Approvals and sign-offs
Approval chains for orders, quotes, leave requests and expenses. Automatic notifications to each person responsible.
The impact
How much time does your team lose on manual tasks?
What we automate
Workflows that run themselves
Document generation
Invoices, delivery notes, reports and quotes generated automatically from your system data.
Automated communications
Follow-up emails, payment reminders, order confirmations and customer notifications.
Data synchronization
Changes in one system flow automatically to all the others. No more copy and paste.
The result
When you automate the right processes, your team stops doing data entry and becomes what it should be: the strategic engine of your business.
- Fewer human errors
- More time for high-value work
- Always up-to-date data
- Full traceability
- Instant response, 24/7
- Processes that scale without extra headcount
- Guaranteed regulatory compliance
- ROI visible from the first month
Examples
Real processes, automated end to end
Pick a scenario and follow each step. Blue = automated · Purple = AI · Yellow = decision · Gray = human when needed.
Automated step AI-assisted Automatic decision Human (only when needed)
From customer order to delivery
A real B2B example: from the moment a customer sends an order until the delivery note leaves the warehouse, without anyone retyping a single field.
1 Automated
Customer sends an order
2 AI
Data extraction
3 Automated
Customer validation
? Decision
Is stock available?
YES — in stock
4a Auto
Reserve in the ERP
5a Auto
Proforma invoice
6a Auto
Warehouse order
7a Auto
Tracking for the customer
NO — out of stock
4b Auto
Purchase order to supplier
5b AI
Email to the customer
6b Human
Back office
~3 minutes From order received to warehouse order released
0 duplicate entries Data moves between systems via API/webhook
24/7 Runs 365 days a year, no waiting for office hours
From supplier invoice to payment
Accounts payable without typing: AI reads each invoice, matches it against the purchase order and delivery note, and only alerts you when something doesn’t add up.
1 Automated
Supplier invoice
3 Automated
3-way match
? Decision
Does it match the PO and delivery note?
YES — everything matches
4a Auto
Posts to the ERP
5a Auto
Schedules the payment
6a Auto
Files and reconciles
7a Auto
Notifies treasury
NO — there’s a discrepancy
4b Auto
Blocks and flags
5b AI
Email to the supplier
6b Human
Back office
8× faster Processing an invoice goes from minutes to seconds
0 lost Every invoice is recorded and filed
−90% typing AI enters the data for you, without typos
From web form to sales opportunity
Lead capture with no leaks: every lead is qualified, enriched and assigned to the right sales rep in seconds, day or night.
1 Automated
A lead comes in
2 AI
Qualifies the lead
3 Automated
Assigns it in the CRM
? Decision
Qualified lead?
YES — good fit
4a Auto
Creates an opportunity
5a Auto
Email sequence
6a Auto
Books a call with sales
7a Auto
Reminders
NO — not a fit (yet)
4b Auto
Automatic nurturing
5b AI
Helpful reply
6b Human
Sales rep reviews
< 60 sec Response time to a new lead
+35% handled No lead goes without follow-up
0 forgotten Every contact is logged and worked in the CRM
From incoming ticket to resolution
Support that scales: AI resolves repetitive requests instantly and only routes complex ones to an agent, already summarized and with a suggested reply.
1 Automated
Customer opens a ticket
2 AI
Classifies and prioritizes
3 Automated
Looks for the solution
? Decision
Can the AI solve it?
YES — the AI solves it
4a Auto
Replies to the customer
5a Auto
Attaches the guide
6a Auto
Closes and measures
7a Auto
Learns from the case
NO — needs an agent
4b Auto
Routes to an agent
5b AI
Summary + draft
6b Human
Human agent
−70% repetitive tickets Frequently asked questions answer themselves
24/7 Instant first response at any hour
+20 pts CSAT Higher satisfaction thanks to fast responses
Duplicate work
Enter data once. Just once.
Double data entry is efficiency’s biggest enemy. We eliminate it.
1
Single source of truth
Every piece of data has a defined source and flows automatically to the rest of your systems.
2
Automatic validation
Business rules check data consistency before it is processed.
3
Full traceability
You know when each record was created, who changed it and through which channels it was shared.
Applied AI
Intelligent automation with AI
We combine classic workflow automation with artificial intelligence to go one step further.
Business chatbots
Virtual assistants that answer customer queries, handle issues and hand over to your team when needed.
Smart classification
Documents, emails and tickets automatically classified by AI. Everything reaches the right person.
Predictive analytics
Models that forecast demand, detect anomalies and suggest actions before problems arise.
Document reading
Extracts data from invoices, delivery notes and contracts with OCR and AI and feeds it into your ERP without typing, even if every supplier uses its own format.
AI-assisted drafting
Generates quotes, emails and replies ready for review, using data from your CRM/ERP and your company’s tone of voice. You just approve and send.
Smart search
Ask questions in plain language about your manuals, contracts and records and get the exact answer with its source cited (RAG). Your knowledge, instantly.
By department
Where do we automate in a real company?
It’s not just IT. Automation belongs in every department — wherever there’s a repetitive process with clear rules.
Sales
- Automatic lead assignment to the right sales rep
- Quote generation from the CRM
- Scheduled follow-up (emails, tasks, reminders)
- Real-time CRM ↔ ERP sync
Finance and accounting
- Automatic invoice reading (OCR + LLM)
- Automatic bank reconciliation
- Overdue payment alerts + dunning letters
- Month-end close in hours, not days
Human resources
- Automated onboarding for new hires
- Leave requests and approvals
- Payroll calculation and handoff to your accounting firm
- Reminders for mandatory training and health and safety
Customer service
- Tickets classified and routed automatically
- AI answers to frequently asked questions
- Satisfaction surveys after every closed case
- WhatsApp Business integrated with the CRM
Operations and logistics
- Delivery notes, labels and CMR consignment notes generated instantly
- Smart route and carrier assignment
- Low-stock alerts and automatic replenishment
- Real-time shipment tracking for your customers
Marketing and data
- Sync between your website, CRM and email platforms
- Automatic behavior-based lead scoring
- Daily KPI reports in Slack/email
- Scheduled posting across multiple social networks
Before and after
Day-to-day work, compared
The change isn’t only technical — it’s cultural. Your team stops “executing” and starts “deciding”.
Before
When everything is done by hand
- Sales reps copy orders from email into the ERP by hand
- Accounting types in every invoice, one by one
- Customers wait 2–3 days for confirmation
- Errors creep into quantities, prices and product codes
- Nobody knows where each order stands
- Monthly reports get finished after hours
- Every employee who leaves creates a gap that’s hard to fill
- Scaling the business = hiring more people
After
When processes run themselves
- Orders come in and are processed automatically within minutes
- Invoices are read, validated and posted automatically
- Customers get instant confirmation, 24/7
- Data is validated before it enters the system
- Anyone can check status in real time
- KPIs land in your email/Slack every morning
- Process knowledge lives in the system, not in one person
- Scaling = switching on more capacity, not hiring
FAQ
Common questions about process automation
Where do we start if we’ve never automated anything?
We start with the process that eats up the most manual time today. Together we map how work comes in, which people and systems touch each step, and where errors or delays occur. That gives us 2–3 clear candidates to automate in a short first sprint, with visible impact within a few weeks.
Can our current software (an older ERP/CRM) be integrated?
In most cases, yes. If your system exposes a REST/SOAP API, we connect to it directly. If not, we use webhooks, scheduled exports, local agents or middleware connectors (n8n, Make). Only in very rare cases do we need to fall back on screen scraping/RPA, and always as a temporary solution while systems are modernized.
What happens if a provider changes its API or a system goes down?
Workflows are designed with retries, error queues and automatic alerts to the person in charge. If a step fails repeatedly, the system parks it in an “exceptions inbox” for human review without blocking everything else. Every API change is versioned and we monitor availability continuously.
Which tools do you use: n8n, Make, Zapier or custom development?
It depends on the case. For simple workflows with standard integrations, Make or n8n are very quick to implement. For complex business logic, internal integrations or business-critical processes in production, we write our own code in Python/Node on your infrastructure. The best solution is almost always a mix: low-code at the edges, code at the core.
What happens to employees whose tasks get automated?
Automation rarely replaces an entire role — it replaces the repetitive parts. Employees move from copying data to reviewing exceptions, serving customers better or focusing on strategic work. In every project we’ve been involved in, the team has seen automation as a relief, not a threat, because it takes the boring part out of the job.
How long does it take to get up and running?
A first, well-scoped workflow is usually in production 2–4 weeks after kickoff. Automating an entire department takes 2 to 4 months, depending on the number of processes and integrations. We work in short sprints with working deliverables throughout — no 12-month projects with nothing to test until the very end.
How do we keep track of what the system does and who approved what?
Every automation leaves a full audit trail: which process ran, with what data, when, what decision it made and, if there was human intervention, who made it. You access it from a dashboard where you can filter by process, date, user or status. Useful both for internal audits and for regulatory compliance (ISO, GDPR, the Spanish Tax Agency – AEAT).
What if we want to change something in the workflow later?
Workflows are modular and documented. You can ask us for a specific change, or we can train your IT/operations team to maintain and modify the basic workflows on their own. The goal isn’t to create lifelong dependency, but to leave you a system that will live and evolve with your business.
Let’s talk
Ready to automate your business?
Tell us which process takes up most of your time and we’ll reply with a free assessment: what can be automated, with what return and on what timeline.
- Reply within 24 hours
- Free, no-obligation assessment
- Proposal with clear ROI and timelines
Or if you prefer: +34 868 970 005 · info@inter-conecta.com · See more services →