Logo Dark Logo Light
🤝 Book A Call

How We Automate Business Processes

by | May 16, 2025 | Uncategorized

How We Automate Business Processes with Software (Real Examples)

In today’s fast-paced digital landscape, companies that fail to automate their business processes risk falling behind. Manual tasks lead to inefficiencies, errors, and burnout- while automation frees up time, reduces costs, and allows teams to focus on high-impact work. At Kahnputers, we help businesses automate business processes using custom software tailored to their workflows. In this blog, we’ll break down what that looks like in the real world, sharing examples from client projects that demonstrate measurable impact.

What Does It Mean to Automate Business Processes?

To automate business processes means to use software to perform routine, rule-based tasks without human intervention. This includes:

  • Data entry and synchronization

  • Document generation

  • Customer communication workflows

  • Inventory and order management

  • Scheduling, approvals, and notifications

Automation isn’t about replacing people, it’s about amplifying their efficiency. When repetitive tasks are delegated to software, your team is free to tackle more strategic problems.

Why Businesses Struggle to Automate

Many businesses understand the value of automation but struggle to implement it. Common barriers include:

  • Lack of technical expertise

  • Poorly documented workflows

  • Over-reliance on spreadsheets

  • Fragmented systems that don’t integrate

This is where custom software comes in. Off-the-shelf tools like Zapier or Monday.com can help however for businesses with unique processes, a custom solution can provide unmatched precision and scalability.

How Kahnputers Helps Automate Business Processes

We follow a clear, step-by-step approach:

1. Process Mapping

We begin by mapping out your existing workflows. This involves interviewing stakeholders, observing task execution, and identifying bottlenecks.

2. Identify Automation Candidates

Not every task should be automated. We prioritize tasks that are:

  • High volume

  • Rule-based

  • Error-prone

  • Time-consuming

3. Build Lightweight, Targeted Software

Rather than replacing your whole stack, we build software that integrates with what you already use – whether that’s QuickBooks, Google Sheets, CRMs, or legacy databases.

4. Test, Refine, Scale

We run pilots with real users to gather feedback and refine the workflow. Once proven, we scale the automation across the organization.

Real Examples of Process Automation

Example 1: Automating Client Onboarding for a Marketing Agency

Problem: A marketing agency spent hours onboarding each new client – sending welcome emails, collecting documents, and updating multiple spreadsheets.

Solution: We built a custom client portal integrated with Google Drive and Slack. The system:

  • Auto-generates a shared folder structure per client

  • Sends templated onboarding emails triggered by form submissions

  • Assigns tasks to team members

  • Notifies the appropriate channel in Slack

Impact: Reduced onboarding time from 3 hours to 20 minutes per client.

Example 2: Automating Invoice Reconciliation for a Wholesale Supplier

Problem: The client’s accounting team manually matched invoices against delivery receipts every week.

Solution: We created a reconciliation dashboard that:

  • Imports invoices from QuickBooks

  • Matches them with delivery logs from a warehouse management system

  • Flags discrepancies for review

Impact: 90% of matches are now auto-approved, cutting manual review time by over 60%.

Example 3: Automating Support Ticket Triage for a SaaS Company

Problem: Support tickets were being routed manually, leading to delays and frustrated customers.

Solution: We integrated their support platform (Freshdesk) with a custom ML-based classifier that:

  • Analyzes the subject and body of incoming tickets

  • Assigns them to the right team with appropriate priority

  • Escalates urgent tickets via Slack

Impact: Average response time dropped from 6 hours to 1.5 hours.

Tools We Use to Automate Business Processes

Depending on the project, we work with:

  • Node.js / Python for backend automations

  • Next.js or React for internal portals

  • PostgreSQL / MySQL for data

  • Zapier, n8n, or Make for quick integrations

  • AWS Lambda for event-driven tasks

  • Twilio / SendGrid for communication flows

Our strength lies in knowing when to go no-code, low-code, or fully custom.

The ROI of Business Process Automation

Clients often worry that automation will be expensive. The truth? It’s usually the opposite.

“We recouped the entire build cost in 2 months just from time savings.” – One of our recent clients

Beyond cost savings, automation delivers:

  • Faster cycle times

  • Reduced human error

  • Better customer experience

  • Happier teams

Final Thoughts: Start Small, Scale Smart

You don’t need to automate everything at once. In fact, we recommend starting small. Pick a single process that is causing daily friction. Automate it well, measure the impact, and then expand.

At Kahnputers, we don’t sell automation as a product – we deliver it as a partnership. We dive deep into your workflows, design with your people in mind, and build solutions that actually save time.

Ready to automate business processes in your organization? Contact us for a free consultation.