Keepflow

Workflow Automation

Spend less time on repetitive tasks.

Connect your inbox, documents, spreadsheets and business systems so routine admin happens automatically, with people checking the exceptions.

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The problem

Copying details from emails into systems, chasing reminders, updating spreadsheets, telling colleagues what’s changed. Each task is small. Together they take hours every week.

Examples of what can be automated

  • Email to CRM

    Enquiry emails turned into CRM records, with the details filled in.

  • Customer onboarding

    Welcome emails, forms and set-up tasks started when a new customer signs up.

  • Spreadsheet updates

    Rows added or updated automatically when something changes elsewhere.

  • Invoice reminders

    Polite reminders sent on a schedule you set, stopping once an invoice is paid.

  • Internal notifications

    The right person told when something needs their attention.

  • System integrations

    Two systems that hold the same information kept in step.

These are examples of what can be built, not descriptions of systems already running for clients. What’s possible depends on your systems and whether they can be connected, for example through an API, a data export or email.

How it works

We start with one task and the systems it touches. The animation below shows two example workflows with fictional data.

  1. We map the task as it runs today: who does what, in which system.

  2. We agree the rules, and which steps need a person.

  3. We connect the systems involved, where they allow it.

  4. We test with real examples, including the awkward ones.

  5. It runs, and anything unusual comes to your team to check.

Simulated demonstration

Document processing

Let automation handle repetitive processing while people handle judgement.

  1. Email or document received
  2. AI reads information
  3. Extracts required fields
  4. Updates business system
  5. Unusual cases flagged for human review
  6. Summary generated
Inbox to accounts
  1. Email received with attachment: INV-2291.pdf
  3. Supplier
    Riverside Supplies
    Invoice
    INV-2291
    Amount
    £1,240.00
    Due
    14 November
  4. Accounts system updatedBill created and waiting for approval.
  5. Flagged for reviewAmount is higher than usual for this supplier.
  6. SummaryInvoice processed. One item waiting for a person to check.

Fictional example data.

What you get

  • A workflow built around the systems you already use
  • Business rules written down and agreed with you
  • Exceptions routed to a named person
  • A log of what the workflow did
  • Testing before launch, and your sign-off
  • Notes on how it works, so it isn’t a black box

A good fit for

  • Accountancy practices
  • Professional service businesses
  • Office teams with repetitive admin
  • Businesses copying information between systems by hand

Limits and human handover

  • Integrations depend on your systems. Some can’t be connected, and we’ll tell you if so
  • Anything unusual is flagged for a person rather than guessed
  • Sensitive or irreversible steps need a person’s approval
  • Every automated action is logged
  • Workflows can be paused at any time, with a fallback agreed

Specialist area: food and beverage

We also understand the technical and compliance paperwork food and beverage businesses deal with. That makes it a natural fit for automation that supports qualified technical review, not replaces it.

  1. Supplier documents
  2. Extract information
  3. Identify missing documentation
  4. Track expiry
  5. Flag exceptions
  1. Specifications
  2. Compare versions
  3. Identify changes
  4. Create review summary
  1. Customer questionnaires
  2. Retrieve internal information
  3. Prepare draft answers
  4. Technical review
  1. Technical documentation
  2. Organise
  3. Extract
  4. Route
  5. Monitor

AI does not replace qualified technical or regulatory approval. Human review remains required wherever legal or compliance judgement is involved.

Common questions

Do we need new software?

Usually not. We build around the tools you already use, and only suggest something new when it clearly helps.

What if our system can’t be connected?

We’ll tell you. Sometimes a scheduled export or an email-based step is enough. Sometimes automation isn’t the right answer, and we’ll say so.

Who checks the results?

Your team does, for anything that needs judgement. The workflow handles the routine steps and flags the rest.

Can we switch it off?

Yes. Every workflow can be paused, and we agree a fallback process so nothing gets lost while it’s off.

Hand over the busywork.

Show us the process your team repeats every week.

Book a free discovery call