Most owner-managed businesses have someone who spends part of every day copying orders from one system into another, sending shipping and invoice details back to a customer’s portal, or setting up a new trade customer with the right prices. It’s repetitive, it needs care, and one small mistake (a wrong price, a missed field, a discount on a delivery charge) costs money or goodwill.
We’ll build it for you: learn the job live with the person who owns it, write down every rule, connect the AI to your own systems so nobody re-keys data, add the checks that stop a bad order going through, and train your team to run it in one line. Fixed price, done in three weeks.
Sound familiar?
Orders arrive in a customer’s portal and someone types them into your system by hand. The default price in your system isn’t always the agreed price, and nobody notices until later. A new trade customer waits days for their online account because the setup is fiddly and only one person knows how. And when that person is off, the job stops.
What we set up for you
A daily order run, which ships, invoices and raises new orders across your systems in one line, and ends with a summary and a short list of anything that needs a person.
Trade account setup in one instruction, which reads the request email, sets up the account and discount, sends the login invite, checks it’s live and leaves a reply as a draft for you to send.
A written process document, holding every rule, the reason for it and your price list, which the AI reads every time, so nothing depends on one person’s memory.
Checks and flags, so duplicates, stock shortfalls, missing shipments and price gaps are stopped and passed to a person, never pushed through.
What it showed us
A full day’s order run in 16 minutes, with no blocks. We built this inside a UK equipment supplier that fulfils orders for a national retailer. The AI shipped, invoiced and raised that day’s dropship orders for a national retailer, across the retailer’s supplier portal and the business’s own ERP. The team just read the summary.
The defaults were wrong, and looked right. On that same run, the system’s default prices on both new orders were well above the agreed list price. Both were corrected, because the process names one price list as the only source of truth. In the first five weeks it also caught a duplicate order, an order with no shipment behind it, a price gap and three stock shortfalls, and passed every one to a person.
Eight trade accounts, one line each. Every flat-rate customer gets the same exclusions for delivery, warranties and dropship lines, so margin is protected every time. When the job moved from one colleague to another, nothing had to be relearned, because it was all written down.
Your results will be different. We’ll talk through which of your admin jobs are the best fit, and what a realistic first step looks like, on the free call.
Results are from one real UK business we built this in. Its name and figures are kept private.
How the three weeks work
Week 1: learn it live. We sit with the person who owns the job, run real orders or requests with the AI, and write every step and rule into your process document.
Week 2: build and check. We connect the AI to your systems, add the checks and flags, set up the end-of-run report and log, and save it so one line runs it.
Week 3: hand over. Your team runs it daily with us beside them. We fix anything that comes up and train whoever will own it.
30 days later: check-in. We review the log and the flags with you, tighten any rules and make sure it’s still saving the time it should.
What it costs
£1,495 + VAT, fixed price. That covers learning the job with your team, the process document, connecting the AI to your own systems, the checks and reports, hands-on training, a written guide and a 30-day check-in.
Does it pay for itself? Typical example: if someone spends 45 minutes a day on order and account admin, that’s about 165 hours a year. At £20 an hour, that’s around £3,300 a year of staff time, before counting the cost of mistakes it prevents. If the automation takes most of that away, the setup pays for itself within the first year. Swap in your own numbers.
What you put in: £1,495 + VAT, plus about 6 to 8 hours of your team’s time over the three weeks: mostly the person who owns the job, working through real orders with us, and a short handover at the end.
It works best for businesses that process orders or set up accounts every day or week, across two or more systems, by following rules. If you only handle a handful of orders a month, or every one needs a judgement call, you may not need this, and we’ll tell you so.
Typical example only. Pay figure: ONS ASHE April 2025 median, before employer costs. Based on 220 working days.
If you’re VAT registered you can normally reclaim the VAT, so the real cost is £1,495. Your AI subscription isn’t included and is paid directly to the provider. We’ll tell you on the free call which plan you need, if any.
Keeping it safe
Your data stays in your own systems. A person on your team signs in to every system: the AI never enters passwords. It never guesses a value, and it stops and flags anything unclear. Nothing is sent to a customer or changed in a way that matters without a person approving it: emails are drafts, and risky actions are written as hard “never” rules. Every run saves a report and a log line, records are only added to, never overwritten, and we agree the access we need with you in writing before we start.
Questions people ask
Do I need to be technical?
No. We do the setup. Your team runs it by typing one line and reading the summary.
What if the AI gets something wrong?
It’s built not to guess. If anything doesn’t match the price list, the order or your system, it stops on that item, flags it for a person and carries on with the rest. A person reviews anything before it’s sent.
Which systems does it work with?
Most. Many systems have a connection the AI can use directly. Where they don’t, there’s usually an export, or the AI can work through the screens in your browser just as a person would. We check your systems on the free call.
What’s not included?
Your AI subscription, any changes your systems need that only their developer can make, and automating more than the agreed job. We’ll quote separately if you want more.
What happens after the three weeks?
Your team runs it. The process document makes changes easy, and we check in after 30 days. If you want help with the next job, we can do that too.
Ready to take the admin off your team?
Book a free 30-minute call with us, by phone or video. We’ll look at the admin that takes your team’s time and tell you honestly whether this is worth doing for your business.
Prefer to do it yourself? Our step-by-step guide, Orders and Accounts Without the Admin, shows exactly how we built it, for £79 + VAT. If you then book the setup within 30 days, we credit what you paid.