Automation isn't just for big companies
When people hear "automation," they often think of robots in factories or enterprise software costing millions. But for small businesses, automation can be as simple as connecting two tools you already use.
The question isn't whether you can afford to automate. It's whether you can afford not to.
Sign 1: You're copying data between systems
The symptom: You receive an order on your website, then manually enter it into your accounting software. A customer fills out a contact form, and you copy their details into your CRM. Someone books an appointment online, and you type it into your calendar.
The cost: Every manual copy is:
- Time you're not spending on valuable work
- An opportunity for errors
- A delay in the process
What automation looks like: Tools like Zapier, Make, or custom integrations can connect your systems. When an order comes in, it automatically appears in your accounting software. Contact form submissions go straight to your CRM. Online bookings sync to your calendar instantly.
Real example: A recruitment agency was copying candidate details from job application forms into their tracking spreadsheet. 50 applications per week × 5 minutes each = over 4 hours weekly. We connected their form to their spreadsheet automatically. Now it takes zero time.
Sign 2: You send the same emails repeatedly
The symptom: You write the same follow-up email to every new enquiry. You send the same onboarding information to every new client. You chase the same payment reminders month after month.
The cost: Repetitive communication is tedious and inconsistent. Some people get a detailed response; others get a rushed one depending on how busy you are.
What automation looks like: Email sequences triggered by specific events:
- New enquiry? Automatic acknowledgment with FAQs
- New client? Onboarding email series delivered over their first week
- Invoice overdue? Automatic reminders at 7, 14, and 30 days
Real example: An accountant was spending 5+ hours each month sending payment reminders. We set up automatic reminders through their invoicing software. Now they only deal with genuinely problematic cases that need personal attention.
Sign 3: You have a process someone follows from a checklist
The symptom: There's a documented (or undocumented) series of steps that someone follows for a recurring task. Maybe it's processing an order, onboarding a new employee, or preparing a monthly report.
The cost: If it's documented enough to follow, it's probably automatable. And humans following checklists are slower and less reliable than computers.
What automation looks like: Workflow automation that handles as many steps as possible automatically, flagging humans only when judgment is needed.
Real example: A property management company had a 15-step process for new tenant onboarding: background check, create accounts, send welcome pack, set up direct debit, etc. We automated 12 of those steps. What took 2 hours now takes 20 minutes of actual human work.
Sign 4: You're making decisions based on outdated information
The symptom: Your sales dashboard is updated monthly because it takes someone a day to compile. Stock levels are checked weekly, so you sometimes sell items you don't have. You find out about problems when customers complain, not when they happen.
The cost: Decisions made on stale data are worse decisions. And the longer the feedback loop, the longer problems persist.
What automation looks like: Real-time dashboards that pull from your systems automatically. Alerts that notify you when something needs attention. Reports that generate themselves.
Real example: A café owner checked inventory weekly by counting stock manually. Twice a month, they'd run out of something unexpectedly. We connected their POS system to automatically track what sold, predict when items would run out, and alert them before it happened.
Sign 5: You've hired someone specifically to do repetitive tasks
The symptom: You have an employee (or part of an employee) whose job is primarily data entry, copying information, or doing tasks that don't require human judgment.
The cost: That's expensive automation. Humans cost £20,000+ per year. They need breaks, get sick, and make mistakes when they're bored.
What automation looks like: Often, significant parts of administrative roles can be automated, freeing people to do higher-value work—or reducing headcount needed.
Real example: A wholesale company had two full-time staff processing orders. Each order involved: checking stock, confirming with the customer, entering into the system, sending to warehouse, updating the spreadsheet. After automation, one person handles exceptions while the system processes routine orders automatically.
What can actually be automated?
Almost anything that:
- Follows consistent rules
- Happens repeatedly
- Involves digital information
- Doesn't require human judgment
Common automations for small businesses:
- Form submissions → CRM/spreadsheet
- Orders → Accounting software + inventory
- Appointments → Calendar + reminders
- Invoices → Follow-up sequences
- Reports → Scheduled generation
- Data entry → System-to-system sync
- Customer communications → Email sequences
What can't be automated?
Things that require:
- Genuine creativity
- Complex judgment calls
- Empathy and emotional intelligence
- Handling truly novel situations
Automation handles the routine so humans can focus on the exceptional.
Getting started with automation
1. Map your processes
Write down what you actually do. Be specific. "Process order" isn't helpful. "Receive order email, check stock in system X, confirm availability, enter order in system Y, email customer confirmation" is.
2. Identify the pain points
Where do you spend the most time? Where do errors happen? What do you dread doing?
3. Start small
Don't try to automate everything at once. Pick one painful process and fix that first. Learn what works for your business.
4. Measure the impact
Track time saved so you know the ROI. This helps justify further automation investment.
How much does automation cost?
Simple automations using tools like Zapier might cost:
- Setup: £200 - £1,000
- Monthly tool cost: £20 - £100
Custom automations typically cost:
- Development: £2,000 - £10,000
- Ongoing maintenance: £100 - £500/month
But if an automation saves 10 hours per month at £15/hour effective cost, that's £1,800/year saved. Most automations pay for themselves within months.
Ready to automate something?
If you recognised your business in any of these signs, let's talk. We'll help you identify what's worth automating and what the ROI might look like—no commitment required.