Invoice and approval workflows
Collect an invoice, match it to the available order information and route differences to the right person before approval.
12 · AI & Automation
Business process automation: Stop doing the same work by hand.
Lumaivo provides business process and workflow automation services around the way your team operates. We connect systems, automate repeatable checks and move work between teams, so people spend less time copying information, chasing updates and rebuilding the same report.
What this service is for
Workflow automation services that connect your existing tools.
Business process automation turns a sequence of manual steps into a repeatable workflow. A trigger starts the work, rules decide what happens next and a person deals with exceptions. The best starting point is a process that happens often, has a clear owner and produces a result you can check.
We follow an example from beginning to end: what arrives, where it is recorded, who checks it and where it gets stuck. Then we connect the necessary systems and design a simpler path through the work. Existing tools can stay in place when they still do their job; an integration or a small internal application can handle the missing steps.
Our AI automation services cover work that needs interpretation, such as reading varied documents or classifying incoming requests. Matching an order number, applying an approval limit or sending an overdue reminder can use explicit rules. We combine those approaches where useful, while the workflow keeps ownership and approvals clear.
Where it becomes useful
Common use cases, framed around the decision or hand-off.
Lead and customer handovers
Validate an incoming enquiry, create or update the appropriate record and assign follow-up work without retyping the same details.
Recurring management reports
Gather information from agreed sources, run consistent checks and publish a report with any missing or unmatched records highlighted.
Method
A controlled route from discovery to an accepted output.
- 01
Map the current process
Walk through a real example with the people doing the work. Record delays, handovers and exceptions.
- 02
Agree the rules
Define the trigger, required information, approval points and the outcome the workflow must produce.
- 03
Build the connections
Use appropriate APIs, events or scheduled transfers to move information between the agreed systems.
- 04
Rehearse the exceptions
Test missing data, repeated requests, unavailable systems and changes that should wait for a person.
- 05
Measure the result
Compare the new process with an agreed baseline, including completion time, manual touches and unresolved work.
Typical deliverables
What the review-ready work can contain.
- A current and proposed process map
- Documented rules, responsibilities and approval points
- Working integrations and automated steps
- An exception queue and clear status information
- Test evidence covering normal and failed runs
- Runbook, monitoring and agreed handover
Boundaries
What stays explicit instead of being over-promised.
- The process owner agrees rules before automation goes live.
- Retries must not create duplicate work or records.
- Sensitive actions retain the agreed review step.
- Results depend on source access, data quality and the process being automated.
Questions before the first conversation
Plain answers, with the limits left in.
Which business processes are good candidates for automation?
Start with repeated work such as copying records, checking information, chasing approvals or assembling reports. A useful candidate has a known trigger, clear rules and enough repetition to justify building and maintaining a workflow.
Do we have to replace our existing software?
Often not. We first assess whether the systems you already use can be connected through APIs, webhooks or exports. A replacement is worth considering only when the existing tools prevent the required outcome or are no longer suitable.
Does workflow automation always need AI?
No. Stable rules and structured information often work best with conventional automation. AI can help when the inputs vary or need interpretation. We choose the approach around the job rather than adding AI to every step.
What happens when an automated step fails?
The workflow should record the problem, avoid creating duplicates and either retry safely or ask a named person to resolve it. We test those situations before launch and agree how your team will see and handle exceptions.
How do we know whether automation is worth it?
Measure the existing process first: frequency, time spent, errors and delays. Compare those with implementation and running costs, then check the same measures after a pilot. We do not assume a saving before that evidence exists.
Related services
Continue through the connected system.
11 · AI & Automation
AI agent development
Give your team help that can take the next step.
Read service 13 · AI & AutomationBespoke software development
Software that fits the way you work.
Read service 05 · Data & ReportingSQL reporting & dashboards
Get a clear view of your business without rebuilding the same spreadsheet.
Read serviceStart with the messy version. Make the first useful outcome explicit.
Send the systems, reports, constraints and decisions involved. Lumaivo will help define a bounded first step and the evidence needed to accept it.
Map the first useful step