Customer file
Everything in one place.
The requestRecorded
The detailsLinked to the file
The next stepIdentified
Your decisionApprove the quote.
For small and medium-sized business owners
Your business
moves forward.
Without you
handling it all.
Requests, quotes, follow-ups: we connect the repetitive work so every job has a clear next step. And the important decisions remain yours.
Built around your business, your tools and your rules.
The thread of a request
Email
“Could you send us a quote?”
The team takes it from here.With the right context.
01 / Your working day
You know these
phrases
by heart.
It is not one big breakdown. It is a succession of small interruptions. And you, putting the pieces back together.
Having to remember everything is work, too.
Requests
“Was that in an email or a message?”
The request goes into the right file.
Different channels, one shared thread.Information
“Can you copy that over here?”
Information moves without being retyped.
Each tool keeps its own role.Quotes
“Where are we with this quote?”
The status and next step are visible.
An owner and a next step.Follow-ups
“Weren’t we supposed to call back?”
The follow-up follows an agreed rule.
Follow-through does not rely on memory.Files
“Can you check this before we send it?”
The items needing approval are flagged.
You check what commits the business.Exceptions
“What should I do in this case?”
The unusual case comes to you with context.
Judgement stays human.An illustrative situation and a target way of working. Not a measurement of customer results.
02 / What changes in practice
Not another tool.
Better-connected work.
We build the useful connections between your tools and the way you work. Not a new organisation to impose on your team.
01
Bring it together.
A request becomes a file.
Find the request, conversations and relevant documents without asking everyone to forward them again.
Email · message · form
One shared file
02
Move it forward.
The quote has a next step.
Prepare questions for missing details, track approval and then the next action, following the rules we agree together.
Request · quote · reply
A tracked next step
03
Hand it over.
The team knows what to pick up.
Pass on the context and approved decisions. Retrieve the agreed rule and flag anything outside its scope.
Context · documents · decision
An informed team
03 / One file, end to end
Follow a request.
All the way through.
Not six isolated automations. One thread, from the initial request to the team picking up the work.
Explore all six steps.
01/ 06
A request arrives.
An email, a message or a form. The starting point varies; the request needs to be easy to find.
The original channel is preserved.
Original message
Subject: request for a quote
Request received · awaiting review
02/ 06
It goes into the right place.
Useful information is linked to the file in the agreed tools. The work can be picked up without copying everything again.
Missing information is explicitly marked as missing.
File information
On-site visit
- Contact
- Linked to the file
- Source
- Original email retained
- Preferred date
- To be clarified
- Address
- To be clarified
03/ 06
The questions are prepared.
Is the date or address missing? A request for clarification is prepared based on what is missing, not on an assumption.
In this example, the message remains a draft for review.
Draft for reviewNot sent
A clarification before the quote.
Review before sending
04/ 06
The quote comes to you.
The file is ready for approval. You check the scope, price and commitment before anything is sent.
Sending is blocked until approval is given.
Quote prepared
A commitment that stays yours.
- Scope
- To be checked
- Price
- To be checked
Sending blocked until approval.Simulation only. No quote is sent.
05/ 06
The next step is not forgotten.
After approval and sending, a next action is assigned and tracked. Follow-ups respect the agreed rules and any replies received.
A reply or a change in circumstances updates the follow-up.
Next action
Follow up if there is no reply.
- Owner
- Assigned sales contact
- Due date
- Based on the agreed rule
Quote sentAwaiting reply
A reply arrives? The follow-up adapts.
06/ 06
The team picks up the right thread.
The request, documents, approved quote and next step are passed on together. The team receives a file, not a series of messages to piece together.
Access rights and responsibilities are defined beforehand.
Handover to the team
Ready to pick up.
Request and details brought together
Quote approved
Next action assigned
History available to the right people
A file with its context.
Fictional demonstration · no customer data
This is an example to scope for your business: connected tools, access rights, follow-up rules and approvals are agreed for your organisation.
04 / The right boundary
Less repetition.
Not less judgement.
Preparing, filing, reminding: yes. Making a sensitive decision for you: no. The system must know when to hand over.
A case falls outside the rules…
Raise the right issue. With the context to make a decision.
Action on hold
The request does not match an agreed rule.
The system prepares
The request, conversations and unusual points are brought together.
You stay in control
You decide on the response and the scope to offer.
Action on hold
The proposed price is outside the agreed range.
The system prepares
The expected price and requested change are presented together.
You stay in control
You approve the new price before any commitment.
Action on hold
A routine sales reply is not enough.
The system prepares
The history and reason for the complaint are made available.
You stay in control
You choose the tone, any goodwill gesture and the next step.
Action on hold
The decision commits the business.
The system prepares
The relevant information is prepared, with any gaps made clear.
You stay in control
The authorised person decides. Their decision is recorded.
The work gets easier. Responsibility does not disappear.
Work presented on our website · M&A advisory
For an international M&A advisory firm, we designed an internal and client-facing application to centralise engagements, targets, follow-ups, documents and reporting.
What this experience brings
Practical experience of tracking files, handovers and approvals across multiple people.
What it does not prove
A quantified gain or a result already demonstrated for small and medium-sized businesses. Your first workflow will need to be tested in your own context.
06 / A clearly bounded first step
One first workflow.
Not the whole business.
We start with something that recurs often and can be tested. Scope, cost and success criteria are agreed before we build.
Where shall we start?
The starting point
A request for a quote arrives
The intended outcome
A file ready for approval
Responsibility stays with
You, for pricing and commitment
Outside this first scope:Invoicing and delivery
The starting point
An approved quote has been sent
The intended outcome
A next action assigned and tracked
Responsibility stays with
The person responsible for the customer relationship
Outside this first scope:Negotiations outside the agreed rules
The starting point
An approved file is ready to hand over
The intended outcome
Relevant context is available to the team
Responsibility stays with
The person approving the file
Outside this first scope:New or sensitive decisions
Illustrative scopes. The solution is designed around how your business actually works.
- 01
Start with your reality.
A real file, your tools and the people moving it forward.
- 02
Agree the rules.
A start, an end, authorised access and cases to bring back to you.
- 03
Test before expanding.
Test against known cases, observe follow-through and make corrections with the team.
To verify together: is the information reliable, are actions followed through, and do exceptions reach the right person?
Before we talk
A few fair questions.
Do we need to change our tools?
Not by default. We start with your email, files and business tools. We check connection options, access rights and limitations before proposing what to keep or adapt.
Is this suitable for a small team?
The starting point is recurring work, not company size. If a simple rule or better use of your tools is enough, there is no reason to build a more complex system.
What happens if information is missing?
It should be flagged, not invented. Under the agreed rule, the system prepares a request for clarification or pauses the action for review by the right person.
What happens if the system encounters an error?
Failure monitoring, alerts and recovery are defined as part of the scope. An action that has not run must not appear complete. Sensitive cases stay blocked pending approval.
What budget and timeline should we expect?
They depend on the workflow, the tools to connect and the controls needed. The first conversation is to understand your situation; any engagement then has a specific scope and proposal.
The next thread is yours.
Bring an example.
Not a specification.
A request that gets lost. A quote to revisit. A forgotten follow-up. Let’s start with a moment in your working day and see what could be better connected.
Let’s talk about your first workflowPrefer to write? [email protected]