Real-World Automation Examples
Our Impact: See What’s Possible for Your Business
Welcome to our collection of UK Automation Case Studies. We believe in showing, not just telling, how we tackle real-world challenges and deliver tangible benefits. These aren’t just ideas; they’re practical applications demonstrating how we make businesses run smarter, saving time and money every day.
Example 1
Streamlining Client Onboarding for a Consultancy
This example shows how a typical consultancy could automate their process of bringing new clients on board.
The Challenge:
A small consulting firm was losing valuable time to manual client onboarding. This involved:
- Sending out welcome emails one by one.
- Manually entering new client details into multiple spreadsheets and their CRM.
- Chasing clients for missing documents.
- Setting up initial project folders and team assignments. This repetitive work led to delays, errors, and a less professional first impression for new clients.
The Solution:
We designed and implemented a fully automated client onboarding process. Now, when a new client signs an agreement:
- An automated form collects all necessary client information once.
- This data automatically populates their Customer Relationship Management tool and relevant project spreadsheets.
- A personalised welcome email sequence is triggered, sending documents and key information on schedule.
- New project folders are created automatically, and initial tasks are assigned to the right team members.
The Benefits:
Below are some of the benefits the company experience after the flow was implemented:
- Reduced Manual Work: Team members are freed from repetitive data entry and email sending.
- Improved Accuracy: Eliminates human error from manual data transfer.
- Faster Onboarding: Clients are set up and ready to go much quicker.
- Professional Client Experience: Clients receive consistent, timely communication from day one.
Time & Money Saved:
Alongside the benefits, the company experience significant time and money savings:
- Time Saved: Estimated 8-10 hours per new client in administrative tasks. For just 5 new clients a month, that’s 40-50 hours saved monthly.
- Money Saved: Based on average staff wages, this translates to an estimated £400 – £600 saved per month in administrative overhead, plus the value of reduced errors and faster project starts.
Example 2
Automating Weekly Sales Reporting for a Distributor
Our second example of one of our UK Automation Case Studies demonstrates how an event organizer eliminated days of manual work involved in post-event documentation, effectively transforming a logistical nightmare.showcases how a small distribution company could transform their weekly sales reporting.
The Challenge:
A busy product distributor spent half a day every Monday manually compiling sales data from different systems (their sales platform, accounting software, and warehouse inventory) into a single, comprehensive weekly report for management. This was tedious, prone to copy-paste errors, and delayed strategic decision-making.
The Solution:
We implemented an automated weekly sales reporting system. Now, every Monday morning:
- The system automatically pulls sales data from all three sources.
- It cleans, combines, and formats the data into the required report template.
- The finished report is automatically emailed to the management team at 8:00 AM.
- Key metrics are also updated on a central dashboard.
The Benefits:
Below are some of the benefits the company experience after the flow was implemented:
- Instant Access to Data: Management receives accurate reports at the start of the week, enabling quicker decisions.
- Eliminated Manual Effort: No more time-consuming data extraction and formatting for the sales manager.
- Reduced Errors: Automation ensures consistent data pulling and calculation, minimizing human error.
- Increased Focus: Staff can dedicate their time to analysing results and strategising, rather than data compilation..
Time & Money Saved:
Alongside the benefits, the company experience significant time and money savings:
- Time Saved: Approximately 4 hours per week (half a day) of manual work. This equates to over 200 hours annually.
- Money Saved: Based on average staff wages, this saves an estimated £1,500 – £2,000 per year directly in labour costs for report generation, plus the value of faster, more accurate business insights.
Example 3
UK Automation Case Study: Automating Certificate Generation for Event Management
One of our UK Automation Case Studies demonstrates how an event organizer eliminated days of manual work involved in post-event documentation, effectively transforming a logistical nightmare.
The Challenge:
An event management company ran a popular 3-day conference, with over 350 attendees each day. Manually creating and sending a unique certificate of attendance to each of the 1000+ participants after the event was a massive, week-long task for several team members. It involved:
- Sending out physical certificates that often got lost or delayed.
- Individually typing names onto certificate templates and generating separate PDFs.
- Manually emailing each certificate. This repetitive work led to significant delays, potential errors, and a huge administrative burden, preventing the team from focusing on future events or post-event analysis.
The Solution:
We implemented an integrated feedback and automated certificate generation system. Now, attendees simply:
- Complete a digital feedback form after their session.
- Upon submission, their unique certificate is instantly generated with their name and event details.
- The personalized certificate is automatically emailed to them within seconds of their submission.
- Feedback data is simultaneously collected for analysis.
The Benefits:
Our automation delivers clear, tangible advantages across the board, improving experience and efficiency.
- Instant Delivery: Attendees receive their certificates immediately, enhancing their post-event experience.
- Massive Time Savings: Eliminated over 1000 individual manual certificate creations and sends, freeing up multiple team members.
- Improved Accuracy: No more typos or errors in names or event details, ensuring professional output.
- Valuable Data Collection: Feedback is gathered efficiently and consistently at the same time as certificate delivery.
- Reduced Stress & Bottlenecks: Event staff are completely freed from a huge, multi-day administrative task.
Time & Money Saved:
By replacing manual work with smart automation, this project delivered significant, measurable returns on investment.
- Time Saved: Over 100-150 hours of collective administrative staff time for a single large event (equivalent to almost 3-4 weeks of full-time work for one person, or a week for several people).
- Money Saved: Based on average staff wages, this translates to an estimated £1,500 – £2,500 saved per event in direct labour costs alone. Plus, the intangible value of improved attendee satisfaction, staff morale, and faster turnaround times for event follow-ups.
Example 4
Streamlining Study Leave Approvals with SharePoint Integration
This example showcases how an organisation can transform a slow, manual approval process into a quick, transparent, and easily managed system.
The Challenge:
A large organization struggled with its study leave approval process. It was entirely manual, involving:
- Paper forms being physically passed between departments.
- Managers needing to manually track approval statuses.
- Key approval details (dates, decisions, reasons) often getting lost.
- No central, easily accessible log of all requests, making reporting and oversight difficult. This resulted in slow approvals, frustrated employees and managers, and a lack of clear oversight on leave requests.
The Solution:
We redesigned and automated the entire study leave approval process, centralizing it and integrating it with their existing SharePoint environment. Now:
- Employees submit their study leave requests via a simple online form.
- The system automatically routes the request to the correct manager(s) for approval.
- Key approval data (who approved, when, any notes) is automatically captured and logged in a dedicated SharePoint list.
- Managers can easily view all pending, approved, or rejected requests in real-time through custom views in SharePoint, eliminating the need for manual tracking. Automated reminders keep the process moving.
The Benefits:
Automating the approval process brought a range of significant advantages, enhancing efficiency and transparency for everyone involved.
- Faster Approvals: Cut approval times from days to hours, or even minutes, reducing frustration for employees.
- Full Transparency & Tracking: Managers and employees have real-time visibility on the status of every request.
- Centralised Data: All approval records are automatically logged in SharePoint, creating a reliable, accessible database.
- Easy Reporting: Managers can quickly create custom views to see trends, approved leave types, or departmental breakdowns.
- Reduced Manual Work: Eliminated paper forms, manual tracking, and repetitive follow-ups.
Time & Money Saved:
This automation delivered strong, quantifiable returns, freeing up valuable resources and improving operational flow.
- Time Saved: Estimated 2-3 hours per study leave request (for both employee and manager time combined). For an organization processing 50-100 requests annually, this saves 100-300 hours per year.
- Money Saved: Based on average staff wages, this translates to an estimated £1,500 – £4,500 saved annually in administrative time, plus the intangible benefits of improved employee satisfaction and more efficient HR management.
Ready to See What Automation Can Do for Your Business?
These UK automation case studies are just a glimpse of the real time and money savings we can unlock for businesses like yours. If you’re tired of repetitive tasks, inefficient processes, or simply want to explore how smart automation can make your daily work easier, we’re here to help. We’ll listen to your challenges and show you exactly what’s possible, without any jargon.