Workflow automation
A Monday report, a quote and a spreadsheet check, with the reason behind each step.
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Practical AI and automation for growing teams
Grow your business, without increasing your headcount.
We break down the day-to-day tasks and design custom tools that increase efficiency, reduce errors, and retain human oversight.
If your team saved just 10% of their time, what would that be worth?
Try our efficiency calculator
35
150100
£38,000
£30k£65k£100k
25%
0%50%100%
Estimated annual value
£332,500
Discover
Find your bottlenecks
Develop
Craft better workflows
Deliver
Track your efficiency gains
Built with your tools
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See it working
Interactive demos of the kinds of systems we build, running on sample data. Pick one and play it through.
Case Studies
Some of the results we've achieved for our clients.
E-Commerce & Payments
Diagnostics Lab
Government-Listed COVID Test Store in 7 Days
01
Problem
A UK diagnostics lab needed to sell lateral flow test kits direct to consumers and get onto the government's official supplier list. They had no e-commerce setup and demand was already moving.
What we built
A full e-commerce store with integrated payments and SEO-optimised product pages, built and deployed in a week. Submitted and approved for the government's supplier listing.
Result
- £2m+ in revenue on day one
- Listed on the official government supplier site
- Live in 7 days from brief to launch
- Fully integrated payment and fulfilment flow
Lab Operations & Automation
Diagnostics Lab
Test Result Verification at Scale
02
Problem
A diagnostics lab selling COVID-19 lateral flow tests direct to consumers had to verify each customer's result before issuing an official certificate. With 10,000+ tests submitted, manually reviewing every photo wasn't going to hold.
What we built
A custom web app where customers uploaded test photos via S3, lab staff reviewed them on a mobile-optimised interface, and certificates went out automatically on approval.
Result
- 10,000+ tests processed without added headcount
- Approval time cut to seconds per test
- Automated certificate delivery to every customer
- Secure, compliant image handling end-to-end
Data Operations & Reconciliation
Global Events Technology
Reconciling a Fleet of Event PCs
05
Problem
A digital signage provider managing hundreds of PCs across global events kept machine data in two places: a Google Sheet and a CMS. Reconciling them for large fleets was slow and mistakes were easy to miss.
What we built
A custom diff tool that surfaced line-by-line differences between the two systems and let the team decide how to handle each discrepancy.
Result
- Reconciliation time cut dramatically
- Full visibility of data discrepancies
- Per-row decision control retained by the team
- Reduced risk of mismatched records
1. Efficiency Audit
- Map workflows
- Identify quick wins
- Create a simple roadmap
2. Bespoke Solutions
- Streamline your workflows
- Automate key processes
- Train your team
3. Incremental Optimisation
- Improve performance
- Add new workflows
- Keep it running properly
“Automation doesn't remove people. It removes repetition.”
Tools We've Built
A faster, more tactile snapshot of the kinds of systems we build and the outcomes they create.
Digital Signage
Custom Tool
RFP Architect
01
Problem
Multiple RFPs received weekly, each arriving in a different format.
What we built
A drag-and-drop portal combining a content library, pricing guide, and proposal architect, generating complete RFPs instantly.
Impact
- Faster turnaround on every RFP
- Significant time saved each week
- More consistency across bids
- Streamlined workflow
B2B Sales & Lead Generation
Agent Powered Workflow
AI Sales Follow-Up Engine
02
Problem
Leads going cold while reps juggled follow-ups across spreadsheets, inboxes, and CRM notes.
What we built
An AI system that monitors lead activity and triggers timely outreach automatically, keeping every lead warm without manual chasing.
Result
- Higher lead contact rate
- Faster enquiry-to-call turnaround
- Consistent outreach quality across all reps
- Fewer leads falling through the cracks
CUSTOMER SUPPORT & OPERATIONS
24/7 AI Support Agent
Customer Service Agent
04
Problem
Support teams drowning in repetitive queries, slow response times, and out-of-hours enquiries slipping through the cracks.
What we built
An AI agent trained on your business that handles customer queries across web, email, and chat, resolving issues instantly and escalating only what genuinely needs a human.
Outcome
- Instant 24/7 responses across every channel
- Trained on your tone, products, and policies
- Frees your team from repetitive tickets
- Captures and qualifies leads outside hours
“Small improvements compound. So does clarity.”
Send a message
Tell us what you want to improve. We’ll come back with a clear next step.
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What to expect
A straightforward process, no sales pressure
- 1Where businesses like yours lose time and moneyWe show you the most common inefficiencies and hypothesise where your biggest wins could be.
- 2How our audit worksWe walk you through the on-site visit, workflow analysis, and efficiency algorithm.
- 3What you get from the auditA full breakdown of every inefficiency, with exact tools and solutions to fix them, plus transparent build and maintenance costs.
Most clients see a working prototype within the first two weeks. The call itself is useful regardless of whether we work together.
FAQ
Efficentia helps growing teams save time, and cut costs through practical AI and automation. We audit how businesses actually work, identify where time is being lost, and build custom systems to fix it. No disruption, no over-engineering.
We build custom AI automations, workflow systems, and bespoke software for UK businesses. Anything from connecting your existing tools through to building software from the ground up - the kind of tools that turn tasks which used to take hours into a single button click…
No. We handle the build, the documentation, and the team training. If your team can use Gmail and a CRM, they can use what we build.
Absolutely. We offer both online, and in-person general AI training. If we’ve built you custom tools, that training is included.
Everything starts with an audit. It’s the only honest way to know where the real gains are. Speaking with our team first, on a free discovery call, will help us both know where is best to start and the potential wins you can achieve.
Our audits start from just £995. Giving you a full end-to-end breakdown of your workflows, the inefficiencies present, and a roadmap for how to fix them. As well as recommendations for quick wins. We can then quote for specific builds, solutions, and support.
An audit is a single day on-site. We then analyse the observations, interviews, and workflow data we’ve captured, and your full report lands within a week. Most builds run 2 to 6 weeks after that, depending on scope.
You should expect at least a 10% efficiency gain across the board. However, we’ve reduced multi-hour workflows down to a single button click. Try our calculator on the homepage to give you a rough estimate based on team size.
No. We remove repetition, not roles. The aim is to free your team from low-value admin so they can focus on work that actually moves revenue.
No finds, no fee. If our audit fails to return any inefficiencies we refund your audit fee in full. Simple as.
First, our technical team plug into the tools you already use to see how clean and useful your data actually is. Then, we visit you in-person, interviewing teams, analysing workflows, and understanding your tools & systems. We then process this information, giving you a full breakdown of inefficiencies, and the solutions to fix them.
Yes, but before we chat, take our AI readiness assessment. You’ll get an understanding of where you’re at, and how we can help you.
Most businesses we audit have legacy workflows that have evolved over many years. Part of the audit is untangling what’s actually happening day to day.
We can run, manage, and iterate the tools on our end as an ongoing partner. Or, you can take full ownership.
We can work with almost anything, but we’ll always recommend the best long-term solution rather than the easiest short-term one. If a transition is needed, we factor in a phased approach to reduce the learning curve on your team. The goal is to future-proof your business.
Both. Automation moves data between systems based on rules. AI handles tasks that need judgement, like drafting replies, summarising documents, or analysing leads. Our tools usually combine both seamlessly behind the scenes.
No. We use enterprise-grade APIs from providers like Anthropic and OpenAI where your data is not used for training. We also build inside tools you already trust, with clear data boundaries agreed up front.
Extremely secure. We follow strict, industry-standard data handling practices:
Read-Only Access: During the initial Efficiency Audit, we only request read-only access to your systems to evaluate your workflows. We never modify your live data.
Isolated Infrastructure: Any data processed during our builds is hosted on our secure, dedicated AWS servers, locked down with access restricted solely to our engineering team.
Enterprise-Grade Infrastructure: We connect to your systems via secure, official developer API keys, avoiding the security vulnerabilities of web-based workarounds or consumer-grade browser extensions.
Yes. We work with minimal permissions, access controls, and clear data boundaries, agreed before any build starts. UK GDPR compliance is built into how we scope every project.
We build in redundancy, failsafes, and human oversight at critical steps. The system flags it immediately, so issues cannot be pushed through, and most issues self-recover from built in processes. Plus, we monitor live builds and offer ongoing support.
Typically businesses between 10 and 100 staff. That’s where legacy manual workflows meet enough team size for small inefficiencies to compound. Most clients sit in professional services, sales-led B2B, construction, property, or agencies.
Yes. The audit approach may differ slightly depending on location and team setup, but the process and outcomes are the same.