Automate Routine Decisions
Many everyday approvals follow the same rules every time. We set up your systems to handle those automatically and send the unusual ones to a person.
- 20+ years connecting business systems
- Works with Xero, MYOB and the systems you already use
- Fixed quote after a free chat
Same Rules, Every Time
Let your systems handle the routine approvals. In most businesses, managers spend part of every day on decisions that follow the same rules each time: approving a quote that's within the discount policy, putting together a roster that looks much like last week's, reordering stock when it runs low, or working out who should handle a new customer request. None of them need much thought, but together they eat into the day.
We build those rules into the systems you already use. Routine decisions then happen automatically, and anything unusual is passed to a person. Your managers get time back, customers get a consistent answer, and there's a record of every decision.
Routine Decisions That Eat Up the Day
Common examples, and how they could run without a manager in the loop
Quote and Pricing Approvals
A manager checks every quote against margin, customer history and discount rules before it goes out.
Time every day approving quotes that follow the same rules as yesterday’s.
Your pricing and margin rules are written into the system. Quotes inside the rules go straight out.
Standard quotes approved straight away. The manager only sees the ones outside the rules.
Also: The same pricing every time, and customers get their quote sooner.
Staff Scheduling
A supervisor builds the roster by hand from availability, skills and the jobs coming up.
Time every week building schedules and then reworking them when things change.
The system drafts the schedule from availability, skills and job priorities, using your rules.
A draft schedule ready for the supervisor to check, and staff told about changes automatically.
Also: Fewer clashes, fairer workloads, less back-and-forth.
Stock Reordering
Someone checks stock levels, looks at what has been selling and raises purchase orders by hand.
Hours each week watching stock levels and typing up orders.
Reorder points are set from your sales history, busy seasons and supplier lead times.
Purchase orders drafted automatically when stock hits the reorder point, ready to approve.
Also: Fewer run-outs, and less cash tied up in stock you don’t need yet.
Customer Enquiry Routing
A team leader reads each incoming request and decides who should handle it.
Time every day sorting and handing out requests.
Requests are sorted by type and sent to the right person based on skills and current workload.
Each request goes to someone who can deal with it, without waiting for a team leader.
Also: Faster replies, and the right person on the job first time.
Routine Decisions by Area
Money Decisions
- Credit limits for existing customers
- Discounts within your policy
- Expense approvals under a set amount
- Payment term extensions for customers with a good history
- Flagging budget overruns for review
Clear rules based on your policy and the customer’s history, with higher-risk cases flagged.
The same rules applied the same way every time
Still With a Person:
Complex or high-value decisions still come to a person.
Operations Decisions
- Production order and sequencing
- Delivery runs and driver assignment
- Equipment maintenance scheduling
- Quality check assignments
- Staff and equipment for standard jobs
Planning software that weighs up the same factors your planner does, using your rules.
More factors considered than a person can juggle by hand
Still With a Person:
Big-picture decisions and emergencies still need a person.
Customer Service Decisions
- Returns and refunds within policy
- When to escalate an issue
- When and how to follow up with customers
- Account status changes and notices
- Follow-up reminders and priorities
Your service policy applied using each customer’s history.
Quicker replies, and policy applied the same way for everyone
Still With a Person:
Disputes and important relationships stay with a person.
Staff and Admin Decisions
- Leave approvals based on who else is away
- Training bookings
- Performance review reminders
- Overtime approvals within budget
- Room and equipment bookings
Your policies applied automatically, with checks on cover and budget.
Policies applied the same way every time, with less admin
Still With a Person:
Sensitive staff matters and bigger HR decisions stay with a person.
How We Set It Up
List the Routine Decisions
- Note the approvals and choices managers make over a typical period
- Sort them by how often they happen and how clear the rules are
- Work out which ones take the most time
- Pick the ones worth automating first
You Get: A list of routine decisions and which ones to automate first
Write Down the Rules
- Write the rules for standard decisions with the people who make them
- Use past decisions to check the rules match what really happens
- Decide what counts as unusual and must go to a person
- Set up approvals for decisions that still need sign-off
You Get: Agreed rules for each routine decision
Connect and Test
- Connect to your CRM, stock, job or accounting systems
- Test the rules against past decisions before going live
- Give managers a simple screen to see and override decisions
- Show staff how the new process works
You Get: Routine decisions running in your systems, with managers able to see and override them
Review and Extend
- Review decisions regularly and adjust the rules
- Add more types of routine decisions
- Tighten rules as you learn from the results
- Keep a person in charge of anything unusual
You Get: Rules that get better and cover more routine work over time
Free Up Your Managers From Routine Approvals
Tell us which decisions take up your managers' time. We'll tell you honestly which ones can run on rules, and give you a fixed quote after a free initial chat.
Free initial chat • No obligation