The same details, typed twice
An order comes in by email and someone types it into the shop, the invoice program and the stock sheet, one after another.
Business Process Automation
Business process automation that stops your team retyping the same data.
We automate the repetitive work between your programs, then run, monitor and secure it for you.
- Built around the programs you already use
- Run and watched on our European servers
- The code and every account in your name
How it is priced A written offer per process
Where it runs Our European servers
What you keep The code and every account
Building software since 2014
What we do, in plain words.
You do not need to know how it works. Only which jobs you are tired of.
You show us the boring jobs
The copying, typing and chasing your team does every week.
We teach the computer to do them
Using the programs you already have. Nothing new to learn.
They run by themselves
And we watch them every day, so you do not have to.
One order, handled on its own.
This is what workflow automation looks like in practice. Nobody types anything, and a person only steps in when something is unusual.
A new order arrives
From your shop, an email or a form. It is read the moment it lands.
The invoice is created
With the right customer, items and prices, straight into your invoicing program.
Stock goes down
In the shop and the warehouse sheet at the same time, so they never disagree.
The customer is told
A confirmation goes out, and your team sees the order already done.
Want this for your own orders? Tell us how one job runs today.
Where does your team's day actually go?
Most small businesses do not have a people problem. They have a copying problem: the same details typed again into each program, by people who were hired to do something else.
Approvals waiting in an inbox
A discount, a purchase or a holiday request sits until somebody notices it, and the customer or colleague waits with it.
Reports rebuilt every week
Someone spends Friday afternoon copying numbers into a spreadsheet that nobody fully trusts on Monday.
Reminders chased by hand
Unpaid invoices, renewals and follow-ups depend on someone remembering, and on a busy week nobody does.
Recognise your business in that list?
Tell us which job eats the most time. We reply with what automating it would involve, or start with the free Automation Audit if you are not sure which job it is.
What does your week look like without the busywork?
The same week, with the jobs nobody enjoys taken off your desk.
- Monday
Copy the weekend's orders into the booksNow done by itself
- Tuesday
Make invoices for last week's jobsNow done by itself
- Wednesday
Phone customers about tomorrow's appointmentsNow done by itself
- Thursday
Chase the invoices nobody has paidNow done by itself
- Friday
Put the weekly report together by handNow done by itself
What is business process automation?
A business process is any job your team repeats the same way: taking an order, sending an invoice, booking an appointment, onboarding a new customer. Business process automation means the computer does the copying and the passing along between your programs, and people only step in where a decision is needed.
Nothing about how you work has to change. Your team keeps the programs they know. What disappears is the part in between, where a person reads a number in one window and types it into another. The programs talk to each other through their APIs, the secure doors software provides for exactly this.
It is not a robot taking over your office, and it is not a big digital transformation project. It is one repeated job at a time, made to run on its own, checked, and then looked after.
For example: Alex runs a dental clinic
A patient books online. Today the receptionist copies the booking into the calendar, the patient file and, after the visit, the invoice. Automated, the booking lands in all three on its own, the reminder goes out the day before, and the receptionist spends that time with the patient at the desk.
Which business processes can you automate?
A few of the jobs we hand over most often. If your team does it the same way every time, a computer can do it.
Sending invoices
Made and sent the moment a job is finished.
Done by itselfReminding customers
Appointments, renewals and documents, on time.
Done by itselfCopying orders
From email or your shop into your books.
Done by itselfMaking reports
Ready in your inbox every Monday morning.
Done by itselfBooking appointments
Into your calendar, with a confirmation sent.
Done by itselfChasing unpaid bills
Polite reminders until the invoice is paid.
Done by itselfUpdating stock
Counts kept right when something sells.
Done by itselfAdding new customers
From your website form straight into your list.
Done by itself
Not sure which jobs to automate first?
Start with the free Automation Audit: half a day with your team, then a written list of what is worth it.
Your programs need to talk to each other?
Most automations start with a connection: shop, accounting and customer list kept in step on their own.
Why businesses choose Gradax.
Building software since 2014
A European company with a decade of building and running software for businesses. How we work.
One team for everything
The software, the cloud it runs on and its security, from the same people. Nothing falls between two suppliers.
Engineers, not salespeople
The person on your first call is the person who does the work. No account managers, no handoffs.
Built and run in Europe
Your data stays on European infrastructure we operate ourselves.
How do you know a process is worth automating?
Not every job should be automated. A good candidate usually shows at least two of the signs on the left. If you are not sure, the free Automation Audit checks it for you.
A good fit
It is right for you when
- It happens daily or weekly, not twice a year
- The steps are the same every time
- The same details are typed into two or more programs
- A mistake costs real money: a wrong price, a missed invoice
- A customer or colleague waits until it is done
It is not, and we will say so, when
- The step needs a person's judgement every time
- The process changes every month and nobody owns it
- It happens a few times a year and takes minutes
- The programs involved have no way in and no export
Ticked two or more on the left? Then it is worth a conversation.
What does automation change in a working day?
The same order, followed from the email to the customer's confirmation. Switch between the two to see which steps disappear.
By hand, today
- Read the order in the inbox
- Type it into the online shop
- Type it again into the invoice program
- Lower the stock in the spreadsheet
- Write to the customer that it is on its way
- Hope nothing was mistyped along the way
On its own, with automation
- The order is read the moment it arrives
- The invoice is created from it, with the right details
- Stock goes down in the same moment
- The customer gets a confirmation
- Anything unusual is sent to a person to decide
- Every step is logged, so you can see what happened
How much does repetitive work cost you?
Put in your own numbers. It takes ten seconds.
Time spent on copying, typing and chasing
Move the sliders to your own figures. Nothing is sent anywhere.
Every year, that is
520 hours
about 65 full working days
costing you€15,600a year
How much of that could a computer do? Tell us, and we answer in writing.
Make, n8n, Zapier or custom code: which is right for you?
Each has its place. We choose what fits your process and your budget, and you never have to learn the difference. Whatever we use, the accounts and the code are in your name.
- Best for
- Our own codeJobs that matter most, carry a lot of data or must grow with you
- MakeLinking popular programs quickly, with visual, readable steps
- n8nLarger flows that should run on European servers we control
- ZapierSimple, steady jobs between common online tools
- Where it runs
- Our own codeOn our European infrastructure
- MakeOn the platform's cloud
- n8nOn our European infrastructure
- ZapierOn the platform's cloud
- Who owns it
- Our own codeYou: the code is yours
- MakeYou: the account is in your name
- n8nYou: the setup and data are yours
- ZapierYou: the account is in your name
- Running cost
- Our own codeHosting only, no per-task fees
- MakeA monthly plan that grows with use
- n8nHosting only, no per-task fees
- ZapierA monthly plan that grows with use
- Grows with you
- Our own codeWithout limits
- MakeWell, up to high volumes
- n8nVery well
- ZapierBest kept for lighter jobs
| What decides it | Our own code | Make | n8n | Zapier |
|---|---|---|---|---|
| Best for | Jobs that matter most, carry a lot of data or must grow with you | Linking popular programs quickly, with visual, readable steps | Larger flows that should run on European servers we control | Simple, steady jobs between common online tools |
| Where it runs | On our European infrastructure | On the platform's cloud | On our European infrastructure | On the platform's cloud |
| Who owns it | You: the code is yours | You: the account is in your name | You: the setup and data are yours | You: the account is in your name |
| Running cost | Hosting only, no per-task fees | A monthly plan that grows with use | Hosting only, no per-task fees | A monthly plan that grows with use |
| Grows with you | Without limits | Well, up to high volumes | Very well | Best kept for lighter jobs |
Not sure which tool fits? The choice comes with your written offer.
Free Automation Audit
Not sure where to start? Start free.
Half a day online with your team, then a written list of what is worth automating, what each fix saves and what it costs.
- Free, with no obligation
- A written document you keep either way
- Run by an engineer, not a salesperson
How does a process automation project work?
One process at a time, each one working and checked before the next begins.
Free audit
We sit with your team online and follow the real work before anything is quoted. See the Automation Audit.
You receive: A written list of what to automate
Written offer
One process at a time: what starts it, what it produces, and what happens when something is unusual.
You receive: A clear scope and an offer
Build and test
Built on copies of your real data, then tried by the people who do the job today, before it touches anything live.
You receive: Your team signs it off
Live and looked after
Switched on, watched by us on our cloud, and fixed when one of your programs changes.
You receive: It keeps working after launch
What does business process automation cost?
It depends on the job, which is why this page shows no price. You get a written offer for each process after the free audit. These four things decide it.
How many steps
A job with three steps costs less to automate than one with twelve and several decisions in between.
How many programs
Each program the job touches needs its own connection. Some are simple, some need system integration work first.
How many exceptions
The unusual cases, like a refund or a partial delivery, take most of the thinking. We write them all down.
The tool it runs on
Our own code has no per-task fees; a platform has a monthly plan. We choose what costs you least over time.
Get a written offer for one process, with the price fixed before work starts.
Is business process automation secure?
With us, yes. Work with us and we take care of everything, including top-level security and the infrastructure your automations run on. An automation touches your customers, your invoices and your passwords, so we treat it like the rest of your business.
Security
Passwords kept in a vault
The logins your automations use are encrypted and never sit in an email or a spreadsheet.
Only the access it needs
Each automation gets its own account that can do its job and nothing else.
A record of every run
What ran, when, and what it changed, so nothing happens that you cannot look up later.
Two-step sign-in everywhere
On every account that touches your automations, ours included.
Infrastructure and cloud
Runs on our European servers
Your automations run on infrastructure we operate, not on a laptop under someone's desk.
Watched while it runs
If a step fails, we get an alert and act on it, rather than finding out from your customer.
Backed up
Settings and history are backed up, so a fault never means starting again.
Kept up to date
When one of your programs changes, we adjust the automation so it keeps working.
We build it, run it and keep it secure.
One team for the automation, the servers under it and its security. Or start with the free Automation Audit.
Want to get paid faster too?
Card payments, payment links and automatic reminders, with every payment recorded in your books.
Need a program built just for you?
When no existing program fits the way you work, we build one with Custom Software.
Business automation for your industry.
Every industry has its own repeated jobs. Here is the first one we would look at in each.
- Construction & TradesSite reports and timesheets turned into client invoices and payroll lines.
- Professional ServicesHours logged once, then billed, reported and reminded on their own.
- Healthcare & ClinicsOnline bookings into the calendar and patient file, with reminders the day before.
- Retail & E-CommerceOrders, stock and supplier prices kept in step across the shop and the till.
- HospitalityReservations, deposits and daily sales gathered into one report each morning.
- Real EstateWebsite enquiries matched to listings and booked in for a viewing.
- Education & TrainingEnrolments into the class list, the invoice and the welcome email at once.
- Beauty Salons & BarbersA rebooking message at six weeks for a cut, or eight for colour, fills the diary with clients you already have.
- Food ProductionStanding trade orders repeat, invoice and remind on their own, so the office handles exceptions rather than routine.
- FloristsDelivery confirmations, card messages and standing orders handled without a member of staff on the phone.
- PlumbingTemplated quotes from your phone, so the job you measured this morning is priced before you get home.
- Electrical ContractorsTest results and compliance certificates generated and sent from site, instead of typed up on a Sunday.
- Heating & Air ConditioningService due, filter due, warranty expiring.
- RoofingMeasurements and site photographs into a written quote, sent the same week rather than the next one.
- Landscaping & GroundsVisits recorded on site, invoices raised from them, no month-end reconstruction.
- Cleaning ServicesContracts invoiced automatically against the visits that actually happened.
Your industry is not here? Most repeated jobs look alike. Tell us yours.
Give your team their afternoons back.
Tell us which job is eating the most time. We will tell you honestly whether automating it is worth it.
What happens after you contact us?
Contacting us commits you to nothing. This is exactly what happens next.
You send a short message
Or book a call. A few lines about the job that takes too long is enough.
An engineer replies
Not a salesperson, and not an automatic email: the person who would do the work.
A short call
About how the work runs today and what you want to change. No preparation needed.
A written offer
What we would build and what it costs, in writing. You decide, with no obligation.
Services that go with automation.
Read before you decide.
Plain-language guides from our blog, for when you want to read before you talk to anyone.
The words on this page, explained.
Every technical word on this page, explained in plain language in our glossary.
Technologies and platforms we work with
The programs we automate between most often, and the infrastructure the automations run on.
Brand names and logos belong to their owners. Showing one means we build with it, not that the brand endorses us.
Questions owners ask about business process automation.
If yours is not here, ask us directly: an engineer answers, not a salesperson.
What is business process automation?
It means the computer does the repeated copying and passing along between your programs, so your team only steps in where a person has to decide something. Taking an order, sending the invoice and updating stock are typical examples.
Is automation worth it for a small business?
Often more than for a large one, because a small team feels every hour spent retyping. The free Automation Audit tells you which jobs are worth it and which are not, before you spend anything.
How much does business process automation cost?
It depends on the number of steps, the programs involved, the exceptions and the tool it runs on, so we do not print a price. After the free audit you get a written offer for each process and decide which ones are worth doing.
Do we have to change the programs we use?
Almost never. We connect to what you already run. If one of your programs truly cannot be connected, we tell you before the offer, not after.
Do you use Make, n8n, Zapier or your own code?
All of them, and we pick what fits each job. You do not need to choose. Whatever we use, the accounts and the code are in your name.
What is the difference between workflow automation and process automation?
In everyday use they mean the same thing: making a repeated job run on its own. Workflow usually refers to the steps of one job, process to the job as a whole. We automate both.
Who looks after the automation once it is running?
We do. It runs on our infrastructure, we watch it, and we fix it when one of your programs changes. An automation nobody watches fails quietly, which is why this is part of the package.
Will automation replace my staff?
That is not what we build it for. It removes the copying, so the people you hired spend their time on customers and decisions instead.
What happens if something goes wrong?
The step that failed raises an alert, we look at it, and anything unusual is passed to a person instead of being guessed at. Every run is logged, so you can always see what happened.
Where is our data kept?
On European servers we operate, or in the programs you already use. Nothing is copied anywhere it does not need to be, and the passwords the automation uses are kept encrypted.
Still have a question? An engineer answers it on a short call, not a salesperson.
Talk to us the way you prefer.
Pick whichever suits you. Every route reaches the same engineers.
Ready-made services from our catalogue
Smaller pieces of the same work with a fixed scope, if you already know exactly what you need.
Stop paying people to copy data.
Tell us how one job runs today. We will show you what it looks like when it runs on its own, and what it would take. Or start with the free audit.