Automation
Business process automation.
We automate repetitive procedures across employees, applications, documents and data sources. The goal is to reduce manual data transfer, duplicated work, errors and waiting between process steps.
A request can be captured automatically from a form or an email, classified, matched with CRM or ERP data, assigned to the responsible person, routed through approval and reported on once completed.
Services in this area
When clients usually bring us in
- the same step repeats every day
- data is retyped between systems
- approvals get lost in email
- reports are assembled manually
- nobody can see where the process stalled
Not every step is worth automating
If a step runs a few times a year, automation won't pay for itself. So we measure how often the process actually runs before building anything.
We measure the effect
Before automation
We measure how long the process takes, how many steps it has, how often it runs, how many people are involved and where errors appear.
After rollout
We repeat the same measurement and compare the results. The numbers come from your process, not from our marketing.
What we track afterwards
Success rate, failures, manual interventions and cost per processed item.
What this means for you
- less retyping between systems
- every step has a timestamp, an owner and a status
- exceptions are visible, not hidden
- the process runs even when someone is away
How an automated process runs
Click a step to switch it off - whatever cannot work without it goes dark. Click again to bring it back.
What we automate
- email and notifications
- documents and quotes
- reports
- data transfers between systems
- employee and customer onboarding
- lead management
- internal requests and approvals
- statuses and confirmations
Example: handling incoming mail
Today
An employee receives an email → opens the attachment → reads the document → looks up the customer → retypes the data → creates a task → sends a reply.
After automation
The system does the first six steps by itself. A person reviews the prepared draft and approves it.
What it means
Less retyping, shorter response time and a traceable record of every step.
Which processes companies automate most often
Business process automation pays off fastest where a person repeats the same step every day across several systems: retyping data from email into the ERP, locating a document, notifying a colleague and recording a status. Below are the processes clients most often bring first.
- HR process automation: requests, absences, manager approvals, records
- administrative process automation: incoming mail, internal requests, approvals
- reporting process automation: collecting data from several systems into one report
- document management automation: classification, field extraction, archiving
- onboarding and offboarding automation: access, equipment, notifications
- production task automation: work orders, statuses, deviation alerts
- finance process automation: incoming invoices, approvals, transfer into the ERP
- sales process automation: enquiries, quotes, CRM entry
How we run a workflow automation project
We do not start with a tool but with the process as it actually runs today - including the exceptions nobody wrote down. Only once the process is clear can we see which part a system can take over and which must stay with a person.
Process mapping
Who does what, in which systems and under which rules.
Choosing the first process
One process with a measurable result, not a rebuild of everything at once.
Rules and exceptions
What the system does by itself and when it must ask a person.
Connecting the systems
ERP, CRM, document system, email and folders - through interfaces, not around permissions.
Running in parallel
The system prepares, a person approves and we compare the result with the manual one.
Handover and monitoring
Logging, alerts on failures and regular checks of the results.
Automation and existing systems: ERP, CRM and the document system
Automation rarely stands alone. Data has to come from the system where it already lives and return to where people read it. That is why most automation projects are integration projects too: ERP integration for production, links to finance systems, transfers between the CRM and the document system.
Access rights stay where they are. The system must not see or change more than the person on whose behalf it acts, and every step is logged.
How we automate
Trigger
What starts the process: an incoming email, a new record, a date, a submitted form or an event in another system.
Process and rules
Steps, conditions and responsibilities are captured as the process actually runs, not as the manual describes it.
Integrations
Data moves between systems once and in the right shape, with no retyping.
Exceptions
Anything that doesn't fit the rules goes to a queue with an explanation, not into a silent failure.
Control and traceability
Approvals
Where a human decision is needed, the system waits and records who approved it.
Logging
Every step has a timestamp, input, output and status. A failure can be replayed and fixed.
Reporting
How many cases ran automatically, how many waited and where the bottleneck is.
Related work
FAQ
What happens when something fails?
The process stops at a checkpoint, the system raises an error and nothing is left half-finished.
Do we need AI for this?
Often not. We add AI only where the rule can't be written down.
How does HR process automation work?
An employee request starts in a form or an email, the system checks the rules and the HR records, prepares a draft and sends it to the manager for approval. Once approved it is written into the records and everyone involved is notified. Anything the rules do not cover goes to a person.
What does administrative process automation mean?
It means the system takes over the steps a person does by hand across several programs today: reading incoming mail and attachments, recognising the type of request, finding the client or case, filling in the record and preparing a reply for review. The person judges instead of retyping.
Can you automate the reporting process?
Yes. At an agreed time the system collects data from the sources we define, applies the same indicator definitions every month and sends the report in a format the recipient will open. If there's a deviation it can raise an alert, not just a monthly review.
How do you automate document management in a company?
A document arrives by email, from a folder or from the document system. The system recognises the document type, reads the fields the process needs, checks the values against code lists and passes the record on. Borderline cases go for review instead of being guessed at.
Does automation connect to our ERP or CRM?
Yes, through the interfaces the system provides. We read and write data in the existing systems, and access rights stay as they are; automation does not bypass them.
Where does workflow automation pay off fastest?
Where the step is frequent, the rule is clear and a mistake is expensive: incoming mail, retyping data between systems, approvals and recurring reports. Where the rule cannot be written down, automation is not the right path and we say so.
Related reading
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A few sentences are enough: what you need, for which process or system and by when. We will reply by email.
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Sounds like your project?
Send us the project description, your existing system, the tender documents or the event date.
Or email info@epix.si