Business Automation Setup
Stop doing the same admin
every single week.
I find the 3 admin tasks eating the most hours in your business, then build simple automations that handle them for you. No giant software project. Something you can use by next Friday.
Vikas Thakur
Rockingham based. I build every automation myself.
16 years
building for Australian businesses
Direct
you deal with Vikas
In-house
no outsourcing
Most small businesses have the same problem.
Some tasks happen every week without fail. They are not complicated or skilled. They just need doing, so you do them, or someone on your team does, or they pile up until Friday afternoon.
Copying details from emails into spreadsheets
You do it every morning, it takes 45 minutes, and it never ends.
Chasing missing documents from clients
Same follow-up, different client, week after week. Your inbox becomes a to-do list nobody asked for.
Preparing the same kind of quote
You change the name, the price, maybe the scope. The rest is copy and paste every time.
Who this suits, and who it doesn't.
A good fit if...
- You write the same emails every week
- You manually sort client documents
- You prepare similar quotes over and over
- You chase people for missing information
- You copy details between systems
- You create reports by hand
Not a fit if...
- You want a giant software project on day one
- You want automation for the sake of it
- The task needs genuine human judgement every time
- You're not willing to share access to your existing workflow
Need something bigger? If your process works and you want to scale it into proper software, I can build that too. See SaaS development .
The kind of work I can help with.
If it follows a pattern and you repeat it more than twice a week, it's worth a look.
New enquiry replies
Auto-draft a personalised response the moment a lead lands in your inbox.
Quote preparation
Pull job details from emails or forms, draft the quote and store it in seconds.
Client onboarding emails
The welcome sequence, document requests and reminders, handled automatically.
PDF sorting and renaming
Files arrive with bad names and end up in the wrong folder. Not any more.
Missing document checklists
Know what is missing, who it is from and when to follow up.
Lead follow-ups
Prospects go cold because follow-ups slip. This fixes that.
Meeting notes into proposals
Paste rough call notes and get a structured proposal outline back.
Weekly client reports
Collect updates, numbers and screenshots and format them into a client-ready report.
Browser tasks you repeat
Clicking through websites, copying data, checking pages. If it repeats, I can often speed it up.
Real examples from real industries.
If your business isn't listed, book an audit. Chances are there is still plenty to fix.
Migration agents
Clients send messy emails, files have bad names and documents are always missing.
Sort docs, rename PDFs, build a missing-doc checklist, draft the follow-up
Less time chasing paperwork
Bookkeepers and accountants
Client onboarding is the same every time: same documents, same reminders, same setup.
Create folders, draft welcome emails, send doc request lists and reminders
Cleaner onboarding, fewer manual follow-ups
Trades businesses
Quote requests arrive by email, form, text and photo, and details are easy to miss.
Pull job details, draft a reply, store photos, set a follow-up reminder
More quotes sent with less admin
Property managers
Maintenance requests and tenant emails take up too much time.
Sort requests, summarise the issue, draft replies, create a task list
Faster responses, less inbox mess
Consultants and coaches
After sales calls the notes are messy, and proposals and follow-ups take too long.
Turn call notes into a summary, proposal outline, next steps and follow-up email
Less admin after every call
Agencies
Weekly client reports take too long to put together.
Collect screenshots, notes and numbers into a client-ready summary
Reports in minutes, not hours
One investment. Years of returns.
Five hours a week at a modest $75 an hour is $19,500 a year. The sprint starts at $1,500. These are example numbers to show the idea, and your audit call is where we work out your own.
$1,500
Sprint cost, once
$19,500
Value per year at $75/hr
32
Working days saved in year one
2,600
Hours saved over 10 years
Choose your starting point.
No surprise add-ons. Prices are what they are.
These are focused, fixed-scope packages: you know the cost, the outcome and the timeframe upfront. Our Monthly Retainer is different. It covers ongoing design, development, SEO and automation across a monthly work unit allocation. For one-off automation, start here.
Automation Audit
Starting at $500
Best if you know time is being wasted but are not sure where to start.
- Full workflow review
- Map of your current process
- List of automation opportunities
- Priority ranking (effort vs. impact)
- Written recommendations report
7-Day Automation Sprint
Starting at $1,500
Best if you want the boring work fixed, now.
- 1 automation audit call
- Simple map of your current process
- 3 practical automations built
- Email, document and quote templates
- Testing with real business examples
- Short handover video
- One-page process guide
- Optional support after setup
Monthly Automation Support
Starting at $750/mo
Best if you have ongoing admin, leads, documents or reports that keep changing.
- Everything from the Sprint
- System kept working each month
- Improvements added over time
- New automations as your needs grow
- Direct access to me each month
Five steps. One week. Three working automations.
Audit call
We talk through everything you repeat each week: emails, documents, quotes, forms, reports, follow-ups. I ask a lot of questions and take notes.
Choose the best 3
I look for tasks that happen often, follow a clear pattern and are annoying enough to matter. We agree on the 3 to fix first.
I build it
I create the workflows, templates, shortcuts, file rules and automations. You don't need to do anything during this phase.
Test with real examples
I run everything through actual examples from your business, not toy data. If something is clunky, I fix it before you see it.
Handover
A short screen-recorded video for each automation plus a one-page guide, so you know what it does, when it runs and what still needs a human check.
Whatever makes sense for your business.
I use what fits, not what's trendy, and I start with the software you already pay for.
Questions worth asking.
How quickly does this pay for itself?
It depends on the hours saved. At 5 hours a week valued at $75 an hour, a $1,500 sprint pays back in about four weeks. These are example numbers, not a promise. The audit call is where we work out your real figures.
What kind of tasks can you automate?
Anything repetitive that follows a pattern: email replies, document sorting, quote prep, file naming, client follow-ups, reporting, form filling and turning call notes into structured documents. If it happens more than twice a week and has a clear process, it's worth discussing.
Do I need to buy new software?
Not usually. I start with the tools you already use. If a low-cost tool will clearly save you time and money, I'll explain why before suggesting it. No upselling.
Will automation replace my staff?
No. The point is to remove the boring admin so your people can spend time on sales, delivery and client relationships. Automation handles the repetitive; people handle the important.
Can you automate browser tasks?
Sometimes. If a task involves clicking through websites, copying information, filling forms or checking pages, I can often speed it up significantly.
Is this the same as custom software?
No. Custom software is a bigger investment for bigger problems. This is a faster, cheaper way to fix specific workflows first. If you later need a proper app, I can build it, and your automated workflow becomes the foundation. See SaaS development.
How long does it take?
The standard sprint takes 7 days after the audit call. That depends on access to your systems, how complex the tasks are and how quickly we can test with real examples.
What if the automation breaks later?
Simple automations are stable, but tools update and processes change. Monthly support is available from $750 a month to keep everything running and improve it over time.
Ready to stop doing boring admin?
Book an automation audit. I'll look at your workflow, find where time is going and show you what can be automated. No giant project, no sales pitch. Audits from $500, sprints from $1,500.