Documents are filled in manually every time
Contracts, invoices or completion documents are created from the same data. We configure document generation from templates and system data.
Automation
Operations automation
We configure internal processes where work passes between people and departments: documents, approvals, order fulfilment and tasks. Each step has an owner, a deadline and a clear status.
What operations automation means at Eqvola
It means automating what happens after a sale or within your company: document preparation, expense and contract approvals, order fulfilment and task handovers between departments. The aim is to prevent work from stopping because someone did not know it was their turn.
First we describe the workflow: who initiates, checks and approves, and what happens if approval is refused or someone is absent. Automation follows these rules; it does not invent them for you.
Decisions carrying financial or legal responsibility remain with people. The system prepares a document, sends reminders and shows status, but an authorised person approves it. Your lawyer or accountant checks contract and completion document templates.
Capabilities depend on the systems you already use: CRM, task management, accounting software, delivery services and electronic document management. We check available connections before making commitments.
When you need this service
Approvals get stuck in messengers
It is unclear who has approved and who has not. We build a workflow with statuses and reminders.
Orders are manually passed between departments
Sales, warehousing, production and delivery update each other in chats. We connect stages through statuses and tasks.
Recurring tasks rely on memory
Checks, reports or new employee steps depend on someone remembering. We configure them on a schedule or event trigger.
Nobody can see where work has stopped
The manager collects statuses manually. We make process progress visible in the system your team uses.
You may need something else
You mean enquiries and deals before a sale → Sales and enquiry automation
The process is too specific for off-the-shelf tools → Custom CRM and internal systems
There are many processes and no clear starting point → Business process audit
What operations automation includes
Documents
- templates for contracts, invoices, completion documents and internal forms;
- document generation from CRM or spreadsheet data;
- storage in an agreed location with access rules;
- handover for signing if the signing service provides an integration interface.
Approvals and tasks
- approval workflows with roles, deadlines and cover for absent staff;
- tasks between departments triggered by events or schedules;
- reminders and escalation to a manager under agreed conditions;
- statuses visible to everyone involved.
Orders and accounting
- passing orders between sales, warehouse and delivery;
- customer-facing status updates where agreed;
- data exchange with accounting software after checking its capabilities;
- event logs and failure notifications.
HOW WE WORK
How the work progresses
You approve the workflow and roles; we configure execution and test exceptions.
- 01
Describe the workflow
We document steps, roles, deadlines, documents and exceptions using real examples. Deliverable: a process diagram approved by its owner.
- 02
Check systems and requirements
We establish connection capabilities and discuss document and accounting requirements with your accountant or lawyer.
- 03
Configure
We implement templates, workflows, tasks and data exchange. We test normal operation, refusals and absent decision-makers.
- 04
Introduce changes gradually
We launch for part of the process or with parallel checks, and explain the new rules to your team. We expand when it is clear everything works as agreed.
What you receive
A documented process
Steps, roles, deadlines and exceptions understood by everyone involved.
Documents from templates
Documents are generated from data; people review and sign them.
Approval and task workflows
Everyone knows when it is their turn, and status is visible without asking around.
Failure monitoring
A failed step does not silently stop the process: the responsible person receives an alert.
What we need from you
- a process owner who approves the workflow and roles;
- current document templates checked by a lawyer or accountant;
- access to systems within the agreed scope;
- examples of real orders, approvals and exceptions;
- people who make decisions in non-standard situations.
What determines the cost
Ways to work together
A single workflow. For example, expense approvals or generating contracts from a template.
An end-to-end process. From order to fulfilment, with documents, tasks and data exchange between departments.
What determines the cost
- the number of steps, roles and departments;
- the number of document templates;
- connection capabilities of accounting and external systems;
- the complexity of exceptions and substitution rules.
What is paid for separately
- task management, document management and electronic signature service charges;
- accounting software licences and modifications provided by its vendor.
FAQ
Questions about operations automation
Can’t find your question?
Send it through the form and we will reply.
Go to formCan work with accounting software be automated?
Often, yes, but it depends on the particular software, its version and available interfaces. We check capabilities before making a commitment and agree accounting rules with your accountant.
Will the documents be legally correct?
We configure document generation using your templates. Your lawyer or accountant checks their legal content; we do not provide legal advice.
What if the person who approves is absent?
This is one of the exceptions we describe before implementation: a substitute, escalation to a manager or waiting with reminders. You choose the rule.
Will we have to change the systems we use?
Not necessarily. We first look for a solution in your existing tools and their integrations. We suggest a new system only when existing ones cannot implement the process. All questions and answers
YOUR NEXT STEP
Let’s discuss your task
Tell us what you have, what is not working and what result you expect. We will review your enquiry, clarify the details and suggest the next step.