and user acceptance testing. Findings go on a list that gets closed, not a list that gets discussed.
- 05
Implementation and integration
Migration, integration with existing systems and a cutover plan that accounts for the day the old system is switched off.
- 06
Training and support
Your team is trained on the system they will use, and we stay on for maintenance, updates and the questions that arrive in month three.
Already built
You may not need a build.
Where this work is the same in every organisation, we have already productised it. These platforms cover it off the shelf.
Questions
Asked before we start.
Something not covered here? Email us and a person will answer.
How do you decide what to automate first?
By cycle time, not by how manual a step feels. We measure how long items wait at each stage, and the stages holding the most total waiting go first. That ordering is frequently different from the one people expect before the measurement.
Will this replace jobs?
In the work we have done it moves people off the routing and chasing and onto the exceptions, which is where judgement is actually needed. We are not going to promise nothing changes, but the honest pattern is that the queue shrinks rather than the team.
Can you automate a process that spans several systems?
Yes, and that is the common case. The workflow sits above the systems and drives them through APIs or scheduled jobs, so an approval in one system can release a payment in another without anyone re-keying it.
Scoping
Send us the process that keeps breaking.
A short description is enough to start. We will come back with whether it is a product, a build, or something you can fix without buying software.
Nairobi office
10th Floor, Applewood Adams, Ngong RoadNairobi
Kenya
- Phone
- +254 701 684 754
- Hours
- Mon–Fri, 08:30–17:30 EAT