Automation and integrations
Is your team copying data from one tool to another? We don’t sell you new software: we set up the tools you already have properly, connect them to each other and automate whatever can be automated.
What we do
Set-up
Your CRM, your accounting or your Airtable base reworked to fit the way you work.
Integrations
Get your tools talking to each other: Bexio, Airtable, CRM, email, spreadsheets. Enter information once, up to date everywhere.
Automation
Orders carried over, documents filed, follow-ups and reports sent automatically.
Checks
Logistics numbers, amounts and dates checked across emails, documents and your CRM, with the help of AI.
Dashboards
Your up-to-date figures on a single page, drawn from the tools you already have.
Custom-built, if needed
A new tool only when nothing you already use can do the job.
The tools you already use, better set up and connected
Most small and medium-sized businesses in French-speaking Switzerland already have the right tools: Bexio for accounting, Excel or Airtable for tracking, Outlook or Google Workspace for email, a CRM, WhatsApp, a website. The trouble is they don't talk to each other. An order is copied from an email into the CRM, then from the CRM into Bexio, then into the stock spreadsheet.
We don't sell you new software. We start from what you use, set it up to match the way you work, connect it to your other tools and automate whatever follows a rule. Information entered once is up to date everywhere.
We only build something new when nothing you already have can do the job. And we only use AI where documents need to be read or compared, never to make decisions for you. A first automation starts from CHF 500, for businesses in Lausanne, Vaud, Geneva and across French-speaking Switzerland.
Orders and invoicing
An order comes in by email, through the website form or on WhatsApp. Today, someone reads it, creates the customer in the CRM, enters the invoice in Bexio, then updates the stock. Four entries for the same information, and as many chances to get it wrong.
We connect those steps. The order is read, the customer is found or created in your CRM, the invoice is prepared in Bexio with the right items and VAT rate, and the stock is updated. You keep the final sign-off: nothing goes to the customer without your approval.
- Orders received by email or form, recorded in the CRM
- Invoice or quote prepared in Bexio from the order
- Stock updated in Excel, Airtable or your management tool
- Confirmation sent to the customer once the invoice is approved
- Delivery notes generated and filed with the order
Sample data
Bookkeeping in Bexio
Entering bank statements is one of the most time-consuming jobs in a small business. Line by line, you have to find the matching invoice and pick the right account and VAT code. That is exactly what we automate in Bexio, and we do it for our own books too.
Entries that follow a clear rule (rent, subscriptions, payments from known customers) are posted automatically. For the rest, AI suggests a match and a second check flags anything that doesn't add up: a different amount, a missing reference, a duplicate. Your fiduciary or accountant only has to decide on the flagged cases.
- Bank statements imported and matched against open invoices
- Posting rules for recurring expenses
- AI double-check on uncertain lines, with flags
- Receipts received by email attached to the right entry
- A clean month-end export for your fiduciary
Sample data
Reminders and customer follow-up
Unpaid invoices, quotes left unanswered and contracts coming up for renewal easily slip through the cracks between two urgent jobs. Nobody forgets on purpose, but nobody has time to check every day.
We set up reminders that go out at the right time, in the tone you choose, from your own email address. Sensitive cases (a key customer, a dispute) are brought to you instead of being chased automatically.
- Payment reminders at 10 and 30 days, then an alert to management
- Follow-up on quotes with no reply after a week
- Alert before a contract or subscription expires
- CRM task created when a customer hasn’t ordered for 3 months
- Weekly summary of the reminders sent
Sample data
Documents filed automatically
Supplier invoices, delivery notes, contracts, certificates, payslips: documents arrive by email, as attachments, sometimes as photos. They end up in a "To sort" folder that nobody opens.
Each incoming document is recognised, renamed to a clear rule and filed in the right place: SharePoint, Google Drive, Airtable or the customer record in your CRM. When the content needs reading (an order number, an amount), AI handles it and flags whatever it couldn’t identify.
- Email attachments filed by customer, supplier or case
- Consistent naming: date, type, counterparty, number
- Supplier invoices sent straight to Bexio
- Contracts and annexes linked to the right deal in the CRM
- Unrecognised documents grouped for a quick check
Sample data
Dashboards
To see where the business stands, you often have to open Bexio, the CRM and three Excel files, then copy everything into a Monday-morning summary. The figure is already out of date by the time you read it.
We bring your figures together on a single page, fed directly by your tools: revenue, open invoices, cash, orders in progress, team workload. You can also receive it by email every Monday.
- Revenue for the month, compared with last year
- Open invoices and late payments by customer
- Orders in progress and delivery times
- Billable hours by team member or project
- Report emailed automatically
Sample data
Keeping Excel, your CRM and your website in sync
The same customer often exists three times: in the sales rep's Excel file, in the CRM and in the website's sign-up list. Addresses differ, duplicates pile up and nobody knows which version is right.
We define one source of truth and keep the other tools in sync with it. A change made in one place is carried over everywhere, and duplicates are flagged instead of being created.
- Website forms sent straight to the CRM or Airtable
- Shared Excel file kept in sync with the customer base
- Outlook or Google contacts updated from the CRM
- Website prices and availability fed from your catalogue
- Duplicates detected before they are created
Sample data
A customer portal or custom tool, if needed
Sometimes no existing tool can do the job: a very specific trade, customers who need to track their orders online, rules that neither Bexio nor Airtable can handle. In that case, and only then, we build a custom tool, connected to the ones you keep.
We did this for a commodity trading company, under a non-disclosure agreement: a full CTRM covering contracts and annexes, invoices, bank transactions, the accounting base, live exchange rates, AI document analysis, an invoice generator and payroll. The team works in it every day.
- A portal where customers track orders and download their documents
- A supplier area for uploading invoices and delivery notes
- A business tool for when Excel reaches its limits
- A simple interface on top of an existing Airtable base
- Hosting in Switzerland or Europe, as you require
Sample data
How we work
- 1
Observe
We spend time with the people doing the work, to see where data gets copied and where time is lost.
- 2
Propose
A short list of automations, ranked by time saved, showing what stays in your current tools and what would change.
- 3
Set up
We start with one automation, tested on your real data, before going further.
- 4
Follow up
We monitor, fix and improve. You always know who to call when something changes.
Frequently asked questions
Do we need to change software to automate?
No. We start from your current tools: Bexio, Excel, Outlook or Microsoft 365, Google Workspace, Airtable, your CRM. We set them up and connect them. A new tool is only suggested if nothing you have can do the job.
How much does an automation cost for a small business?
A first automation starts from CHF 500. The price depends on how many tools need connecting and how many special cases need handling. You receive a precise quote after a first conversation.
Can you automate bank entries in Bexio?
Yes. We import the statements, match payments against open invoices and apply rules for recurring expenses. Uncertain lines go through an AI check and are flagged to you rather than posted blindly.
Do you use AI for everything?
No. Anything that follows a rule is automated simply, which is more reliable and cheaper. AI is used where a document needs reading, two sources need comparing or a thread needs summarising. A person keeps the decision.
What happens if a tool changes or goes down?
Automations are documented and monitored. If something goes wrong, you are notified and nothing is lost. We handle follow-up and adjustments as your tools evolve.
Where is our data stored?
In your own tools and accounts wherever possible. We choose services that comply with the Swiss Data Protection Act (nFADP) and you stay in control of access.
Do you only work in Lausanne?
We are based in Lausanne and work with businesses across Vaud, Geneva and French-speaking Switzerland. Much of the work is done remotely, with on-site meetings when useful.