AUTOMATE · VAULT BUSINESS SOLUTIONS
Automation & Workflow Setup
Remove the repetitive admin your team does by hand. Vault designs and builds up to 5 automated workflows (forms, notifications, approvals, data collection and document routing) in 5 working days.
Skilled people are spending hours on copy-and-paste work.
Form submissions are retyped into spreadsheets, approvals are chased by message, the same email is sent manually twenty times a week and documents are saved into folders one by one.
Each task is small. Together, they cost days every month and cause errors.
Repetitive work that runs on its own.
Vault identifies your highest-value automations and builds them on mainstream automation platforms, with documentation and monitoring.
- Data entered once and routed automatically
- Approvals requested and recorded without chasing
- Notifications sent to the right person at the right time
- Hours of admin returned to your team every week
Who the Automation & Workflow Setup is for
Admin-heavy businesses
Operations, HR and finance teams doing repetitive tasks.
Businesses using several tools
Data needs to move between forms, CRM, email and spreadsheets.
Growing teams
Volume is rising faster than headcount.
Businesses after process mapping
You know what to fix and need it built.
What Vault builds for you
Every item below is part of the Automation & Workflow Setup package scope.
- Automation discovery session
- Prioritised automation shortlist
- Up to 5 automated workflows built
- Platform setup: Power Automate, Zapier, Make or native tool automations
- Smart forms and data collection
- Email, Teams, Slack or WhatsApp notifications where supported
- Approval flows with records
- Document generation and routing to folders
- Client and employee request processes
- Error handling and failure alerts
- Workflow documentation
- Team training
What you receive at handover
- Up to 5 live automations
- Workflow documentation and diagrams
- Error alerts
- Admin access in your name
- Recorded walkthrough
Not included in this package
- Automation platform subscription fees
- Custom code, APIs or software development
- More than 5 workflows (available as an extra)
- Automations for systems with no supported integration
Need any of these? Ask when you start the project and we will quote it alongside this package.
From start to handover in 5 working days
The delivery clock starts once payment is received, your intake form is complete and the content, assets and access listed below have been supplied. Approvals and verification controlled by third parties (for example Google, Meta, domain registrars or payment providers) follow those providers’ own timelines.
- Day 0–1
Discovery
We identify and prioritise the repetitive tasks worth automating.
- Day 2
Design
Each workflow is designed with triggers, steps, owners and exceptions.
- Day 3–4
Build
The workflows are built and tested with real data.
- Day 5
Handover
Documentation, alerts and training are delivered.
Client inputs
Once you start, you receive a short intake form. Delivery runs on schedule when these are ready:
- A list of repetitive tasks and who does them
- Access to the tools involved
- Examples of forms, emails and documents
- A contact who can test workflows
Excluding VAT. Third-party subscriptions billed separately.
- Delivered in 5 working days
- One consolidated round of revisions included
- Everything set up in your name and handed over
- Recorded walkthrough of how to use it
The starting price covers the scope described on this page. Larger requirements are quoted before any payment is taken.
What happens after you start
- Within 1 working day
Confirm the fit
We review your request, confirm the package and scope are right for you, and send the invoice and intake form.
- Day 0
Payment and intake
You pay the invoice and complete the intake form, then share the content, assets and access listed on this page.
- Delivery clock running
We build
Vault produces, quality-checks and presents the work for your review on the stated timeline.
- Final day
Handover
You receive everything, with access, a walkthrough and a recommendation for the next system worth adding.
Automation & Workflow Setup questions
Which automation platform do you use?
Power Automate suits Microsoft 365 users, Zapier and Make connect thousands of apps, and many tools have built-in automations. We choose based on your systems and budget.
Is this AI?
Some workflows may use AI features where they add value, but the product is a working automated process, not a technology experiment.
What happens if an automation fails?
Failure alerts are set up so the right person is notified, and the documentation explains how to fix common issues.
Can you maintain the automations?
Yes, through the Vault Systems Care Plan.
Packages that work with this one
Business Process Mapping
Your core processes mapped as they are and as they should be, with the bottlenecks identified.
Business Operations Setup
One connected backend for enquiries, clients, quotes, invoices, jobs, files, templates and dashboards.
Invoicing & Payment Collection Setup
Invoicing software, VAT-ready templates, online payment links and automatic reminders.
Vendor & Procurement System
A supplier database, onboarding, purchase requests, approvals and purchase orders in one controlled flow.
Vault Systems Care Plan
Ongoing support, updates and small improvements for the systems Vault has built for you.