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Business process automation

Every hand-off is someone retyping, chasing or waiting. Let an AI workflow carry the work.

We map one process end to end, connect it to the systems you already run, and let AI do the reading and drafting while a named person approves every step that changes data.

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See one process, before and after
For example: a job request that bounced between an inbox, a spreadsheet, a notepad and the phone now runs as one workflow. Mia approves the one step that changes data.
One process, before and after

A job request becomes a booked job and an invoice draft.

For example, a 25-person plumbing business that takes job requests by email, runs its jobs in ServiceM8 and invoices in Xero. It is a worked example of the shape, not a client story.

Runson its own: reads and drafts
Ask firstwaits for the named person
Offrefused, and the refusal is recorded
Before: five hand-offsEach step waits for a person to notice it.

  1. The request lands in the shared enquiries inbox.

    Sits until someone has a minute

  2. Mia copies the name, address and job into ServiceM8.

    Typed by hand

  3. Mia rings the customer to agree a time, then rings again.

    Phone tag

  4. The tech finishes, and the notes stay in the job diary.

    Nobody is told

  5. At the end of the week, someone types the invoice into Xero.

    Typed again
With SpeedOz: the same process, carried end to endReads and drafts run on their own. Mia decides what changes.
  1.

    Read the request in the enquiries inbox

    Runs

  2. Summarise it: the job, the address, how urgent

    Runs: an AI draft

  3. Find the customer in ServiceM8

    Runs: read only

  4. Create the job and book a time in ServiceM8

    Ask first: waiting for Mia
    Ask first: Mia approved

  5. Send the customer a confirmation

    Send: Ask first

  6. When the job is marked complete, draft the invoice in Xero

    Ask first

  7. Authorise the invoice

    Off: stays with the owner, in Xero
Typed once, by the customerThe details come from the email itself, not from retyping.
Three decisions, all Mia’sBook the job, send the confirmation, raise the invoice draft.
Every step on the recordWhat ran, what waited for Mia, and what was refused.
What’s included

Connect the steps. Automate the repeats. Keep judgement with people.

We shape the scope around your goals, the systems you already run and the people who will use it. Every engagement has the same four parts.

Workflow mapping

We trace the process from the trigger to the outcome, including the spreadsheet and the forwarded email, and mark where it waits, doubles up or changes hands for no reason.

Document and message handling

The AI reads emails, forms and attachments and pulls out what the next step needs: the job, the address, how urgent it is. It writes a draft, never a send.

Connected actions

Steps reach your systems through the connections on our integrations list: find the customer, create the job, draft the invoice, route the enquiry to the right person.

Approvals and exceptions

A step that changes data waits for a named person. A request that doesn’t fit, such as an address the job system doesn’t know, goes to that person instead of being guessed.

In the workflow builder

Describe it in a sentence. Check it before it runs.

We build the first workflow with you in the SpeedOz workflow builder, and your team can change it later in plain words. Drafted steps stay marked Suggested until a person keeps them, a test run uses sample data and never changes anything, and nothing turns on until someone turns it on.

 Job request to booked jobA sample workflow. Draft, not turned on. Owner Mia.
Off
  1. Starts whenAn email arrivesenquiries@ · Microsoft 365
  2. AI stepSuggestedSummarise the requestClaude · result is a draft
    Read only
  3. ServiceM8SuggestedFind the customer in ServiceM8ServiceM8 · Look up a client
    Read only
  4. ServiceM8SuggestedCreate the job in ServiceM8ServiceM8 · Create a job
    Ask first
  5. AI stepSuggestedWrite the confirmationClaude · result is a draft
    Read only
  6. Microsoft 365SuggestedSend the confirmationOutlook · Send email
    Read and write

Describe what you want

Say it in plain words. I’ll draft the steps on the canvas, each marked Suggested until you keep it. Nothing is turned on.

When a job request email comes into enquiries, summarise it, find the customer in ServiceM8, create the job once Mia says yes, then write and send a confirmation.
Draft it

A suggested draft from your description, 5 steps. Check each one, then keep it.

  • ServiceM8 is Ask first for this workflow, so “Create the job in ServiceM8” will wait for Mia before it happens.

Ask for a change

To the whole workflow. Select a step to change just that one.

Also add the summary as a note on the job
Preview the change

Adds “Add a note to the job” after “Create the job in ServiceM8”. Marked Suggested until you keep it.

Create the job in ServiceM8+ Add a note to the job SuggestedWrite the confirmation
KeepUndo

Checks

Worth a look (these don’t stop it)

“Send the confirmation” sends the AI draft with no person checking it first.

Ask Mia firstShow step

1 step is still marked Suggested. Check it, then keep it.

Keep it

This checks the steps; it isn’t a test run.

What it does

It starts when: an email arrives. Then: summarise the request, find the customer in ServiceM8, create the job in ServiceM8 and add a note to the job, and 3 more. 3 steps wait for Mia.

ServiceM8Ask first

Can: Read: find the customer in ServiceM8; After approval: create the job in ServiceM8; After approval: add a note to the job.

Can’t: Change anything without Mia saying yes first; Delete anything. Delete tools stay off.

This describes the steps as they are now. It isn’t a test.

Staying in control

The approver sees what came in and exactly what will change.

A named person on each step that changes dataEach Ask first step names who decides, and a backup if they don’t answer in time.
The source and the change, side by sideThe request shows the email that started it and the exact change it will make, so a yes or no takes seconds, from a phone.
Risky actions start OffDeleting records, authorising invoices and changing permissions are refused. Only the owner can turn a risky action on, and that change is recorded too.
Every run on the recordWhat ran, what waited and what was refused, with who approved each change and when, on a record nobody can edit.
How approvals work
Ask first · waiting for you9:41 am

Create the job in ServiceM8

Job request to booked job · for Mia
What came in

“Hi, the hot water system in our laundry is leaking. Can someone come Thursday morning? 12 Wattle St. Thanks, Sam”

What will change in ServiceM8
Customer
Sam, found by email
Job
Leaking hot water system
Booked
Thursday, 8 to 10 am
Site
12 Wattle St
ApproveDecline
No answer in 2 hours? It goes to Jo. Either way, the decision is recorded with a name and a time.
Where to start

Start with work that is frequent, repeatable and dull.

Repeatable, high-volume processes with clear inputs and outcomes make the best first workflow. We look at the exceptions and the quality of the data as closely as the time it could save.

Good first workflows

  • Job, service or quote requests that arrive by email or web form
  • Invoices, reminders and follow-ups that follow the same rules every time
  • Forms that are checked, filed and passed to the next person
  • Approvals that already have a clear yes or no

Fix these first

  • The data is missing, duplicated or kept in someone’s head
  • A step depends on judgement nobody has written down
  • The process changes every few weeks
Estimate the hours first
Five questions for every step in the mapAnswered here for the step that books the job
What starts it?
A job request email arrives in enquiries@
What does it need to know?
The customer, the site address, the job and a preferred day
Where does a person decide?
Mia approves before the job is created
What does it change, and where?
A new job and a booking in ServiceM8
What goes on the record?
The email, Mia’s decision and the job number
What you get, and what you keep

Six weeks, one process, one team, AUD $5,000.

A paid pilot with a fixed shape, from the first conversation to a workflow running on real work. If you continue, the AUD $5,000 is credited in full against setup.

Week 1

Map the process as it runs

We sit with the people who do the work, trace it from trigger to outcome with the workarounds included, and typically take a baseline.

You getA current-state workflow map
Weeks 2 and 3

Design it and connect the systems

We rank the steps worth automating, agree in writing what each one may reach, and connect them for one team.

You getA prioritised automation design
Weeks 4 and 5

Run it on real work, Ask first

Reads and drafts run on their own. Changes wait for the named approver, and exceptions go to a person.

You getA connected workflow with exception handling
Week 6

Measure it, then go or no-go

We compare the results with the baseline, together with the people who used it, and you decide.

You getA baseline and a reporting approach

What you keep, either way

  • The current-state workflow map and the automation design
  • The baseline, and how to report against it
  • A board and insurer controls summary

Week six ends in a go or no-go. If it is a no, the connections switch off and the sign-ins are revoked.

How we work
EvaluationFreeA person reads your request and replies within one business day.
Six-week pilotAUD $5,000One process, one team. Credited in full against setup if you continue.
SetupFrom AUD $5,000A fixed scope, quoted in writing before any work starts.
Running itFrom AUD $900 a monthFor the agreed scope and the whole organisation, not per seat.
Questions

What operations managers ask first.

Anything else, ask in the evaluation. A person answers within one business day.

It doesn’t have to, and with us it doesn’t. We design the review and approval steps around the decisions that need your team’s judgement. Any step that changes a record or sends a message waits for a named person, who can approve it from their phone.

It stops and goes to a person. An address the job system doesn’t know, or an email that mentions two jobs, is handed to the named person with what came in, rather than guessed at. The exception and the decision are both recorded.

No. Nothing is migrated. Workflows reach the systems you already run, through the connections on our integrations list. If yours isn’t on it, we check what it allows in a scoping workshop before promising anything.

Your team can describe a change in plain words in the workflow builder. The change is shown before and after, marked Suggested until someone keeps it, and goes live only when a person turns it on. Earlier versions are kept and can be restored as a draft.

We typically take a baseline in week one and measure outcomes, not activity: how long a request takes to become a booked job, how many requests go to a person as exceptions, and how many are escalated. A count of automated tasks on its own can mislead.

SpeedOz is hosted in Australia by default, with other regions on request, confirmed in writing in the scope. Where a connected system keeps data elsewhere, the integrations list says so for that system.

Related pages

 Use cases Five agents and their limitsText, workflow and voice agents side by side: how a run goes, and what each one may never do.See the use cases
Control Staying in controlClosed by default, opened one capability at a time, with a named person approving each one.How approvals work
Calculators What could it save you?Enter your team size, hours and rates to see where the time goes, with the working shown.Run the numbers
Further reading Business process automation with clear controlFrom the SpeedOz journal: where controls belong in an automated process.Read the article

Bring us the process that eats your week.

Tell us where it starts, where it ends and which systems it touches. A person reads it and replies within one business day, and we will tell you whether a pilot fits.

Request an evaluation
Talk to a person