Business automation for African organisations, built on the tools you already use

Work that repeats, handled once

Most businesses lose hours each week to the same steps. Someone retypes WhatsApp orders into a spreadsheet, checks M-Pesa and bank statements against invoices, or chases a manager for a signature. Someone else builds the same report every Monday. None of this needs a person’s judgment every time, and all of it can go wrong when people are busy.

Business automation takes those routine steps and runs them on their own, with your team watching the exceptions. If there is a repetitive process in your business, let’s explore whether it can be automated.

What we automate

• Customer questions. Routine replies on WhatsApp, email and web chat, with unusual cases passed to a person. See WhatsApp AI agents.
• Sales, orders and stock. Enquiries logged, draft quotes prepared, orders captured once and checked against stock.
• Payments and collections. M-Pesa and other mobile money, bank statements and open bank APIs matched to invoices, with reminders on your schedule. See back-office automation.
• Documents and approvals. Details read from invoices and forms, requests routed to the right approver, and a record kept of each decision.
• Field teams, HR and bookings. Job assignments, leave requests and appointment reminders that move without anyone chasing.
• Reports. Figures gathered from the systems you approve, sent on schedule, with alerts when something crosses a line you set.
• Phone calls. Reception, reminders and routine follow-up calls, built for each client. See AI call agents.
• A whole small business. Accounting, stock, sales and payroll in one system. See business automation for SMEs.

We are not tied to one technology

We start with the business problem and then choose the tools. A client may run on spreadsheets and WhatsApp, an ERP such as Odoo, an accounting package, a POS, a CRM, a hospital or school system, custom software, or nothing formal yet. Each of those is a valid starting point.

The fix might be a rule-based workflow, a connection between two systems, document processing, a scheduled report, a small custom tool, or an AI assistant. Often it is a mix. We recommend the simplest option that will still be reliable in a year.

When we use AI, and when we don’t

AI is useful when the input is messy: a customer’s free-text message, a scanned delivery note, a question asked in English, Swahili or both. It is the wrong tool when a clear rule will do, such as “send a reminder seven days after the due date”.

Where we use AI, it works inside limits you agree. It uses only the data the task needs, it cannot act outside the permissions you set, and its answers are checked against your own records. For the packaged version, see AI Digital Employees.

People stay in charge

Automation should never take a decision your business has not agreed to hand over. For anything consequential, such as paying money out, issuing a refund, changing someone’s access or writing off a balance, we build in the right approvals:

• Permissions. Each automation can see and change only what its task needs.
• Approvals. Actions outside agreed limits wait for a named person.
• Audit trail. Every message, action and approval is recorded with a time and a name.
• An off switch. You can pause any automation at any time.

Your staff stop retyping and checking. They spend that time on customers, exceptions and decisions.

After go-live, we keep it running

An automation is only useful if it still works next quarter. Your bank changes a statement format, a supplier changes an invoice layout, or your team adds a new product line. On a managed plan we:

• monitor each automation and fix failures
• report what it handled and what it passed to your team
• adjust it when your other systems change
• improve it each month, and add new workflows when you are ready

You can also run it yourself with our documentation and training. Either way, your data, accounts and WhatsApp number stay yours.

Before and after

Illustrative examples, not client results.

• Wholesaler, Eastleigh, Nairobi. Before: Retailers send orders on WhatsApp all day. Two clerks retype them into a spreadsheet each evening, and some get missed. After: Each WhatsApp order is captured and checked against stock as it arrives. The clerks review a short list of unclear orders instead of retyping everything.
• Clinic, Kisumu. Before: Patients forget follow-up visits, and the front desk spends its mornings phoning to confirm appointments. After: Patients get a booking confirmation and a reminder the day before. The front desk calls only the patients who ask to reschedule.
• Private school, Nakuru. Before: The bursar matches fees paid by M-Pesa, Airtel Money and bank to pupils by hand, then writes arrears letters one by one. After: Payments are matched to pupils automatically and unclear ones go to one list. Parents in arrears get a polite reminder on dates the bursar sets.
• Property manager, Kilimani, Nairobi. Before: Rent arrives by mobile money and bank transfer with vague references, and repair requests come by phone and are never logged. After: Rent is matched to units and receipts go out. Repair requests become tracked jobs that the caretaker updates from a phone.
• Transport company, Machakos. Before: Drivers send trip updates as voice notes, and the office rebuilds each day’s delivery status from several group chats. After: Drivers tap a status update at each stop. Customers get delivery confirmations, and late trips are flagged to the dispatcher.
• Safari operator, Arusha, Tanzania. Before: Enquiries from agents and travellers arrive by email and WhatsApp across time zones, and each quote takes days to prepare. After: Enquiries are logged with dates and group size, and a draft quote is prepared from current rates. A consultant checks it before it goes out.
• Cleaning company, Kampala, Uganda. Before: Supervisors assign jobs by phone, and invoices go out late because the office cannot tell which jobs were finished. After: Confirmed bookings become jobs with a checklist. When the crew marks a job done, the invoice is ready for the office to send.
• Construction contractor, Eldoret. Before: Site requests for materials come by phone and on paper, approvals wait on one director, and costs are tallied at month end. After: Material requests are logged from site and routed to the right approver. Costs per project update as purchases are approved.
• NGO, Lodwar, Turkana. Before: Field officers collect beneficiary data on paper, and staff in Nairobi retype it before any donor report can be written. After: Officers capture data on a phone form that works offline. Records sync when there is signal, and donor reports draw on one clean list.
• Accounting firm, Westlands, Nairobi. Before: Staff chase clients for the same documents every month and track deadlines in a shared spreadsheet that is often out of date. After: Clients get document requests and reminders automatically. Partners can see which files are complete and which deadlines are close.
• SACCO, Meru. Before: Loan applications arrive on paper at branches, and staff phone each guarantor to confirm, one call at a time. After: Members apply through a simple form, and guarantors confirm by SMS or WhatsApp. Credit officers review complete files only.
• Importer, Mombasa. Before: Shipping documents, customs entries and supplier invoices sit in email threads. Nobody can quickly say where a shipment is. After: Documents are read and filed against each shipment, and key dates are tracked. The team gets an alert when a step is overdue.

The tools we connect

These are examples, not a limit. If your business runs on it, we can usually connect to it or work around it.

• Conversations. WhatsApp (including the official WhatsApp Business Platform), email, SMS, website chat and forms.
• Everyday office tools. Excel and Google Sheets, Google Workspace and Microsoft 365, shared drives and scanned documents.
• Payments and banking. M-Pesa, Airtel Money, MTN MoMo and other mobile money, bank statements, banks with open APIs, payment gateways.
• Business systems. Odoo and other ERPs, QuickBooks, Sage and similar accounting tools, CRMs, POS systems, HR and payroll software, booking and records systems used by clinics, schools and hotels.
• Tax and government. KRA eTIMS.
• Your own software. Custom systems and databases, and older systems with no API, handled with file transfers or careful screen automation where that is the only option.

Naming a tool here does not mean we are its official partner. We connect to it through the access you already have.

How we work together

• Automation assessment. We look at one area of your business with the people who do the work. You get a plain-language map of the tasks worth automating, the order to do them in, and what each needs from your systems. The first call is free.
• Project delivery. A fixed scope agreed in writing, built in short steps, tested on a safe copy of your data and switched on with your team. You get documentation and training so you can run it yourselves.
• Managed operations. For workflows that matter every day. We monitor runs and handle failures. We also report what each automation handled, keep it working when your other systems change, and tune it every month.
• Support retainer. A set amount of time each month from a team that already knows your setup. Use it for new automations, small changes, staff questions or reviews before a busy season.

Larger or regulated projects

If you are a bank, SACCO, fintech or large organisation connecting core systems or partner APIs, start at enterprise technology. For ERP work specifically, see Odoo ERP and KRA eTIMS compliance.