Workflow Design & Automation
When requests, approvals and updates depend on scattered messages, people spend time chasing the next step. We help you organise the work: who does what, which details they need and what must be checked. Then we automate routine reminders, assignments and handovers where useful.
Based in Nairobi, Kenya · Working with businesses worldwide · Founder-led
Leila sends photos and measurements for a curtain fitting, with the details kept in request #28.
Amina checks the request and asks Leila for any missing information before a quote is prepared.
Daniel checks the quote. Leila reviews the price and accepts it before the job is booked.
The team records progress. Leila can see the agreed updates for her own job and respond if more details are needed.
START WITH HOW THE WORK HAPPENS
A workflow is the sequence of steps that takes a request from arrival to completion. We map those steps with your team, remove unnecessary repetition and agree the owners, checks and exceptions.
Simple rules can assign a request, send a reminder or notify the next person. Important approvals stay with the people responsible. We improve the tools you have where practical and build what is missing only when the work needs it.
Need information to move between separate tools? Explore Connected Business Systems
WHERE WE COULD START
These are illustrative examples. The right approach depends on your team’s steps, checks and existing tools.
An enquiry arrives by email, photos follow in another message and nobody is sure who should respond.
A quote or expense waits in a message thread while staff chase the person who can approve it.
A customer accepts a quote, but the team arranging the job does not know the request is ready.
WHAT A FIRST PROJECT COULD INCLUDE
For example, start with incoming requests: collect the required details, assign an owner and remind them when a reply is due. Test that with the team before adding approvals or other handovers.
Follow one recent request from arrival to completion. Identify where it waits, which details are missing and who is responsible for each step.
Agree clearer steps and checks, then set up a focused workflow using suitable existing tools or a small purpose-built tool. Test ordinary work, missing information and exceptions with staff.
Compare the agreed measures, such as waiting time or missed handovers. Your team receives instructions, a way to handle exceptions and clear support responsibilities before wider use.
We agree what is included, how your team will check the work, the price and the delivery steps before paid work begins. Larger changes are agreed separately.
A GARATROPIC PRODUCT YOU CAN EXPLORE
Snapsheet turns receipt photos and PDFs into records a person can check and export. It shows our work on collecting information, making it reviewable and giving the person a usable result.
Upload a receipt photo or PDF to Snapsheet.
Review the merchant, date, totals and other captured details.
Download an Excel or CSV file for your next bookkeeping step.
This demonstrates receipt capture, review and export. Your workflow would have its own agreed requirements and testing.
Maina Wycliffe leads the work. Before founding Garatropic, he built software with international product teams. His background in Information Science and Knowledge Management helps shape how we organise information and make responsibilities clear.
BEFORE YOU COMMIT
Scope, costs, approvals, support and how we will check the result should be clear before you begin.
Workflow design agrees the steps, owners and checks that move work from start to finish. Connected Business Systems brings together the connections, reports and AI helpers that support those steps. A project can combine both services; we start with the business problem.
Not necessarily. Clearer responsibilities, better settings or automation within your existing software may be enough. We build additional tools or add AI only where they help the agreed work. We check platform capabilities and costs before recommending an approach.
We agree what can happen automatically, who can approve each important step and which exceptions must stop for review. Missing information, unusual requests and failed steps need a named person to resolve them. A reminder or prepared record does not grant approval.
Before making changes, we agree on the improvement to check. That might be fewer missed handovers, less repeated entry or less time waiting for a review. We try the first workflow with staff and compare it with the starting position before deciding whether to expand it.
Before paid work begins, we agree the scope, delivery steps, price and how the result will be checked. The proposal explains software subscriptions, hosting where needed, support costs, ownership and usage rights, and how your business records can be exported. Outside software can carry its own licence and account restrictions.
We agree who maintains the workflow, who handles exceptions and how to ask for help. Staff receive instructions and try the work before the planned switch. Changes to steps, responsibilities or tools are reviewed before further work and costs are agreed.
START WITH THE PROBLEM
Tell us what your team keeps chasing, repeating or checking by hand. We’ll follow one example with you and work out what could improve.
Your first conversation is free. We reply within two business days.