--quick-win
Quick wins
One repetitive job, handled for good.
- Invoices created and sent when a job is marked done
- Form answers dropped straight into your CRM or spreadsheet
- Reminder emails for overdue payments or upcoming bookings
typical build: Days
~/automation · small-business systems
Repeat work, handled.
We build automations, dashboards and custom systems that take the copy-paste, chasing and admin out of your week. They run on the software you already pay for, and they're yours to keep.
↓ scroll to watch four real problems get fixed
Tick the jobs you do by hand. Set how long each takes a week (tap a time to type it).
an hour of your time costs
time back each week8h 12m
worth, per year$19,680
That's about 1.1 working days a week, taken off the end of your week.
Small jobs add up. Pick yours and what an hour of your (or your team's) time costs to see what handing them over is worth. Based on a 7.6-hour day and 48 working weeks a year.
every automation follows one pattern
when this happens──▶then do these steps──▶result it's done, and recorded
problem 01/04 · outreach
Outreach was eating his week. Every email was written, sent and tracked by hand, so most people never heard back.
--the-fix
An outreach system that works through the list for him.
Part of a custom sales tool that also drafts replies, tracks opens, and handles quotes, invoices and follow-ups.
| AaName | ◉Contacted? | |
|---|---|---|
| Mia Thornton | mia.t@example.com | Not contactedContactedOpened |
| Jake Ellery | jake@example.com | Not contactedContactedReplied |
| Priya Shah | priya.s@example.com | Not contactedContacted |
OutlookSearch
Sent Items
Priya Shah9:06 AM
Your leadership offsite in May
Hi Priya, I saw Shah Design is growing the team…
Jake Ellery9:04 AM
A keynote idea for your sales kickoff
Hi Jake, congrats on the new office…
Mia Thornton9:02 AM
Speaking at your March conference?
Hi Mia, I loved last year's lineup…
AccountsMon
Re: Quote Q-0031
Thanks, approved…
It starts with a simple list: who to contact, their email, and whether they've heard from him yet. Mia's personalised email goes out from his own inbox, and her row flips to Contacted. Then the next person on the list, with an email written for them. And the next. Nobody had to copy, paste or remember anything. Opens and replies are tracked on the same list. Anyone who doesn't answer gets a follow-up.
example data
problem 02/04 · invoices
Chasing unpaid invoices meant checking Xero by hand, working out who was late, and writing every reminder from scratch.
--the-fix
A daily check that finds overdue invoices and sends the reminder for you.
It reads Xero every morning, picks out what's late, and emails each customer from an approved template.
XeroMarlow Interiors
Invoices
AllDraftAwaiting payment (3)Paid
| Number | To | Status |
|---|---|---|
| INV-0412 | Harbour Cafe | AwaitingOverdue 26 days✓ Reminder sent |
| INV-0418 | Lumen Studio | AwaitingOverdue 13 days✓ Reminder sent |
| INV-0425 | Cole & Co | AwaitingDue in 15 daysNot due, skipped |
Checked automatically every day at 8:00 AM
template: overdue-reminderauto
To{email}
SubjectFriendly reminder: {invoice_no}
Hi {first_name},
Just a friendly reminder that invoice {invoice_no} for {amount} was due on {due_date}. You can pay online using the link below.
Thanks so much,
Dana, Marlow Interiors
Every morning the automation opens the invoices that are still waiting to be paid. It checks each due date against today and flags anything overdue. Each reminder comes from one approved template, with blanks for the details. The blanks fill in for Harbour Cafe, and the reminder goes out. Lumen Studio gets theirs too. Cole & Co isn't due yet, so they're left alone.
example data
problem 03/04 · communication
Every job ran through one WhatsApp group and scraps of paper. Decisions got buried, and details lived in people's heads.
--the-fix
Slack, with one channel for every project.
Each job's updates, decisions and files in one place everyone can find, with urgent things kept apart from chatter.
Marlow Build
Channels
# baker-st-reno
# harbour-cafe 3
# ops-urgent 1
# leads
# general
Direct messages
Priya K
Tom R
# baker-st-reno6 members
Pinned: scope, schedule and client contact
PK
Priya K 9:14 AM
Client approved the tile change. Updated spec attached.
PDFTile-spec-v2.pdf240 KB · Baker St
TR
Tom R 9:20 AM
Ordered. Delivery Thursday 7am, I'll be on site.
DM
Dan M 9:31 AM
Thanks both. Marked as done on the schedule.
✓ 3👀 1
Message #baker-st-reno
Before: one endless group chat for every job, plus notes on paper that only one person saw. Look closely and almost every message belongs to a specific project. So each project gets its own channel, and urgent requests get one too. Inside a channel it's only that job: who decided what, and when. Files stay with the conversation, and unread badges show exactly where you're needed.
example data
problem 04/04 · instagram
Instagram was where the sales came from, but the DMs piled up faster than anyone could answer them.
--the-fix
Instant replies in the DMs, and every lead lands in monday.com.
ManyChat answers within seconds, walks new leads through a few taps, and sends their details straight to the sales board.
SRsam.reid_Message request
Requests 47
SRsam.reid_How much is the 8-week program?
EMella.movesdo you ship to perth??
JTjosh.trainsprice pls
KLkira_lis the beginner course still on
BNben.nguyenhey!! quick q
AOamara.oreplied to your story
Hey! How much is the 8-week program?
auto-reply · ManyChat · 2sHey Sam! Thanks for reaching out. What are you after?
See pricingBook a free callSomething else
auto-reply · ManyChatGreat! What's the best email for the booking link?
sam.r@example.com
auto-reply · ManyChatDone. Check your inbox, Sam. Talk soon!
Message…
Leads
Main tableKanbanCalls
New leads
| Lead | Source | Status |
|---|---|---|
| Sam Reid | Call booked | |
| Ella Moore | New lead | |
| Josh Tan | Info sent |
3 new today4 new today · 0 typed by hand
Before: dozens of unanswered message requests, and every one a possible sale. Now a new message gets a friendly reply within seconds, with tap-to-answer options. The lead picks what they want and leaves their email, without ever leaving Instagram. Their details land straight in the leads board, already sorted. No lead gets left on read.
example data
~/the-pattern
Four problems, one idea.
Every fix above is the same three parts underneath. Once you see it, you'll start spotting jobs in your own business that could run this way.
| fix | when… | then… | result |
|---|---|---|---|
| 01 outreach | A new person is added to the list | Write a personal email, send it, mark them contacted, follow up if there's no reply | Everyone hears from you, on time |
| 02 invoices | It's 8:00 AM | Find overdue invoices, fill in the reminder template, send it | You get paid without awkward chasing |
| 03 communication | Someone posts an update | It lands in that project's channel, with its files and decisions | Everyone knows where to look |
| 04 instagram | A new DM arrives | Reply in seconds, ask what they need, capture their email, add them to the board | No lead gets left on read |
The tools change from business to business. The pattern doesn't.
~/tools
You already have the tools. We make them work together.
An automation is a set of rules your apps follow on their own: when something happens, they do the next steps and record the result. We build them on the software you already pay for, so the copying, chasing and remembering stops being your job.
~/what-we-build
Three sizes of job.
From one task that eats an afternoon a week to the system your whole business runs on.
--workflow
Workflows
A process that moves across several tools without you pushing it.
- New-client onboarding (contract, folder, welcome email, kickoff call)
- Weekly reports and dashboards that build themselves
- Approvals routed to the right person, with a nudge if they stall
typical build: 1–3 weeks
--system
Systems
A custom setup your business runs on, built around how you work.
- Sales pipelines with sequenced, personalised email follow-ups
- Linked databases that track budgets, people and deliverables
- Operations hubs that tie forms, chat, finance and reporting together
typical build: 3–8 weeks
- 01systemAn outreach system that works through the listOutreach was eating his week. Every email was written, sent and tracked by hand, so most people never heard back.
problem
Outreach was eating his week. Every email was written, sent and tracked by hand, so most people never heard back.
──▶ the fix
The list sends itself
Each person on a simple Notion list gets a personalised email from his own Outlook, and their row flips to Contacted.
+ 3 more fixes in the full build
how it runs
- 09:02Mia Thornton → personalised email sent
- 09:04Jake Ellery → personalised email sent
- 11:40Mia opened the email
- +3dno reply from Priya → follow-up sent
- +4dJake replied → reply drafted for review
example data
- 02quick winInvoice follow-ups that send themselvesThere were lots of invoices, and checking which ones hadn't been paid meant going through them by hand.
problem
There were lots of invoices, and checking which ones hadn't been paid meant going through them by hand.
──▶ the fix
A daily check, done for you
Every morning the automation reviews Xero and picks out anything overdue.
+ 1 more fix in the full build
how it runs
- 08:00daily check: 3 invoices awaiting payment
- 08:00INV-0412 overdue 26 days · INV-0418 overdue 13 days
- 08:01reminder sent to Harbour Cafe
- 08:01reminder sent to Lumen Studio
- 08:01INV-0425 not due yet → skipped
example data
- 03workflowOne channel for every projectEveryone used one WhatsApp group or paper notes, so there was no clear record of anything.
problem
Everyone used one WhatsApp group or paper notes, so there was no clear record of anything.
──▶ the fix
A Slack channel per project
Each project has its own channel, with its updates set out clearly in one place.
+ 1 more fix in the full build
how it runs
- 09:14#baker-st-reno · tile change approved, spec attached
- 09:20#baker-st-reno · delivery booked for Thursday
- 09:31#baker-st-reno · marked done on the schedule
- 10:05#ops-urgent · supplier PO needed today
example data
- 04workflowInstagram DMs that answer and qualify leadsInstagram was the main place sales came from, but the DMs piled up faster than anyone could answer them.
problem
Instagram was the main place sales came from, but the DMs piled up faster than anyone could answer them.
──▶ the fix
An instant reply to every DM
ManyChat answers new messages within seconds, with tap-to-answer options.
+ 1 more fix in the full build
how it runs
- 19:42new DM: 'how much is the 8-week program?'
- 19:42auto-reply sent with options
- 19:43lead chose 'Book a free call', shared email
- 19:43added to monday.com → Call booked
example data
~/process
How a project runs.
From the first call to handover, and support after that if you want it.
- 01
Intro call
20 mins · free
Tell us what eats your week. We'll tell you honestly whether it can be automated.
- 02
Discovery call
maps out everything
We map your tools, your processes and what to fix first. A written proposal with a fixed price follows.
- 03
Build
fixed price
Built in your accounts, on your tools, and tested by you with real work.
- 04
Handover
videos + guides
Short videos and a one-page guide for each automation, so your team can run it.
- 05
Support
monthly or annual retainer
Ongoing fixes, tweaks and new automations as you grow. Optional, and everything is yours either way.
$ next --step
Got a task you do every single week?
Tell us about it on a free 20-minute call. If it can be automated, you'll leave knowing how and what it would cost. If it can't, we'll tell you.
Prefer email? ari@byaryeh.xyz