Approvals, handoffs, notifications and the admin nobody owns — automated after we understand how the work actually happens.
Most businesses looking for a workflow automation consultant in Australia are not chasing a technology. They are chasing back the hours their team loses to approvals that sit in an inbox, information typed into a second system because it will not flow from the first, and one person whose real job has quietly become chasing other people.
Drawn AI builds automation into the systems you already run. Xero, MYOB, Shopify, Cin7, HubSpot, SharePoint, Procore, SimPRO, Deputy, Employment Hero, SQL Server — and, honestly, a lot of Excel. We connect and extend those rather than replacing them, because replacing them is a much larger project than most of these problems justify.
There is one thing worth saying before anything else. Automating a bad process makes the bad process faster. If approvals take four days because nobody agrees who approves what, automation will produce a four-day delay with better notifications. That is why every engagement starts with a paid discovery step and not a tool demo. Business process automation, in the enterprise sense of the phrase, tends to start with the platform; we start with the work.
Purchase orders, leave, variations, credit notes, timesheets. The request goes to the right person based on value, site or department, escalates when it sits too long, and leaves an audit trail you can show a client or an auditor without reconstructing it from email.
The moment where sales finishes and operations starts is where most work goes missing. We build the handoff explicitly: the job is created, the right fields are carried across, the next person is notified, and nothing depends on someone remembering to forward an email.
Alerts that fire on a real condition — a job past its promised date, a permit expiring, an invoice unapproved past terms, a contractor induction lapsing — sent to the person who can do something, with a link that takes them straight to the action.
Weekly reports assembled and sent, monthly reconciliations prepared, remittances matched, prestart checks distributed, stocktake counts opened. The small jobs that take twenty minutes and never appear on anyone's position description.
If your team types the same job number into three systems, that is three chances to get it wrong. We connect the systems so the data moves once. Where the source is a document rather than a system, our document AI work reads the invoice, delivery docket or timesheet and puts the values where they belong.
Follow-ups for unsigned documents, unreturned inductions, missing timesheets and unpaid invoices, escalating on a schedule you set. Nobody enjoys being the person who chases. It is also the task most reliably dropped when the week gets busy.
A paid discovery step where we sit with the people doing the work and record how it actually happens, not how the procedure says it does. This is also where we tell you which processes are not worth automating. Where the problem runs deeper than one workflow, this expands into full business process analysis and discovery.
We map each step, who touches it, how long it waits, and where errors get introduced. Waiting time is usually the larger number, and it is rarely the step people expected.
We agree what gets automated, what stays manual and what should be removed altogether. Some steps exist only because a system could not do something in 2016. Those get deleted rather than encoded.
We build the automation and connect it to your existing systems. Nothing is switched on for everyone at once — we run it alongside the current process first so you can see the two agree before you rely on it.
Under the subscription we keep tuning it. Real use always surfaces exceptions the map missed, and a rule that was right in March is often wrong by September. Businesses in construction tend to arrive with SWMS, permits, variations and contractor inductions; professional services firms usually arrive with client onboarding, approvals and recurring reporting. If the workflow currently lives inside a workbook with macros nobody wants to touch, replacing spreadsheets with custom software is often the first honest step.
Drawn AI charges a monthly subscription rather than a fixed project price. Minimum term is three months, billed monthly, with 30 days' notice to cancel. The figure depends on how many processes and systems are in scope. Discovery comes first and is priced separately, so you know the ongoing number before committing to a build.
In practice they describe the same work at different scales. Workflow automation usually means specific sequences — an approval, a handoff, a notification. Business process automation is the enterprise phrase for the same idea applied across a whole function. Australian small and medium businesses generally search for the first, and that is the size of problem we most often solve.
The demanding part is discovery: a few hours with the people who do the work. After that, most of the build happens without them. We run new automation in parallel with the existing process before switching over, so if something is wrong you find out while the old way is still running rather than after it has been turned off.
No, and this is where money gets wasted. A process that runs twice a year is almost never worth automating — the build cost, the testing and the maintenance all outlast the time it saves, and by the second run the surrounding systems have usually changed anyway. Frequency, volume and error cost decide what makes the list. We say no to things during discovery.
That is the normal starting point. Very few businesses have current documentation, and where it exists it usually describes an older version of the work. We map what is happening now by observing and interviewing, and you keep that map whether or not you build anything with us.
No. We integrate with what you already run and build only the parts that are missing. Replacing a working accounting or job-management system is expensive, disruptive and rarely the actual fix — the gap is normally between systems, not inside them.
A first conversation costs nothing and usually ends with a clearer idea of what is worth building — sometimes that answer is “not yet”, and we will say so.
No lock-in templates. Built around you.