Process automation for teams still working between spreadsheets, email and the ERP

We turn manual, repetitive tasks into systems that run themselves.

Checking invoices, matching orders, copying data between applications, putting reports together or hunting for information across dozens of documents. At Effivis we take one of those processes, define its rules and build a system that does the work automatically, leaving your team only the exceptions that need attention.

Tell us which task eats your hours
  • Scope in writing
  • Fixed price
  • Delivered in weeks

A one-hour diagnostic session, free and with no sales pitch. We reply within 24 working hours.

The problem usually isn't your ERP

It's all the work that happens between one application and the next. An invoice arrives by email. Someone downloads the file, opens a spreadsheet of rates, looks up the order in the ERP, checks several conditions and notes down the differences. Or every Friday someone gathers data from different sources to put together a report that is already out of date by Monday.

These processes are necessary, but they eat up the hours of people who could be looking into exceptions, making decisions or solving real problems.

When that happens, there is usually a significant part of the work that can run automatically.

  • They repeat every day, week or month
  • They follow rules the team already knows
  • They depend on spreadsheets, email, documents or ERP data
  • They involve copying, comparing, sorting or summarising information
  • Mistakes are caught late, or not caught at all

Real cases

A distribution company, running Odoo

Every invoice from their carrier arrived by email with hundreds of shipments. One person checked them by hand, one by one:

  • Look up the postcode and the zone
  • Check the weight
  • Find the agreed rate in a spreadsheet
  • Match the shipment against the order in the ERP
  • Spot differences and possible incorrect charges

Today the system reads the invoice, cross-references every shipment against the agreed rates and the ERP order, and returns a report containing only the exceptions:

Before

Now

~400

~10

shipments by hand

specific cases

from reviewing some 400 shipments to reviewing around 10 specific cases.

On top of that, the system uncovered carrier overcharges that had gone unnoticed for a long time and can now be claimed back.

The client has hired us again several times to automate other processes.

An accounting firm, Zendesk and Google Drive

The invoices and documents arriving in their support tickets were filed by hand: download the attachment from the ticket, go to Google Drive, find the client’s folder and upload it.

We built an application inside their Zendesk that saves the document straight into the right Drive folder from the ticket itself, without leaving the screen. The team stopped playing courier between two applications.

A small process, solved in days, that removes a daily trickle of manual downloads and uploads.

Processes where we usually find avoidable manual work

These are examples, not a closed catalogue. What matters is not the sector, but that there is a repetitive task, with rules you can pin down and a result you can check.

Checking documents against your own data

Invoices, delivery notes or orders that someone compares by hand today against rates, contracts or the ERP. The system flags only what doesn’t add up.

Reports that get put together over and over

Follow-ups, closes or KPI dashboards someone rebuilds every week from several sources. They generate themselves, always to the same criteria.

Knowledge scattered across folders and documents

Manuals, work reports and history only long-timers can find today. Ask in plain language and it answers, citing the source. The AI searches and summarises; a person decides, validates and signs off.

Data that travels by hand between systems

Data someone copies from an email into a spreadsheet and from there into the ERP. That transfer can happen on its own, leaving a record.

Do you run an accounting firm? We have a page for your sector: automation for accounting firms.

We don't start with the technology

We start with one specific task your team already performs.

Projects are set up to be finished in weeks, not to turn into open-ended consulting.

  1. 01

    We learn how it's done today

    We sit with whoever does the task and follow the real process, exceptions included.

  2. 02

    We put the scope in writing

    What’s in, what’s out and what data is needed. Fixed price before we start.

  3. 03

    We build and test with real cases

    We test with your real documents and data, not with made-up examples.

  4. 04

    Your team validates the result

    Whoever does that work today checks the system decides the way they would.

  5. 05

    We hand over the documented system

    Documented, with its rules explained. It’s yours: another supplier could take it over.

Who will you work with?

At Effivis you'll talk directly to the people who analyse the process and build the system. There is no salesperson collecting requirements to hand over later to a team you've never met.

Behind Effivis are two engineers who each spent eleven years at Zendesk, the customer service software used by more than 100,000 companies. One of them led its global reliability team there: on-call, incidents, time to repair and root cause analysis.

That means years of working with systems that have to keep running, with the discipline to check every change before it reaches production and to understand why something fails when it does.

What we don't want you to have to take on

  • You don't have to buy a promise about AI

    We start with one small process. If it doesn’t work, you’ve lost weeks, not a year.

  • You aren't tied to a black box

    We hand over the documented system with its rules explained. It’s yours.

  • Your data doesn't leave your systems

    We work on your infrastructure and sign an NDA before we see anything.

  • Nothing connects to production without your approval

    Every step is validated with your team before it goes live.

  • We won't waste an hour of your time on a sales deck

    The diagnostic session is real work on your processes, not a product demo.

In one hour you can know what's worth automating

You tell us two or three tasks that eat up your hours today, and you leave with a short list in writing:

  • What could be automated
  • What isn't worth it
  • What information or systems would need reviewing first
  • What the cheapest first step would be

You don't need to arrive with a solution in mind, or prepare anything.

If you don't need this, we'll tell you so.

Tell us which task eats up your hours today

Four fields, and we reply within 24 working hours.

We reply within 24 working hours. The session lasts an hour, it's free and it isn't a sales call. You'll leave with the conclusions in writing even if we decide no project is worth doing.

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Frequently asked questions