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Automation
Remove the repeat work your team should not be doing by hand.
Otomatic builds workflow automation and tool integrations for service businesses: client onboarding, document collection, reminders, reporting, CRM hygiene, task creation and handovers. Start with a free Otomatic Systems Audit and get a written roadmap within 24 hours.
Free 30 minutes. Written roadmap within 24 hours.
Sound familiar?
The work that fills the week and never ends.
Onboarding restarts every time
Forms, access, documents and setup get chased by hand for every new client, in a slightly different order each time.
Documents get chased
The same requests go out repeatedly because nobody can see at a glance what is still missing.
Reminders depend on memory
Whether a reminder goes out this week comes down to whether someone remembered to send it.
Reports are assembled manually
Numbers get copied into a spreadsheet by hand and are out of date by the time the report lands.
The CRM drifts
Records go stale because updating them is a separate job nobody owns, so the data everyone works from stops being reliable.
Handovers fall between people
Work moves between team members through a message, and something gets missed when the day is busy.
What we build
Workflows that run whether anyone remembers or not.
Client onboarding
Sequenced onboarding that captures what is needed, in order, without someone driving it manually.
Document collection
Requests, tracking and chasing handled automatically, with what is still outstanding visible at a glance.
Reminders and follow-up
Reminders and follow-up sequences that fire on time, every time, in your business's voice.
Reporting pipelines
Reporting assembled from the source systems on a schedule, current when you open it.
CRM hygiene
Records created, updated and deduplicated as work happens, rather than as a separate job at month end.
Task creation and handovers
Work routed to the right person with the context attached, so nothing sits between two people.
Approved outbound workflows
Outbound sequences where the data, the consent and the message approval are already in place.
Tool integrations
The connections between the systems you run, so a change in one is a change in all of them.
The difference
We fix the workflow before we automate it.
Automating a broken process breaks it faster. The audit maps the handoffs, the exceptions and the decision points first, then the build removes the manual step. Automation is a delivery method here, chosen because the workflow calls for it.
Tools we build with
A practical stack connected around your current workflow.
We choose from the same proven stack around the workflow, then connect only what the build actually needs.
- Make.com
- Gmail
- Google Sheets
- Notion
- Vercel
- Firebase
- Anthropic
- Claude
- OpenAI / ChatGPT
- Next.js
- React
- Tailwind
- Python
- Apify
- M365
- Brevo
- Tally
- Meta
- Google Ads
- Xero
- Vapi
- Retell
- Twilio
- ElevenLabs
- HeyGen
- Higgsfield
- HubSpot
- GoHighLevel
- Zoho
How we work
From the first call to a system that runs.
4-step process
Otomatic Systems Audit
A free 30-minute conversation. We map the work as it runs now: who touches it, where the data moves, and what breaks when someone is away.
Roadmap
A written roadmap within 24 hours. The highest-value systems to build, in order, with the dependencies and scope boundaries named. Yours to keep whether you hire us or not.
Build
A fixed-scope production system, tested against the real workflow before it goes live.
Handover and monitoring
Documentation, handover material, a walkthrough and 30 days of monitoring, included in every build. Ongoing Care is optional and project-priced.
Ready to start?
Book the free audit.
30 minutes. Written roadmap within 24 hours. No commitment required.
- Free 30-minute call
- Written spec you keep
- No lock-in
Who this is for
Otomatic Digital, led start to finish by its founder.
Natan Trolka, founder of Otomatic Digital, owns your build end to end: scope, spec, and delivery. If any part of the work needs a specialist, it is named in the written scope before you sign, and nothing ships without his review.
Not a fit when
We'd steer you elsewhere if…
- The underlying process is still being figured out
- You want a person replaced rather than freed up
- There is no repeatable workflow to build around yet
Best fit
You're a strong fit if…
- The work happens every week, not once a quarter.
- The outcome is clear and someone owns it.
- Someone senior can approve the workflow before it goes live.
What you leave with
What you leave with
- Every workflow and integration we build, in your own accounts
- Documentation and a recorded walkthrough
- The written roadmap, yours to keep or take elsewhere
- 30 days of monitoring after handover
Questions
Before you book the audit.
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See what your week repeats.
Free 30 minutes. Written roadmap within 24 hours.