Use case · Workflow automation
Our team retypes the same data by hand. Let a system do the routine part.
Invoices, order forms and reports often pass through several people before anyone acts on them. A workflow automation expert finds the steps a system can do reliably and builds them. You describe the problem in plain words, and Willo finds 2–3 experts who have done this kind of work before.
Sounds familiar? You are in good company.
Invoices
“We type invoice details into the accounting system by hand.”
Data entry
“Every order form gets copied into a spreadsheet, then into the CRM.”
Reporting
“Month-end reports are two days of copy and paste.”
Inbox
“Documents arrive by email and someone has to sort every one.”
From a few lines to a clear brief.
This is the kind of thing a company types into Willo, and the brief that comes out of it.
What the company typed
“We get about 300 supplier invoices a month as PDFs. Two people type them into our accounting system. It's slow and we keep finding mistakes.”
Illustrative example — not a client case.
What a good expert does here. Small, checked, then bigger.
Maps the process first
They walk through the steps with the person who does the work today. They look for steps that follow clear rules and happen often.
Starts with one slice
They automate one document type or one handoff first. You see it working on your real data before anything grows.
Keeps a person in charge
Unclear cases go to a person to check. Each automated step leaves a record you can look back at.
Before the first call
What to have ready
- 5–10 real examples of the documents, with private details blacked out if needed
- The tools involved, such as your email, accounting system or CRM
- Rough volume: how many per week or month
- Who owns the process today, and who signs off on changes
Be honest about
Things to watch
- Reading documents is never perfect. Plan for a person to check unclear cases.
- Invoices and forms often hold personal or financial data. Ask where it is stored and processed.
- Ask who fixes it when a supplier changes their invoice layout.
Questions about automation, answered.
Do we need clean data before we start?
No. Most teams start with messy inboxes and spreadsheets. Part of the expert's job is to see what can be used as it is and what needs tidying first.
Will automation replace the people who do this work today?
The aim is to take over the repetitive typing, not the judgment. The people who know the process stay involved, often as the ones who check the unclear cases.
Can it work with our accounting system?
Often, yes, but it depends on the system. That is one of the first things to check on the call. Tell Willo which tools you use, and the match will take it into account.
How do we know if a task is worth automating?
Volume and rules are a good first test. A task done many times a week, following the same steps, is a strong candidate. A task done twice a month with lots of judgment calls usually is not.
Tell Willo what your team retypes.
A few sentences is enough. A real person reviews the brief, and you get 2–3 matched experts, usually within 3–7 days. The first step is a short call with no commitment. Free for companies.