Which process is hardest to coordinate?
A monthly close, a procedure or client requests.
Processes · Modelling and automation
Measure where work stalls, then automate that step.
We model the real process from how the team works and the records that already exist. With the time each stage takes, we see where work piles up and automate where it pays off most.
01Process modelled with its exceptions
02Time per stage in view
03Automation where it pays off
Fields of application
Processes fail at the handoffs.
Each person usually does their part well. Work gets lost or sits waiting when it passes from one hand to another, and that leaves a trace in the dates.
01
Process modelling
With the people doing the work, we map stages, handoffs, rules and exceptions. The real process rarely matches the documented one.
02
Rules and exceptions
We also design the exceptions, such as missing documents or returned work. That is where processes usually break.
03
Automation
We automate the step that takes the most time with rules, integrations between systems or a web or desktop app. If what you use covers almost everything, nothing gets built.
04
Process analysis
With dates for each stage we calculate how long a case takes, where it waits and which different paths it follows. Work often waits where the team does not expect.
05
Targeted AI
Sorting requests or reading documents, with human review.
06
Permissions
Each person sees only what they should, and every change is recorded.
How we work on a process
Model, measure, and only then automate.
Automating a poorly understood process only makes the mistake faster. So we understand the timings before choosing what to automate.
Discovery
How work happens today: spreadsheets, email and systems
Model
Stages, handoffs, rules and exceptions
Measurement
Time per stage and where work piles up
Automation
Rules, integrations or custom software, with permissions
Simplified representation with simulated data. Tools and stages are defined for each process.
Typical processes
Where a process gets stuck, and what changes when it is fixed.
Five common processes. In each, the useful change comes from recording or automating one specific step.
Monthly accounting close
- 01Documents
- 02Recording
- 03Review
- 04Filing
- 05Close
- Where it gets stuck
- Late documents, and nobody knows client by client what is missing.
- What gets organised
- Every stage has a recorded date, so you can see which clients delay the close and at which step. This is the Contabilidad San Vicente case.
Laboratory samples
- 01Intake
- 02Processing
- 03Analysis
- 04Validation
- 05Report
- Where it gets stuck
- Each sample's traceability depends on notebooks and loose files.
- What gets organised
- Each sample with its path and results. Where images are involved, analysis can be supported by computer vision with expert review.
Purchasing and expenses
- 01Request
- 02Approval
- 03Order
- 04Receipt
- 05Payment
- Where it gets stuck
- Invoices checked by hand against the purchase order.
- What gets organised
- A model reads the invoice and compares it with the approved order. Only the differences reach a person.
Client requests
- 01Intake
- 02Sorting
- 03Assignment
- 04Response
- 05Closure
- Where it gets stuck
- Emails nobody picks up because ownership is unclear.
- What gets organised
- Automatic sorting by type and urgency, with response time recorded per type of request.
Collections
- 01Invoice
- 02Due date
- 03Reminder
- 04Payment
- 05Reconciliation
- Where it gets stuck
- Manual reminders, with no way of knowing whom to call first.
- What gets organised
- Payment history ranks accounts by risk of late payment, so calls are prioritised with data.
Costs, infrastructure and maintenance
Before adding a tool, we review what you already pay for.
And once it is in place, it is clear who maintains it.
- 01Inventory first
We review systems and licences before recommending anything.
- 02Total cost
We compare building and maintaining, not just building.
- 03Agreed maintenance
Backups, updates and who responds when something breaks.
A practical question
Which stage is each task at, and who owns it?
If answering means checking spreadsheets or asking over chat, the process depends on people's memory.
What your team can review
- 01
The process as it happens today
Stages, handoffs and where information gets lost.
- 02
The agreed process and its tool
Validated with the people who will do the work.
- 03
A record to adjust with
History and data to fix stages.
Common difficulties
What worked with three people stops working with ten.
Frequent symptoms when a team grows but keeps coordinating the same way.
- 01
Several versions of the same spreadsheet
- 02
Important email in the inbox of someone on holiday
- 03
At month end, people ask over chat what is missing
- 04
The process depends on one key person
- 05
Salaries in files the whole team can see
Before we talk
A useful starting point.
You do not need to arrive with a tool selected.
Where does the work live today?
Spreadsheets, email, systems or WhatsApp groups.
What needs restricted access?
Salaries, personal data or financial information.
Let's talk
Tell us which process is hardest to coordinate.
We will tell you whether to organise the process, connect tools or build something of your own.
Let’s talk