Process automation
No more copying data between systems
Does someone in your company copy data from email to the CRM, from the CRM to accounting and back again, every day? Business process automation moves such repetitive tasks to a mechanism that does them by itself, the same way every time. Codari connects the systems you already have and starts with one process that is frequent, repetitive and costly when it goes wrong.
Describe a process to automate
Which processes should you automate first?
| Criterion | Question | Sign it's worth it |
|---|---|---|
| Frequency | How many times a week does the process run? | Daily, or several times a week |
| Time | How many minutes does it take each time? | A few minutes times many repetitions |
| Cost of error | What happens when there's a mistake? | A wrong invoice, a lost lead, a missed deadline |
| Stability | Are the steps fixed and rarely changing? | Yes. If not, sort out the process first |
The last criterion matters most. Automating an unstable process locks in the mess, so sometimes we start by tidying up the steps and only then write code. We describe a practical plan in business process automation: where to start, and the types of automation in increasing efficiency through process automation.
What do we automate in practice?
| Process | Done by hand | After automation |
|---|---|---|
| Leads from forms and email | Someone retypes them into the CRM, the lead waits its turn | The lead lands in the CRM instantly, with an owner assigned and a notification |
| Sales and accounting | The same data typed twice into two systems | One source of data, the other system syncs itself |
| Approvals and documents | Emails asking “who has this now?” | A workflow with stages, reminders and a decision history |
| Recurring reports | Collecting numbers from several sources by hand | A report generated and sent on schedule |
| Incoming messages | Sorting the inbox by hand | Rules that route messages to the right people |
At a larger scale it looks like Octopus, the system we built for ŁKS Łódź: it brings data from many of the club's systems into one place. We tell the story in a case study.
What do we watch out for in automation?
What don't we automate?
Processes with more exceptions than rules, decisions that need human judgement without a human involved, and processes nobody can describe step by step. Then we automate parts and leave the decision to a person (human in the loop).
How do we protect automations from silent failure?
The worst automation is one that does the wrong thing for weeks without anyone noticing. Every workflow has monitoring, error handling and alerts, and data that can't be processed goes to a queue for manual review.
API integration or RPA?
An API connects systems directly and lasts longest. RPA, robots clicking through the interface, works but breaks with every screen change. We only use RPA when a system has no API.
How do we work?
We map the process
We list the steps, systems and exceptions. If the process is unstable, we sort it out first.
We build one case
We automate one process end to end instead of all of them at once.
We test on real data
The workflow runs on real data, with monitoring and error handling from day one.
We scale
Only when the first process runs reliably do we extend automation to the next ones.
Cloud or your own infrastructure?
It depends on data sensitivity, cost and who will maintain it. We cover the criteria in self-hosting vs cloud.
FAQ
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Do you have a vision you want to bring to life? Or perhaps you need support in growing your business? Trust the experts at Codari!
What do you gain?
- IT solutions tailored to your needs.
- Direct support from our experienced specialists.
- Ideas that drive your success.
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