Services Business Process Automation
The work behind the work can run itself.
We build automation that moves information between your tools, updates your CRM, creates the tasks, generates the documents, sends the follow-ups, and keeps the repetitive parts of your business running without anyone babysitting them.
A new customer form comes in.
Everything it needs is waiting. None of it is connected.
Now somebody has to move it.
Copy it into the CRM. Write the email. Find a slot. Type the quote. Make the task. None of it is hard. All of it is someone's afternoon.
Vanta sits in the middle.
One system that reads what came in and knows what has to happen next.
Everything gets connected.
The tools you already pay for, joined up once.
Now it runs.
The form came in. Everything after it already happened.
The exception goes to a person.
A discount over your limit waits for Dana to say yes. Everything else kept moving.
Form came in. Done.
No copying, no chasing, no checking whether anyone did it.
What happened underneath
- Form receivedDone
- CRM stage set to WonDone
- Customer record completedDone
- Proposal marked accepted and filedDone
- Welcome email sentDone
- Invoice 2041 createdDone
- Kickoff booked for Tuesday at 10:00Done
- Tasks assigned, team notifiedDone
- Discount over 15%Approved by Dana
- Report updatedDone
-
A new customer form comes in.
Everything it needs is waiting. None of it is connected.
- Form
- CRM
- Calendar
- Proposal
- Tasks
- Invoice
- Report
- Dana
-
Now somebody has to move it.
Copy it into the CRM. Write the email. Find a slot. Type the quote. Make the task. None of it is hard. All of it is someone's afternoon.
- Form
- someone copies it
- CRM
- someone writes the email
- someone finds a slot
- Calendar
- someone types the quote
- Proposal
- someone makes the task
- Tasks
-
Vanta sits in the middle, and everything gets connected.
One system that reads what came in and knows what has to happen next, joined once to the tools you already pay for.
- CRM
- Proposal
- Calendar
- Invoice
- Tasks
- Report
- Dana
-
Now it runs.
The form came in. Everything after it already happened.
- Stage set to Won
- Proposal filed
- Welcome email sent
- Invoice 2041 created
- Kickoff booked, Tuesday 10:00
- Tasks assigned, team notified
- Report updated
-
The exception goes to a person.
A discount over your limit waits for Dana to say yes. Everything else kept moving.
- Discount over 15%: approved by Dana
-
Form came in. Done.
No copying, no chasing, no checking whether anyone did it.
What happened underneath
- Form receivedDone
- CRM stage set to WonDone
- Customer record completedDone
- Proposal marked accepted and filedDone
- Welcome email sentDone
- Invoice 2041 createdDone
- Kickoff booked for Tuesday at 10:00Done
- Tasks assigned, team notifiedDone
- Discount over 15%Approved by Dana
- Report updatedDone
Different businesses. The work moves the same way.
Something happens. Then five other things have to happen. Pick a business and watch the chain.
Starts whenA customer accepts the estimate
- Job created
- Deposit requested
- Day scheduled
- Crew notified
- Customer confirmed
Starts whenA client signs the agreement
- CRM updated
- Onboarding sent
- Documents requested
- Project set up
- Tasks created
Starts whenA new enquiry arrives
- Qualified
- Added to the CRM
- Viewing booked
- Follow-up scheduled
- Agent notified
Starts whenAn order or request comes in
- Record updated
- Fulfilment started
- Customer told
- Team told
- Follow-up scheduled
What we can automate.
If your team does it the same way every time, it probably belongs on this page. Four places it usually hides.
Customer operations
Everything a customer should hear from you without someone remembering to say it.
- Onboarding
- Follow-up
- Scheduling and reminders
More
- Status updates
- Review requests
- Next-step emails
- Renewals and check-ins
Back office
The typing, copying and filing that keeps the records right.
- Data entry
- CRM updates
- Document handling
More
- Email routing
- File organisation
- Form processing
- Keeping two systems in step
Finance admin
The money paperwork, done on the day instead of at the end of the month.
- Invoice creation
- Payment reminders
- Quotes and proposals
More
- Deposit requests
- Overdue follow-up
- Internal reporting
- Reconciliation prompts
Team operations
Who does what next, without a meeting about it.
- Task assignment
- Approvals
- Notifications
More
- Employee onboarding
- Meeting notes into actions
- Shift and job handovers
- Internal assistants for your own information
Say what happened. The paperwork can catch up.
A voice note from the van is enough. Vanta listens, works out what it means for the business, and updates the systems that need to know.
Kitchen project complete. Customer wants the backsplash changed to white subway tile. Need to order thirty square feet and schedule the installer for next Tuesday.
- JobKitchen marked complete, note added
- MaterialsRequest: white subway tile, thirty square feet
- TaskBacksplash change, assigned to the installer
- CalendarInstall held for Tuesday, pending confirmation
- CustomerRecord updated, change request logged
An inbox is not a business system.
An email is a request wearing a disguise. Someone has to read it, work out what it is asking for, and go and do it in three other places. Or the message is understood the moment it lands, and the three other places update themselves.
"Hi, could we move Thursday's appointment to Friday? Also we've moved, the new address is 42 Harbor Lane."
- CalendarMoved to Friday, same time
- CRMAddress changed to 42 Harbor Lane
- ReplyConfirmation sent, new time and address
- TaskRoute sheet updated for Friday's crew
Automate the routine. Keep approval where it matters.
Nothing here runs blind. Before we build anything, we agree which steps run on their own, which wait for a yes, and which always go to a person.
Runs on its own
- Invoice reminder
- Routine booking
- Status update to a customer
Waits for a yes
- Refund over your limit
- Quote with a discount
Goes to a person
- Unusual customer request
It works with what you already use.
We connect the tools rather than replacing them. Which ones, and how, depends on what you run today.
- CRMHubSpot, Salesforce, GoHighLevel
- Email and calendarGoogle Workspace, Microsoft 365, Calendly
- Phone and messagingTwilio, Slack
- Field and jobsJobber, Housecall Pro, ServiceTitan
- MoneyQuickBooks, Stripe
- Records and glueNotion, Airtable, Zapier, Make
- Your own softwareAnything with an API, or a spreadsheet if that is what you have
We can connect with many common business platforms and APIs depending on your existing systems. Named as examples of what we have worked with, not as partnerships, and not every connection is out of the box. We tell you which before we start.
If your process is weird, that's fine.
Your business does not need to fit a template. We sit down with how the work actually moves today, then decide together:
- what should stay human
- what can run on its own
- which systems have to talk to each other
- what happens when something goes wrong
- which exceptions need a yes first
How it gets built.
Five steps. The first one is a conversation about the job your team is most tired of.
- 01
We map the process.
What starts it. What happens next. Who touches it. Where it breaks.
- 02
We decide what should automate.
The routine steps run on their own. Approvals wait for a person. Exceptions go to one.
- 03
We connect the tools.
Your CRM and your email. Your calendar and your documents. Whatever else the process already lives in.
- 04
We build it and test it.
The normal cases, the odd ones, and what it does when a system is down or an answer is missing.
- 05
We launch it, then improve it.
It goes live on one process. We read what it did, tune it, and look at the next job your team wants to stop doing by hand.
Questions people ask before they book the call.
What kinds of process can you automate?
Anything that happens the same way every time and needs information moved, a record updated, a document made, a task created or a person told. Onboarding, follow-up, quotes, invoices, scheduling, reporting, approvals. If you can describe the steps, we can usually build it.
Do I have to change my existing software?
Usually not. We connect to what you already use and make it talk to itself. If something you rely on cannot be connected, we tell you before we start, not after.
Can you connect to my CRM?
Most likely. We have worked with the common ones and with plenty of unusual ones. We confirm yours on the first call and say plainly if it needs custom work.
Can it read information out of forms and documents?
Yes. A form submission, an email, a PDF, a photo of a form, a voice note. It pulls out the details you have told it matter and puts them where they belong.
Can it generate quotes and proposals?
Yes, from your templates and your pricing rules. Anything with your name on it can wait for you to read it before it goes out, and for contracts or anything with legal weight we build that review step in as standard.
Can we require approval before certain things happen?
Yes, and we would insist on it for some things. You choose which steps need a yes and who gives it. The step waits, the person gets what they need to decide, and everything else carries on.
What happens if something fails?
It stops at that step, tells the right person what it was trying to do and what it had, and nothing downstream runs on bad information. We design the failure states with you, because a process that fails quietly is worse than one that never existed.
Can it work with our own internal software?
If it has an API, almost certainly. If it is a spreadsheet, also yes. If it is something older, we look at it and tell you honestly what is possible.
Can it use what was said on a phone call or in a voice note?
Yes. Calls and voice notes are turned into text, the details are pulled out, and the same records update as they would from a form. The example above is the shape of it.
How long does it take, and what does it cost?
It depends on how many steps, how many systems, and how much needs a person in the loop. A single process is usually weeks, not months. You hear both numbers, build and monthly, out loud on the first call. Nothing appears afterwards.
Show us the work your team keeps doing by hand.
Twenty minutes on the phone, no charge, no slide deck. We'll tell you what should stay human and what we can automate.