Skip to main content
KodkeshDigital Solutions

Core services

Business Process Automation

We connect repetitive work and disconnected systems together with automated workflows.

Copying data between tools, sending the same message fifty times, chasing updates by hand — these are the tasks that quietly consume a working day. We automate them.

What this includes

  • WhatsApp and Telegram automation
  • Instagram and Messenger flows
  • Email automation
  • Google Sheets, Forms and Drive
  • Slack and Discord integrations
  • CRM, API and database integrations

What you get

  • Hours returned to the people doing the work

  • Fewer errors from manual re-entry

  • A record of what happened and when

  • A flow that runs on its own, with nobody chasing it

  • Alerts that tell you when a step gets stuck

When is automation worth considering?

Automation is a process decision before it is a technology choice. The situations below are the sign that a manual step is ready to be automated.

  • The same information is typed into two separate tools by hand.
  • Someone checks one system in order to update another.
  • Incoming orders, forms or messages need repetitive follow-up.
  • A notification only goes out if someone remembers to send it.
  • Approvals get lost inside chat and email threads.
  • The same record does not match across two systems.
  • Routine reporting and data preparation take time every week.
  • It is hard to look back and see what stage a job reached.

Automation may not be the right tool yet

  • The process keeps changing and the rules are rewritten every month.
  • The process is not defined yet — there is no flow to automate, only a flow to define.
  • The task recurs so rarely that it will not repay the setup.
  • Human judgement is the substance of the task; only what surrounds it could be automated.
  • The tool you already use handles this flow well enough with its built-in connectors.

A custom build earns its place when several systems have to cooperate, when the rules are specific to your business, or when data transformation and exception handling matter.

Which processes we automate

Grouped by the part of the work being taken over, not by platform name.

Communication flows
Answering incoming messages and requests by defined rules, classifying them and routing them on.
Data transfer
Ending the manual carrying of data between forms, spreadsheets, databases and external services.
Order and request flows
Validating an order, checking it against stock and writing the approved one into the systems the team uses.
Notifications and alerts
Getting word to the right person when an event happens — and letting you know when a step gets stuck.
Approval steps
Placing the points where an operation waits for a person's decision inside the flow itself.
System synchronisation
Keeping the same record consistent across two systems, and deciding which one is authoritative.
Operational reporting
Preparing scheduled summaries and reports without anyone having to open the spreadsheet.

The store platform an order flow connects to is not the subject of this page; that side falls under ecommerce solutions.

What an automation actually looks like

Connecting two applications is the first step of a flow. A dependable automation also covers the decisions in between and the cases that go wrong.

  1. 01Trigger

    The event that starts the flow: a message, a form, a new order, or a time of day.

  2. 02Validation

    The incoming data is checked for the expected shape and for anything missing.

  3. 03Business rules

    What happens in which case is defined here. Your business sets the rules.

  4. 04Reading and writing systems

    What is needed is read from the relevant systems; the result is written where it belongs.

  5. 05Human approval where needed

    On critical or ambiguous cases the flow stops and waits for a person's decision.

  6. 06Action

    A message goes out, a record is created, a status is updated — the actual output.

  7. 07Record

    What happened when is kept in a form you can go back and read.

  8. 08Failure path

    When a step fails the flow does not stop silently: it is retried, or you are told.

What a dependable flow accepts

  • An extra confirmation step belongs in front of operations that are hard to undo.
  • The worst thing a flow can do is quietly run wrong; stopping visibly is better.
  • What happens when an external service does not answer should be decided in advance.

These are design decisions; which ones a flow needs is settled per project.

Example flows

Three examples of what the chain above looks like on a real process.

  • Example flow

    An incoming request, its record and its follow-up

    1. A request arrives as a web form or a message
    2. Required fields and format are validated
    3. The record is written to the CRM or an internal system
    4. A notification goes to the right person
    5. A follow-up task opens and is chased if unanswered
  • Example flow

    What happens after an order

    1. An order is created or its status changes
    2. Business rules decide which information goes to whom
    3. A confirmation or status message goes to the customer
    4. The record is updated in the relevant system
  • Example flow

    An operation that needs approval

    1. A request arrives and is classified by its content
    2. The ones that can proceed automatically do
    3. Anything over the threshold or unclear goes to approval
    4. The operation runs once approved
    5. The outcome and who approved it are recorded

Every published automation example is on the solutions page.

The systems we connect, and the technical limits

Whether an automation can be built at all depends on what the other system exposes.

  • APIs and web services
  • CRMs and customer record systems
  • Databases
  • Messaging and communication channels
  • Form and spreadsheet based data sources
  • Ecommerce and order systems
  • Internal software

What a platform permits depends on the official integration it offers, and that changes over time. We establish what is possible in your case up front.

If the flow needs a panel or an internal system to run against, that side falls under custom software development.

Design decisions

  • Only the systems the flow actually needs are connected.
  • Access permissions are kept to what the flow does.
  • Credentials and keys are kept outside the flow, not embedded in it.
  • Data is not moved from one system to another without a reason.
  • An approval step is considered in front of anything irreversible.
  • The rate and usage limits of external platforms shape the architecture.

How an automation project runs

Complexity follows the number of systems, the state of their APIs, how detailed the rules are, the quality of the data, the exceptions and what needs approval. We discuss timeline and scope after mapping the flow together.

  1. Map the current process step by step
  2. Separate the repetitive from the judgement calls
  3. Define the systems, the data and the permissions needed
  4. Design the flow and its exception paths
  5. Build the integrations and data transformations
  6. Test normal and failing scenarios
  7. Go live on a limited scope first
  8. Improve within the agreed scope

Questions to answer before the conversation

The answers to these define almost the whole scope of a flow. They do not all need to be settled.

  1. What starts the process?
  2. Which systems are involved?
  3. What data moves between them?
  4. Which decisions can be bound to a rule, and which stay with a person?
  5. What should happen when data arrives incomplete?
  6. Who should be told when a step fails?
  7. How often does the process run?
  8. What will have changed operationally once this flow runs?

Frequently asked questions

What is business process automation?

Turning the steps that run by hand in a business — data entry, notifications, record updates, routing — into a flow that runs itself by defined rules. The process stays the same; what changes is who carries the steps.

Can it integrate with the software we already use?

If the other system offers an API or an accessible data source, in most cases yes. If it does not, we build the flow from the point that system does allow.

Does every step have to be fully automatic?

No, and usually it should not be. Where the decision belongs to a person, the flow stops and waits for approval. Good automation does not remove people from the process; it takes over the repetitive part.

How long does an automation project take?

There is no standard duration, and any number given before the scope is mapped is a guess. We map the flow with you first, then give a realistic range.

If you have a process that repeats, or that runs by hand between systems, tell us about it in a few sentences — and we will work out together which steps suit automation.

All services

Tell us about your project.

Write down what you have in mind in a few sentences. We will show you what we could build for it.

Discuss Your Project