Business process automation
We connect your website, e-shop, accounting and CRM so orders, invoices and reports stop moving by hand. We start with a short audit.
What is business process automation
Business process automation means data moves from one system to another by itself, with no copying and pasting. An e-shop order goes straight into accounting, an enquiry from a web form appears in the CRM, and the weekly report arrives by email without anyone building it.
KVANTS is a small studio: two people who plan and build projects themselves. We start with a short look at how you work today, find where time is lost and suggest what to automate first. Not everything at once, but whatever makes the work easier the most.
It suits a small company where one or two people do everything, and a mid-sized one where data lives in several programs and Excel sheets. If something has to be retyped a second time, a program can usually do it.
Where time is lost
Manual work rarely looks like a big problem. It is ten minutes here and half an hour there, but by the end of the week it adds up to hours. Copied data also gets mixed up, and mistakes appear exactly when you are in a hurry.
A simple test: if someone does the same task every week by the same rules, it can most likely be automated. If the work needs judgement or a conversation with a customer, automation can prepare the data and leave the decision to a person.
Orders and invoices
Someone retypes an order from the e-shop admin into an invoice in the accounting program.
Enquiries and calls
Messages from forms, email and social media end up in different places, and some get lost.
Reports
Every Monday someone collects a sales and stock sheet from several sources.
Incoming documents
Someone opens supplier PDF invoices and enters the data by hand.
Accounting and e-invoicing
One of the most common automation tasks is passing orders and invoices to accounting. Orders from your website or e-shop automatically become documents in your accounting program, and you do not need to change the program itself.
We cover Horizon and Jumis integration, bank statements, VAT data and preparing for mandatory B2B e-invoicing from 2028 in more detail on our «Accounting integration» page.
CRM, enquiries and reports
With CRM integration, enquiries from your web form and e-shop go into the CRM by themselves, with the right source and contact details. The responsible person gets a notification by email or message, so no enquiry goes unnoticed.
The same goes for customer emails: a confirmation after an enquiry, a reminder about an unpaid invoice or a request for a review after a purchase can go out automatically, while you stay in control of the text.
Automated reports
A daily or weekly summary of sales, enquiries and stock arrives by email, in a Google Sheets file or on a dashboard.
Notifications
Important events, such as a large order or an item running out, reach the right person.
Numbers that match
Data comes straight from your systems, not from a spreadsheet built by hand.
AI automation
AI automation works well where information arrives in mixed formats. AI can read incoming emails and PDF invoices, pull data out of them, sort requests by topic and prepare draft replies.
AI is not infallible. Where a mistake would cost money, such as invoice totals or replies sent to customers, we add a human check: a team member approves, then the process continues.
We process personal data only as far as necessary and, where possible, use EU servers or your own server. What may be sent to an AI service is decided together with you before work starts.
n8n, Make or custom code
Workflow automation often needs nothing more than tools like n8n or Make. They let you build flows quickly from ready-made blocks. n8n can also run on your own server, so your data stays under your control.
If you already use Google Workspace or Microsoft 365, they can often be connected too, for example so new enquiries land in a shared sheet or calendar.
When choosing a tool, we look at total running costs, data control and reliability. If the logic is complex or the data volume is large and ready-made tools start to get in the way, we write custom code or build a separate web application. If the process is part of an online store, we connect it to your e-shop. If it is unclear where to start, IT consulting helps.
For every flow we set up a log and error notifications, and write documentation so you know what works where. We are available for support after launch.
What's included?
Short process audit: how orders, invoices, enquiries and reports move today
Priority list: what to automate first
Connecting your e-shop or website to your accounting program
CRM integration and notifications for responsible staff
Automated reports by email, Google Sheets or dashboard
Flows in n8n, Make or custom code
AI features with a human check at important steps
Logs, error notifications, documentation and support after launch
Why choose us?
Full cycle
Development, design, hosting, email, maintenance — all in one place. No need to coordinate multiple vendors.
Own infrastructure
Client projects run on our servers with 24/7 monitoring. We catch issues before your visitors do.
Clear pricing
A development plan before work starts and a fixed project price. No upfront payment for small jobs.
Direct contact
You talk directly to the developer, not a project manager. Faster decisions, fewer misunderstandings.
How we work
Conversation
Tell us where time is lost and which programs you use. We reply within one business day.
Audit
We look at how data moves today and find the repeated manual tasks.
Plan and quote
You receive a written plan with priorities and a quote. Cost depends on scope.
Build and testing
We build the flows, test them with real data and set up logs and notifications.
Launch and support
We hand over documentation, watch how everything runs and help if needed.
Frequently asked questions
What should we automate first?
Usually whatever repeats most often and where mistakes are costly: moving orders to accounting, getting enquiries into the CRM, or the weekly report. We choose the starting point together during the audit.
Do we have to change our accounting program?
No. We adapt the connection to the program you already use. If the program limits what is possible too much, we will say so honestly and suggest options.
What happens if an integration stops?
Flows have logs and error notifications, so a problem is spotted quickly. A failed action can be repeated, and we can help with support after launch.
Is AI safe for customer data?
It depends on the setup. We process only the data that is needed, use EU servers or your own server where possible, and add a human check at important steps. AI can make mistakes, so we do not leave it unsupervised.
Does a small company need this?
If you retype the same information in several places every day, yes, even a small company benefits. You can start with one simple flow.
How long does it take?
It depends on scope and systems. Simple flows can be ready in days or weeks, and more complex ones need more time. We give a specific timeframe after our conversation.
Can you help with e-invoicing?
Yes. We help prepare invoice data from your e-shop or website so your accounting program or operator can send it as e-invoices. See our «Accounting integration» page for details. Please confirm tax questions with your accountant.
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Ready to start your project?
Get in touch today for a free consultation.