How We Work
Our Process for Implementing Custom Operational Automation
Every implementation follows the same structured approach: understand your workflow, build custom solutions, deploy with training, and support ongoing optimisation.
We’ve refined our implementation process through years of operational experience and technical delivery. The result: predictable timelines, clear milestones, and solutions that integrate seamlessly with your existing operations.
Three Phases, Clear Deliverables
Whether implementing a single solution or comprehensive automation suite, every project follows our three-phase methodology. Each phase has defined deliverables, clear timelines, and built-in feedback loops.
Timeline Summary:
- Single solution: 2-4 weeks total
- Multi-solution package: 4-8 weeks total
- Enterprise custom: 8-12 weeks total
What makes our process different:
No generic templates. No one-size-fits-all configurations. Every automation is custom-built for your specific workflow, integrated with your actual systems, and refined based on your operational data.
Phase Overview: Duration: 3-7 days
Your time required: 4-6 hours (interviews, documentation review)
Our deliverable: Custom implementation proposal with specific ROI calculations
What Happens:
Workflow Documentation We analyze your current operational processes through:
- Detailed questionnaires about your workflows
- Review of existing process documentation
- Stakeholder interviews (15-30 mins per key team member)
- Observation of how your team currently handles the processes we’ll automate
We’re not just learning your systems—we’re understanding the business context that makes certain workflows critical and others routine.
Pain Point Quantification We calculate the actual cost of operational problems:
- Time spent: Team hours weekly × hourly cost
- Direct costs: Wasted spend, emergency shipping, rushed orders
- Opportunity costs: Lost sales, tied-up capital, delayed decisions
- Impact metrics: Customer satisfaction, team stress, scalability limits
Integration Requirements Mapping We document every system our automation needs to connect with:
- Shopify (or Shopify Plus) and installed apps
- Warehouse management systems and 3PL platforms
- Ad platforms (Meta, Google, TikTok, others)
- Communication tools (Slack, email platforms)
- Financial systems (accounting, invoicing)
- Any other operational systems in your workflow
Success Criteria Definition We establish clear metrics for measuring success:
- Primary KPIs (time saved, costs prevented, revenue protected)
- Secondary metrics (team satisfaction, process consistency, error reduction)
- Timeline expectations (when to expect results)
- Review schedule (30-day, 60-day, 90-day checkpoints)
Deliverable: Custom Proposal
Our proposal includes:
- Current state analysis: Your existing workflow with quantified pain points
- Proposed solution: Detailed explanation of what we’ll build and how it works
- Integration architecture: Visual diagram showing system connections
- Implementation timeline: Week-by-week breakdown with milestones
- Investment breakdown: Implementation cost + optional ongoing support
- ROI calculation: Conservative, realistic, and optimistic scenarios
- Success metrics: Specific, measurable outcomes we’re targeting
You receive this proposal within 3-5 business days of completing discovery interviews.
Phase Overview: Duration: 2-6 weeks (depending on complexity)
Your time required: 2-4 hours weekly (progress reviews, feedback)
Our deliverable: Fully tested automation ready for production
What Happens:
Week 1: Foundation & Access
- Technical setup and system access configuration
- Development environment creation
- Initial integration testing with staging data
- Baseline performance measurements
Weeks 2-3: Core Development
- Custom automation workflows built in n8n platform
- Business logic implementation (your specific rules and thresholds)
- Integration with all required systems
- Error handling and edge case management
- Initial testing with sample data
Week 4: Refinement & Testing
- Testing with your actual operational data (safely, in staging)
- Performance optimization and efficiency improvements
- Edge case handling based on real scenarios
- Documentation creation (technical and operational)
- Stakeholder demo and feedback incorporation
Week 5-6: Final Preparation (multi-solution packages)
- Integration testing across multiple solutions
- Load testing and scalability validation
- Team training materials preparation
- Deployment checklist completion
- Final approval and sign-off
Communication Throughout:
- Weekly progress updates: What’s completed, what’s next, any blockers
- Slack/email availability: Questions answered within 4 hours during business hours
- Bi-weekly demos: Show working functionality, gather feedback
- Transparent documentation: You see exactly what’s being built
For Agency Partners: We work in the background while you maintain client communication. You receive:
- Progress updates suitable for forwarding to clients
- Demo videos you can share
- Any client questions routed to us, responses provided for you to relay
Deliverable: Production-Ready Automation
What you receive:
- Tested automation: Proven to work with your systems and data
- Technical documentation: How it works, integration details, troubleshooting
- Operational documentation: How your team uses and monitors it
- Training materials: Videos, guides, and reference sheets
- Deployment checklist: Everything needed for go-live
Phase Overview: Duration: 1-2 weeks
Your time required: 6-8 hours (training, initial monitoring)
Our deliverable: Live automation + trained team + 2-4 weeks post-launch support
What Happens:
Week 1: Deployment
Go-Live Planning:
- Deployment timing (minimize disruption)
- Rollback procedures (if needed)
- Monitoring protocols (what to watch)
- Communication plan (team awareness)
Production Deployment:
- Staged rollout (often starting with one product line or location)
- Real-time monitoring during initial operation
- Immediate issue resolution if needed
- Gradual expansion to full operation
Team Training:
- Live training sessions (1-2 hours) with key team members
- Recorded training videos for reference
- Hands-on practice with actual system
- Q&A and troubleshooting practice
Week 2: Active Monitoring
We monitor actively during the critical early period:
- Daily check-ins for first 3 days
- Every-other-day for next 4 days
- Weekly for remainder of support period
What we’re watching:
- System performance and reliability
- Expected vs. actual outcomes
- Team adoption and usage patterns
- Any edge cases not caught in testing
- Opportunities for optimization
Threshold Refinement: Based on real operational data, we refine:
- Alert sensitivity and prioritization rules
- Reorder points and days of cover targets
- Ad spend adjustment thresholds
- Return routing criteria
- Any other business logic needing tuning
Post-Launch Support Period (2-4 weeks included)
What’s covered:
- Unlimited questions and troubleshooting
- Threshold and rule adjustments
- Performance optimization
- Additional team training if needed
- Documentation updates based on learnings
What’s not covered (would be separate engagement):
- Major scope changes or new functionality
- Integration with additional systems not in original scope
- Significant workflow redesign
Deliverable: Operational System + Capable Team
What you have at end of Phase 3:
- Live automation: Running in production, proven reliable
- Trained team: Confident using and monitoring the system
- Comprehensive documentation: Everything needed for ongoing operation
- Baseline metrics: Performance data showing actual vs. expected outcomes
- Optimization roadmap: Suggestions for future enhancements (if applicable)
System Insurance & Continuous Profit Optimisation
You own the systems we build. But high-performance engines need tuning. While you can manage these independently, our Insurance Tier ensures your profit drain stays at zero while we continuously hunt for more found money.
Your Always-On Profit Protector
We monitor the plumbing so you can focus on the growth.
Zero-Downtime Guarantee: APIs change and platforms update. We fix breaks before your team even notices a glitch.
Threshold Evolution: As you scale from £1M to £10M, your logic needs to change. We adjust your triggers in real-time so your automation grows with you.
The Efficiency Audit: Every month, we tune the engine to shave off more seconds and save more pounds.
Quick-Response Automation Support
Downtime is a debt you shouldn’t have to pay.
The 4-Hour Safety Net: Questions answered in under 4 business hours.
Emergency Resolution: Any critical system issue is identified and resolved within 24 hours.
Agile Updates: Need a logic change? We build and deploy scheduled updates within 7 days.
Ongoing Efficiency Booster
We don’t just maintain—we improve.
The Monthly ROI Report: A hard-data breakdown of exactly how many hours and pounds your system saved this month.
Proactive Leak Detection: We suggest new automations based on your evolving usage patterns to find your next £10k in savings.
Best-Practice Injection: We give you the latest automation strategies used by the top 1% of Shopify Plus brands.
Your Investment in Performance
A fraction of the found money to ensure the money keeps found.
Single Solution Guardian: £500–£800 /mo
Growth Package Insurance: £1,000–£1,300 /mo
Scale Package Excellence: £1,500–£1,800 /mo
Enterprise Custom: Bespoke pricing for high-complexity blueprints.
FAQ
Minor adjustments (threshold changes, rule tweaks) are included in post-launch support. Significant changes (new integrations, major logic changes) would be a separate engagement, quoted based on scope.
Yes, we can show anonymized examples during discovery. Actual client workflows are confidential, but we can demonstrate the platform and typical logic.
We can work with any system that exports data (CSV, Excel, database access) or has a user interface we can interact with programmatically. True API-less systems are rare.
No. We handle all technical implementation. Your team needs to understand your operational processes (which they do) and be available for training on using the automation.
You own the automation and have complete documentation. Any developer familiar with n8n can maintain it. We recommend monthly support for peace of mind, but it’s not required.
Yes, that’s a separate engagement. We can train your team on n8n fundamentals and provide frameworks for extending the automation we build.
Improve Monthly Profits in 30 Days with Our Custom Automations
For Shopify stores
We only work with 2 stores per month to ensure every system is enterprise-grade.
For agency partners
Capture More Revenue Opportunities
Only 3 agency slots remaining for Q1 to ensure delivery quality.
